Getting Passport in Coal Run Village, KY: Forms, Photos, Locations

By GovComplete Team Published on:

Location: Coal Run Village, KY
Getting Passport in Coal Run Village, KY: Forms, Photos, Locations

Getting a Passport in Coal Run Village, KY

Residents of Coal Run Village in Pike County, Kentucky, often need passports for international business trips, family vacations, or study abroad programs, especially with Kentucky's active travel patterns. The state sees steady demand from professionals commuting to airports like those in Lexington or Cincinnati, alongside peaks in spring and summer tourism seasons and winter breaks. University students from nearby institutions and exchange programs add to the volume, while last-minute trips for family emergencies create urgent needs. However, high demand at acceptance facilities can lead to limited appointments, particularly during peak times. Common hurdles include photo rejections from poor lighting or sizing errors, missing documents for minors, and confusion over renewal forms or expedited options for travel within 14 days [1]. This guide outlines the process step-by-step, drawing from official U.S. Department of State guidelines to help you prepare effectively.

Determine Which Passport Service You Need

Before gathering documents, identify your situation to use the correct form and process. This avoids wasted trips to facilities in Pike County.

  • First-Time Passport (or Eligible Renewal Not Qualifying for Mail-In): Use Form DS-11. Required if you've never had a U.S. passport, your previous one was issued before age 16, more than 15 years ago, damaged, or issued in your previous name without legal documentation [1]. You must apply in person at an acceptance facility.

  • Renewal by Mail: Use Form DS-82 if your passport was issued within the last 15 years, you were at least 16 when it was issued, it's undamaged, and you're using the same name (or have proof of change). Mail it—no in-person visit needed [1]. Not eligible if passport is lost, stolen, or expired over a year.

  • Replacement for Lost, Stolen, or Damaged Passport: Use Form DS-64 (if abroad or replacing a valid passport) or DS-5504 (if replacing one issued within the last year). Report loss first, then apply [1].

For Coal Run Village residents, check eligibility carefully: many misunderstand renewal rules, leading to unnecessary in-person visits. Use the State Department's online wizard at travel.state.gov to confirm [2].

Required Documents Checklist

Prepare originals and photocopies (8.5x11" paper, front/back if two-sided). Facilities like post offices in Pikeville reject incomplete applications.

General Checklist for All Applicants:

  • Completed form (DS-11 for in-person, DS-82 for renewal): Download from travel.state.gov, fill by hand in black ink—do not sign until instructed [1].
  • Proof of U.S. citizenship: Original birth certificate (issued by city/county/state vital records; hospital versions invalid), naturalization certificate, or previous undamaged passport [3]. Kentucky birth certificates come from the Cabinet for Health and Family Services [4].
  • Photocopy of citizenship evidence.
  • Present ID: Driver's license, military ID, or government employee ID. If ID name differs from citizenship doc, provide name change proof (marriage/divorce certificate).
  • Photocopy of ID.
  • One passport photo (see photo section).
  • Fees: Check/money order payable to "U.S. Department of State" for application fee; separate payment for execution fee to facility [5].

For Minors Under 16 (DS-11 Only):

  • Both parents/guardians present or notarized consent (Form DS-3053) from absent parent.
  • Child's birth certificate.
  • Parents' IDs and photocopies.
  • Higher fees; presence required [1].

Name Changes: Marriage license, divorce decree, or court order.

Kentucky residents often face delays from incomplete vital records. Order birth certificates early via KY Vital Records online or mail [4].

Passport Photo Requirements

Photos cause the most rejections in high-volume areas like Pike County. Specs are strict: 2x2 inches, color, taken within 6 months, on white/cream/off-white background, head 1-1 3/8 inches from chin to top [6].

Common Challenges and Fixes:

  • Shadows/Glare: Use natural light, no flash; face camera straight.
  • Dimensions: Measure precisely; many drugstores/Walmart fail—use AAA or CVS with passport service.
  • Expression/Headwear: Neutral expression, mouth closed; glasses OK if eyes visible, no hats unless religious/medical (doctor's note).
  • Eyeglasses rule updated: Allowed if no glare and eyes fully visible [6].

Local options in Pikeville: Walmart Photo Center or Walgreens. Cost: $15-17. Rejection wastes time during peak seasons [6].

Where to Apply Near Coal Run Village

Coal Run Village has no dedicated facility, so head to Pike County options. Book appointments online—slots fill fast, especially spring/summer and holidays [7].

  • Pikeville Post Office: 137 Main St, Pikeville, KY 41501 (10 miles from Coal Run Village). Mon-Fri 9AM-3PM by appointment. Offers photos, accepts DS-11/DS-5504 [5]. Call (606) 432-7322 or book via usps.com.

  • Other Nearby: Prestonsburg Post Office (20 miles) or use the State Department's locator for more [7]. County clerks like Pike County Clerk (Pikeville Courthouse) may assist with vital records but confirm passport services [8].

For renewals: Mail to National Passport Processing Center—no local visit. Track at passportstatus.state.gov [1].

Passport Facilities and Nearby Locations in and Around Coal Run Village

Passport acceptance facilities are official sites authorized by the U.S. Department of State to witness and process new passport applications or renewals. These locations do not issue passports on the spot; instead, they verify your identity, administer oaths, collect fees, and forward your application to a regional passport agency for processing. Common types include post offices, public libraries, county clerk offices, and municipal clerks in the region. In and around Coal Run Village, such facilities are typically found in nearby towns within Pike County and adjacent areas, making them accessible for residents. To locate one, use the official State Department website's search tool by entering your ZIP code or city name—this provides the most up-to-date list without needing to guess.

