How to Get a Passport in Virginia

Obtaining a passport is a critical step for any U.S. citizen planning international travel, whether for leisure, business, education, or family visits. For residents of Virginia, the process of securing a passport follows the same federal guidelines set by the U.S. Department of State, but with local nuances in document submission, appointment scheduling, and acceptance facility availability. Unlike many other government services, a passport is not issued by the state—it is a federal document—but Virginia residents benefit from a well-organized network of passport acceptance facilities, including post offices, county clerks’ offices, and public libraries. Understanding the full process—from gathering required documents to submitting your application—ensures a smooth, efficient experience without delays or costly errors. This guide provides a comprehensive, step-by-step walkthrough tailored specifically for Virginia residents, offering clarity, practical tips, and authoritative resources to help you navigate the passport application process with confidence.

Step-by-Step Guide

Step 1: Determine the Type of Passport You Need

Before beginning your application, identify the type of passport document you require. Most first-time applicants will need a standard U.S. passport book, which is valid for international air, land, and sea travel. However, some travelers may also consider a passport card, which is a wallet-sized alternative valid only for land and sea travel between the U.S., Canada, Mexico, the Caribbean, and Bermuda. The passport card cannot be used for international air travel. If you are under age 16, you must apply for a child passport, which has a five-year validity period. Adults aged 16 and older receive a 10-year passport. If you already hold a valid passport but need a replacement due to damage, loss, or name change, you may need to submit a different form and provide supporting documentation.

Step 2: Gather Required Documents

To apply for a U.S. passport in Virginia, you must present three types of documents: proof of U.S. citizenship, proof of identity, and a photocopy of your identity document. These must be original or certified copies—photocopies alone are not accepted.

Proof of U.S. Citizenship: Acceptable documents include a certified birth certificate issued by a U.S. state or territory, a previously issued U.S. passport (even if expired), a Consular Report of Birth Abroad, a Certificate of Naturalization, or a Certificate of Citizenship. If your birth certificate does not include your parent’s names, you may need to obtain an amended version from the vital records office in the state where you were born. Virginia residents can request certified copies of birth certificates through the Virginia Department of Health’s Office of Vital Records.

Proof of Identity: You must present a government-issued photo ID, such as a valid or expired Virginia driver’s license, a Virginia state ID card, a federal or state government employee ID, a military ID, or a previously issued U.S. passport. If you do not have a current photo ID, you may submit alternative documents such as a social security card, voter registration card, or a certified copy of a court order, but you will need a co-applicant who can vouch for your identity.

Photocopy of Identity Document: You must provide a clear, one-sided, 8.5" x 11" photocopy of both sides of your ID. This copy must be on plain white paper and legible. Many passport acceptance facilities in Virginia offer photocopying services for a small fee, but it’s best to bring your own copy to avoid delays.

Step 3: Complete Form DS-11

All first-time applicants, minors under 16, and those replacing a lost or stolen passport must complete Form DS-11: Application for a U.S. Passport. This form cannot be submitted online. You may download it from the U.S. Department of State’s website, fill it out electronically, and print it, or complete it by hand using black ink. Do not sign the form until instructed to do so in the presence of an acceptance agent. Pre-filling the form reduces processing time and minimizes errors. Ensure all information matches your supporting documents exactly—mismatches in spelling, date of birth, or address can result in application rejection.

Step 4: Obtain a Passport Photo

Your passport photo must meet strict U.S. Department of State specifications. It must be 2" x 2" in size, in color, with a white or off-white background, and taken within the last six months. Your face must be centered, fully visible, and unobstructed—no hats, head coverings, or sunglasses unless required for religious or medical reasons. You must have a neutral expression with both eyes open. The photo must show your full head from the top of the hair to the shoulders, with no shadows or glare. Many pharmacies (CVS, Walgreens), post offices, and photo studios in Virginia offer professional passport photo services for $10–$15. Avoid using smartphone photos or selfie apps unless they are explicitly certified to meet U.S. passport standards. Always ask the vendor to verify compliance before payment.

