Before anything else, you need to figure out if you’re applying for a brand-new passport or simply renewing an old one. This crucial decision dictates which application form you’ll use: the DS-11 for new applicants, and the DS-82 for renewals. Generally, if your previous passport was issued more than 15 years ago, you were under 16 when it was issued, or it’s significantly damaged, you’ll need to apply as if it’s your first time with a DS-11. Kids under 16 always use the DS-11 and require both parents’ consent. Knowing your status right away saves you headaches later, ensuring you grab the correct paperwork from the start.

Now comes the treasure hunt for your essential documents! For a new passport (DS-11), you absolutely need an original proof of U.S. citizenship, such as your birth certificate with a raised seal, a previous (undamaged) passport, or a Certificate of Naturalization. You’ll also require a valid government-issued photo ID, like your New York State driver’s license. Remember, for the birth certificate, it must be the original document, not a photocopy. If you’re missing yours, Rochester residents can typically obtain a certified copy from the Monroe County Clerk’s Office or the vital records office in the municipality where you were born. Gather both original and a photocopy of each document; the acceptance facility will keep the original citizenship proof temporarily.

Time to tackle the actual application form! You can find the DS-11 (for new passports) and DS-82 (for renewals) on the U.S. Department of State website. It’s usually best to fill it out online and then print it, as this ensures all fields are correctly formatted. Print the form single-sided. Here’s a super important tip: DO NOT SIGN THE DS-11 FORM until you are explicitly instructed to do so by an acceptance agent. For the DS-82, you can sign it before mailing. Double-check every single detail – names, dates, addresses – for accuracy. Even a small error can cause significant delays in processing your application, pushing back your travel plans.

Your passport photo needs to meet very specific requirements, so don’t just snap a selfie! It must be a recent (within the last six months) color photo, 2×2 inches in size, taken against a plain white or off-white background. No glasses, no hats (unless for religious purposes and accompanied by a signed statement), and maintain a neutral facial expression – no big smiles! Thankfully, many places around Rochester can help you get this right. Your local CVS, Walgreens, or FedEx Office stores offer passport photo services. If you’re an AAA member, their offices often provide this perk too. They’re usually well-versed in the requirements, saving you the hassle of retakes.

For new passport applications (DS-11), you absolutely must submit your documents in person at an official passport acceptance facility. This is where an agent will witness your signature and verify your identity. In Rochester, many U.S. Post Offices serve as acceptance facilities, such as the Rochester Main Post Office on East Main Street or the Henrietta Post Office. The Monroe County Clerk’s Office also processes passport applications. It’s highly recommended to call ahead or check their websites to schedule an appointment, as walk-ins are often limited or not accepted. Bring your unsigned DS-11, all original documents, photocopies, your passport photo, and your payment (check Step 6!). Renewals (DS-82) can typically be mailed directly to the address on the form.

The final step in the application process involves paying the necessary fees. There are usually two separate payments: the application fee (to the U.S. Department of State) and the execution fee (to the acceptance facility for processing your application). The application fee usually needs to be paid by check or money order, while the execution fee might accept credit cards, checks, or money orders – confirm with your chosen facility. After submission, you enter the waiting period. Standard processing times can vary widely, so check the State Department’s website for current estimates. You can track your application’s status online. If you have urgent travel, inquire about expedited processing, which comes with an additional fee but can significantly shorten the wait. Plan well in advance for international trips!