When visiting, come prepared with a completed DS-11 form for first-time applicants (or DS-82 for renewals), a valid photo ID, a passport photo meeting exact specifications (2x2 inches, recent, white background), and payment (checks or money orders preferred; credit cards may not be accepted everywhere). Expect a short interview to confirm details, and note that children under 16 must apply in person with both parents. Processing can take 6-8 weeks standard or 2-3 weeks expedited, so apply well in advance of travel. Facilities handle high volumes, so patience is key.

Typical Busy Times and Planning Tips

Passport offices often see peak crowds during summer travel season, holiday periods like spring break or year-end, and on Mondays when weekend backlogs arrive. Mid-day hours, especially 11 a.m. to 2 p.m., tend to be busiest due to lunch-hour rushes. To avoid long waits, aim for early mornings or late afternoons on weekdays, and consider locations offering appointments via their websites or phone systems. Always verify current procedures online or by calling ahead, as availability can fluctuate seasonally. For urgent needs, check eligibility for regional agencies, but plan conservatively to ensure smooth processing.

Step-by-Step Checklist for First-Time or In-Person Applications (DS-11)

Follow this to minimize errors:

  1. Verify Eligibility: Use travel.state.gov wizard [2]. Confirm first-time/renewal/replacement.

  2. Gather Documents: Collect citizenship proof, ID, photocopies. Order KY birth cert if needed (allow 2-4 weeks standard) [4].

  3. Get Photo: Meet exact specs [6]. Get two spares.

  4. Complete Form DS-11: Black ink, unsigned. Note travel dates if urgent [1].

  5. Calculate Fees: Application $130 (adult book)/$100 (minor); execution $35 (to facility). Expedited +$60. Urgent (14 days) requires in-person at agency [9]. Use calculator at travel.state.gov [5].

  6. Book Appointment: Call Pikeville PO or use USPS site. Arrive 15 min early [5].

  7. At Facility: Present docs, sign form in front of agent. Pay fees (cash/check/money order; no credit for State fee).

  8. Track Application: Get tracking number; check online after 5-7 days [1].

Step-by-Step Checklist for Renewals (DS-82 by Mail):

  1. Confirm eligibility (passport <15 years old, etc.) [1].
  2. Complete/sign DS-82.
  3. Attach old passport, photo, fees ($130 adult).
  4. Mail to: National Passport Processing Center, PO Box 90155, Philadelphia, PA 19190-0155 [1].
  5. Track online.

Processing Times and Expedited Services

Routine: 6-8 weeks (mail) or 10-13 weeks (in-person) from receipt—does not include mailing [9]. Peak seasons (spring/summer, winter) add delays; do not rely on last-minute processing.

  • Expedited: +$60, 2-3 weeks. Request at application/mail [9].
  • Urgent (Travel <14 Days): Life-or-death emergencies only qualify for agency appointment (not facilities). Call 1-877-487-2778 [9]. Business trips don't qualify—plan ahead.
  • 1-2 Day Rush: Private couriers like ItsEasy, but verify legitimacy [1].

Kentucky's seasonal travel spikes overwhelm facilities; apply 9+ months early for summer trips [9].

Special Considerations for Minors and Urgent Travel

For children: Both parents must consent; unaccompanied minors need extra docs for airlines. High rejection rate from missing parental IDs [1].

Urgent scenarios (family emergencies, last-minute work): Expedited helps, but <2 weeks? Fly to Atlanta Passport Agency (350+ miles) only if qualified [9]. Students on exchange programs: Universities like University of Kentucky offer group sessions—check school international offices.

Frequently Asked Questions

Can I get a passport same-day in Pike County?
No, local facilities don't issue passports—only submit. Processing takes weeks minimum [9].

What if my birth certificate is from Kentucky but old?
Order a certified copy from KY Division of Vital Statistics. Short/abridged versions invalid [4].

My passport expired 16 years ago—can I renew?
No, use DS-11 as first-time [1].

How do I handle a name change after marriage?
Provide marriage certificate with application [1].

Where can I get passport photos accepted 100%?
Use USPS, CVS, or AAA—follow specs exactly to avoid rejection [6].

Is expedited guaranteed for travel in 3 weeks?
No hard promises; times are estimates. Peak seasons slower [9].

Do I need an appointment at Pikeville Post Office?
Yes, required—book online or call [5].

What about passport cards for land/sea travel?
Cheaper ($30 adult), valid only Mexico/Canada/Caribbean by land/sea. Apply same process [1].

Sources

[1]Passports - How to Apply
[2]Passport Application Wizard
[3]Proof of U.S. Citizenship
[4]Kentucky Vital Records
[5]USPS Passport Services
[6]Passport Photo Requirements
[7]Passport Acceptance Facility Search
[8]Pike County Clerk
[9]Passport Processing Times

AK

Aaron Kramer

Passport Services Expert & Founder

Aaron Kramer is the founder of GovComplete and a passport services expert with over 15 years of experience in the U.S. passport industry. Throughout his career, Aaron has helped thousands of travelers navigate the complexities of passport applications, renewals, and expedited processing. His deep understanding of State Department regulations, acceptance facility operations, and emergency travel documentation has made him a trusted resource for both first-time applicants and seasoned travelers. Aaron's mission is to make government services accessible and stress-free for everyone.

15+ Years Experience Expedited Processing State Dept. Regulations