Step 5: Locate a Passport Acceptance Facility in Virginia

Passport applications in Virginia are accepted at designated facilities across all 95 counties and 38 independent cities. These include U.S. Post Offices, county clerk offices, public libraries, and some city halls. Not all locations offer passport services, and hours vary. To find the nearest facility, use the U.S. Department of State’s official Passport Acceptance Facility Search Tool. Filter results by zip code or city. For example, in Richmond, the Main Post Office at 1100 E. Main Street accepts applications Monday through Friday. In Fairfax, the County Clerk’s Office at 12000 Government Center Parkway offers appointments. Some facilities require appointments, especially during peak travel seasons (spring and summer), while others operate on a first-come, first-served basis. Always call ahead to confirm hours, appointment requirements, and whether they accept walk-ins.

Step 6: Schedule an Appointment (If Required)

Many high-volume locations, especially in Northern Virginia, require appointments to manage workflow and reduce wait times. Even if an appointment is not mandatory, scheduling one is strongly advised. You can book appointments through the U.S. Department of State’s online system or directly through the facility’s website. For example, the Alexandria Post Office allows online scheduling via its branch page. Appointments typically become available two to three weeks in advance, so plan ahead. If you need expedited service, mention this when booking—some facilities reserve time slots for urgent requests.

Step 7: Pay the Required Fees

Passport fees are set by the federal government and are non-negotiable. As of 2024, the fees for a standard adult passport book are $130 for the application fee and $35 for the execution fee, totaling $165. For a passport card, the application fee is $30 and the execution fee is $35, totaling $65. If you apply for both the book and card together, the total is $165. For minors under 16, the passport book fee is $100 plus the $35 execution fee, totaling $135. Payment for the application fee must be made by check or money order payable to “U.S. Department of State.” The execution fee is paid separately to the acceptance facility and may be paid by cash, check, money order, or credit card—depending on the location. Some facilities, such as post offices, accept credit cards for both fees. Always confirm payment methods before your visit. Do not send cash through the mail.

Step 8: Submit Your Application In Person

On your appointment day, arrive 10–15 minutes early with all documents, completed forms, photos, and payment. An acceptance agent will review your materials, verify your identity, witness your signature, and take your oath. They will not process your application themselves—they will seal it in an envelope and forward it to a federal processing center. You will receive a receipt with a tracking number. Keep this for reference. If any documents are incomplete or incorrect, the agent will notify you immediately and give you the opportunity to correct them on-site. Once submitted, your application enters the federal processing pipeline.

Step 9: Track Your Application Status

After submission, you can track your passport status online through the U.S. Department of State’s passport status portal at travel.state.gov. You’ll need your last name, date of birth, and the last four digits of your Social Security number. Status updates appear within 7–10 business days. Initial status will read “Application Received.” After processing begins, it will change to “In Process,” then “Approved,” and finally “Mailed.” Standard processing takes 8–11 weeks. If you need your passport sooner, you may pay an additional $60 for expedited service, which reduces processing to 5–7 weeks. Expedited service does not include faster delivery—unless you pay for overnight shipping separately.

Step 10: Receive and Verify Your Passport

Your passport will be delivered by USPS to the address you provided on Form DS-11. Upon receipt, immediately inspect the document. Confirm your name, date of birth, photo, and expiration date are correct. Check for any printing errors, smudges, or missing pages. If you notice a mistake, contact the National Passport Information Center immediately. Do not attempt to alter the passport yourself—it becomes invalid. If everything is correct, sign the passport on page 3 with a black or blue ink pen. Store it in a secure, dry place. Keep a digital and physical copy of the passport’s data page in a separate location for emergencies.

Best Practices

Apply Early, Especially During Peak Seasons

Passport applications surge during winter holidays, spring break, and summer travel months. Delays are common between January and August. Even if you don’t have immediate travel plans, consider applying six months before your intended departure date. Many countries require at least six months of validity beyond your planned return date. Waiting until the last minute can result in missed trips and higher fees for rush service.

Double-Check All Information

Spelling errors in names, incorrect dates of birth, or mismatched addresses are among the top reasons for application rejection. Cross-reference every detail on your birth certificate, driver’s license, and DS-11 form. If your name has changed due to marriage or court order, provide the legal documentation (marriage certificate, divorce decree, or court order) along with your application. Do not rely on informal name changes.

Prepare Multiple Copies of Documents

Bring two photocopies of your ID and citizenship documents. One will be retained by the acceptance agent; the other serves as backup if the first is damaged or misplaced. Keep digital scans on your phone and cloud storage. In the event of a lost or stolen passport, having these copies speeds up replacement requests.

Use a Trusted Photo Service

While it’s tempting to take your own photo with a smartphone, 30% of rejections stem from non-compliant photos. Use a vendor certified by the U.S. Department of State or one that explicitly states compliance. Ask for a printed confirmation that the photo meets federal standards. Some facilities, like the U.S. Post Office in Arlington, offer free photo verification before printing.

Update Your Address with the DMV

If your Virginia driver’s license or state ID does not reflect your current residential address, you may be asked to provide additional proof of residency, such as a utility bill or lease agreement. Ensure your DMV records are current to avoid complications. You can update your address online at dmv.virginia.gov.

Consider a Passport Card for Land Travel

If you frequently travel to Canada or Mexico by car or cruise, a passport card is a cost-effective alternative. It’s smaller, cheaper, and fits easily in your wallet. However, remember it’s not valid for air travel. You can apply for both the book and card simultaneously for the combined fee of $165.

Keep Records of Your Application

Save your receipt, tracking number, and any correspondence from the Department of State. If your passport is delayed or lost in transit, having this information allows you to escalate the issue efficiently. Record the date and time of your submission, the name of the acceptance agent, and the facility’s contact number.

Plan for Minors

Children under 16 must appear in person with both parents or legal guardians. If one parent cannot attend, they must provide a notarized Statement of Consent (Form DS-3053) or evidence of sole legal custody. Bring the child’s birth certificate, a photo ID for each parent, and proof of relationship. If traveling with only one parent, carry a notarized letter from the other parent granting permission.

Tools and Resources

Official U.S. Department of State Passport Website

The primary resource for all passport-related information is travel.state.gov. This site provides downloadable forms, fee schedules, processing times, and a searchable database of acceptance facilities. It also includes a passport tracker, photo guidelines, and FAQs updated in real time.

Virginia Department of Health – Office of Vital Records

Virginia residents needing a certified birth certificate should contact the Office of Vital Records at vdh.virginia.gov/vital-records. You can order online, by mail, or in person in Richmond. Processing typically takes 7–10 business days. Fees are $12 for the first copy and $10 for each additional copy.

Virginia Department of Motor Vehicles (DMV)

For residents needing to update or replace a state ID or driver’s license, visit dmv.virginia.gov. The DMV offers online services for address changes, license renewals, and ID card replacements—all critical if your ID is outdated or mismatched with your birth certificate.

Passport Photo Services in Virginia

Many Virginia locations offer certified passport photo services. Popular chains include:

• CVS Pharmacy – Available at most locations; $14.99 with instant print
• Walgreens – $14.99; photos are reviewed for compliance before printing
• U.S. Post Office – Many branches offer photo services for $15; staff trained in passport standards
• Walmart Photo Centers – $7.44 for passport photos; online ordering available

Expedited Processing Options

If you have international travel within 14 days, you may qualify for expedited service at a regional passport agency. Virginia residents can visit the Washington, D.C. Passport Agency (1100 12th Street NW) by appointment only. Appointments are reserved for documented emergencies such as medical treatment, funeral attendance, or urgent business travel. You must provide proof of travel (flight itinerary, hospital letter, etc.) and pay the $60 expedited fee plus overnight shipping. This is not a walk-in service.

Local Government Resources

Many Virginia counties and cities maintain dedicated passport information pages on their official websites. Examples include:

• City of Alexandria – Offers passport services at the City Hall and Post Office with appointment links
• Fairfax County – Provides a downloadable checklist and list of nearby acceptance facilities
• City of Norfolk – Hosts monthly passport events at the Public Library

Travel Advisory Tools

Before traveling abroad, check the U.S. Department of State’s Travel Advisories for country-specific safety information. Some destinations require additional visas or vaccinations. Virginia residents traveling to Europe should also check the Schengen Area entry requirements, which may include proof of travel insurance and sufficient funds.

Real Examples

Example 1: First-Time Applicant in Roanoke

Sarah, a 22-year-old college student from Roanoke, applied for her first passport in March. She ordered her birth certificate from the Virginia Office of Vital Records two weeks in advance. She completed Form DS-11 on her laptop, printed it, and brought her Virginia driver’s license, certified birth certificate, and a photocopy. She visited the Roanoke Post Office at 11 a.m. with an appointment and paid $165. Her photo was taken on-site for $15. She tracked her application online and received her passport in 7 weeks. Sarah used her passport to study abroad in Spain that summer.

Example 2: Parent Applying for a Child in Fairfax

James and Lisa, residents of Fairfax, applied for their 8-year-old daughter’s passport in April. They brought her birth certificate, their own driver’s licenses, and a completed DS-11. Since both parents were present, they did not need Form DS-3053. They scheduled an appointment at the Fairfax County Clerk’s Office. The agent verified their relationship and witnessed the child’s signature. They paid $135 and received the passport in 9 weeks. They later used it for a family cruise to the Bahamas.

Example 3: Replacing a Lost Passport in Richmond

Michael, a 45-year-old business traveler from Richmond, realized his passport was missing after a flight to Atlanta. He filed a DS-64 Statement Regarding a Lost or Stolen Passport and completed a new DS-11. He provided his Social Security card and a copy of his expired passport as secondary proof of citizenship. He visited the Richmond Main Post Office, paid $165, and requested expedited service. He received his new passport in 12 days and flew to London two weeks later.

Example 4: Renewing a Passport in Arlington

Janet, who turned 60 in January, renewed her passport after it expired in November. She used Form DS-82 (renewal form) because her previous passport was issued when she was over 16 and was undamaged. She mailed her application with a new photo, her expired passport, and a check for $130. She received her new passport in 6 weeks. She noted that renewal by mail is only possible if the passport was issued within the last 15 years and was not lost or damaged.

FAQs

Can I apply for a passport online in Virginia?

No. First-time applicants, minors, and those replacing lost or stolen passports must apply in person. Renewals may be done by mail using Form DS-82, but only if your previous passport meets specific criteria: issued within the last 15 years, undamaged, issued after your 16th birthday, and in your current name.

How long does it take to get a passport in Virginia?

Standard processing takes 8–11 weeks. Expedited service takes 5–7 weeks. These times begin after your application is received by the federal processing center, not after your appointment. During peak seasons, delays may occur.

Can I use a birth certificate that doesn’t have my parents’ names on it?

No. Your birth certificate must include your full name, date of birth, place of birth, and the full names of both parents. If it does not, you must obtain an amended version from the Virginia Department of Health.

Do I need an appointment to apply for a passport in Virginia?

It depends on the facility. Many post offices and county offices in Northern Virginia require appointments. Rural locations may accept walk-ins. Always call ahead or check the facility’s website.

Can I get a passport the same day in Virginia?

Same-day service is only available at regional passport agencies for documented emergencies. You must have international travel within 14 days and make an appointment. Most local facilities cannot issue passports on the same day.

What if my name has changed since my birth certificate was issued?

You must provide legal documentation of the name change, such as a marriage certificate, divorce decree, or court order. The name on your passport must match your citizenship document unless you provide proof of legal change.

Can I use a photocopy of my birth certificate?

No. You must submit an original or certified copy. Photocopies are not accepted. Certified copies must bear an official seal from the issuing agency.

Is there a fee waiver for low-income applicants in Virginia?

There is no state-level fee waiver for passports. However, if you qualify for certain federal assistance programs (e.g., Supplemental Security Income), you may be eligible for a reduced execution fee. Contact the National Passport Information Center for details.

Can I travel to Canada with just my driver’s license?

No. As of 2024, U.S. citizens entering Canada by land or sea must present a passport book or passport card. A driver’s license alone is not sufficient. Air travel to Canada requires a passport book.

What happens if my passport arrives with an error?

If you notice a mistake (e.g., misspelled name, wrong date of birth), do not use the passport. Call the National Passport Information Center at 1-877-487-2778 or submit a correction request online. You will receive a replacement at no additional cost if the error was made by the government.

Conclusion

Getting a passport in Virginia is a straightforward process when approached with preparation and attention to detail. While the application is governed by federal regulations, Virginia residents have access to a robust network of acceptance facilities, clear documentation guidelines, and reliable support resources. Whether you’re applying for the first time, renewing an expired document, or replacing a lost passport, following the steps outlined in this guide ensures efficiency and minimizes the risk of delays. Remember to apply early, verify every detail, use certified documents, and leverage official tools like the Department of State’s website and local acceptance centers. A valid passport is more than a travel document—it’s your key to global access, cultural exchange, and personal opportunity. By taking the time to do it right the first time, you protect your investment, avoid unnecessary stress, and ensure that your next international journey begins smoothly and without interruption.