Getting a Passport in Alexandria, VA: Your Step-by-Step Guide

Getting a Passport in Alexandria, VA: Your Step-by-Step Guide

Alexandria, VA, residents frequently need passports for international business trips, tourism, student exchange programs, and family vacations, especially during peak seasons like spring and summer or winter breaks. Last-minute travel for urgent work or emergencies is also common, but high demand at local acceptance facilities can lead to limited appointments. This guide helps you navigate the process efficiently, addressing common hurdles like photo rejections from shadows or glare, incomplete paperwork for minors, confusion over renewal forms, and distinguishing expedited service from true urgent travel (within 14 days). Always verify details on official sites, as processing times vary and peak periods can delay even expedited requests—no guarantees for last-minute needs during busy times [1].

Which Passport Service Do You Need?

Choosing the right path prevents wasted trips and fees. Here's how to decide:

• First-Time Applicants: If you've never had a U.S. passport, use Form DS-11. Everyone must apply in person at a passport acceptance facility. This includes children under 16, who need both parents' presence or notarized consent [2].

• Renewals: Eligible if your previous passport was issued when you were 16+, within the last 15 years, and is undamaged/not reported lost/stolen. Use Form DS-82 and mail it—no in-person visit needed. Ineligible? Treat as first-time with DS-11. Alexandria's international travelers often overlook the 15-year rule, leading to unnecessary facility visits [2].

• Replacements: For lost, stolen, or damaged passports, use DS-11 (in person) if over a year expired or damaged; DS-82 (mail) if recently issued and undamaged. Report loss/stolen immediately via Form DS-64 [3].

• Corrections: Minor name changes (e.g., marriage) can use DS-5504 if within a year of issuance; otherwise, DS-11 or DS-82 [1].

Students heading abroad or families on winter breaks should check eligibility first to save time. Use the State Department's online wizard: https://pptform.state.gov/ [1].

Gather Required Documents

Start here to avoid common rejections:

1. Proof of U.S. Citizenship: Original birth certificate (raised seal, not photocopy) or naturalization certificate. Virginia residents order from the Virginia Department of Health Vital Records office online, by mail, or in-person at their Richmond location—Alexandria has no local office, so plan ahead (allow 1-2 weeks) [4]. Hospital certificates aren't valid.

2. Proof of Identity: Valid driver's license (Virginia DMV issues these), government ID, or military ID. Name must match citizenship doc exactly.

3. Photo: One 2x2-inch color photo, taken within 6 months. No selfies—use pharmacies like CVS/Walgreens in Alexandria ($15) or facilities offering them.

4. For Minors (under 16): Both parents' IDs, birth certificate, and parental consent. Common issue: missing second parent's notarized Form DS-3053.

5. Fees: Checkbook for acceptance fees ($35 adult/$30 child), payable to "U.S. Department of State" for application fee (money order/cashier's check). Total: ~$165+ adult first-time [1].

Photocopy all docs (front/back) on plain paper. Incomplete sets cause 30% of rejections [1].

Passport Photos: Avoid Rejections

Photos fail most often due to shadows (from overhead lights), glare on glasses, wrong size (exactly 2x2 inches, head 1-1 3/8 inches), or smiles/head tilts. Recent Alexandria applicants report glare from window light as a top issue.

Photo Checklist:

• Plain white/cream background, no patterns.
• Neutral expression, eyes open, facing camera directly.
• No uniforms, hats (unless religious/medical), headphones, or toys.
• Glasses OK if no glare/eyes visible; no sunglasses.
• Recent (6 months), color, high-resolution print (not digital upload yet).

Specs: https://travel.state.gov/content/travel/en/passports/how-apply/photos.html [5]. Use the State Department's photo tool to validate: https://tsg.phototool.state.gov/. Facilities like USPS Old Town reject non-compliant photos on-site, wasting appointments.

Where to Apply in Alexandria, VA

All first-time, minor, and replacement applicants need an acceptance facility. Renewals go by mail. Book via the locator: https://iafdb.travel.state.gov/—high demand means slots fill fast, especially pre-summer [1].

Key Alexandria Facilities (call to confirm hours/services):

• Old Town Post Office: 221 N. Washington St., Alexandria, VA 22314. Phone: (703) 684-4941. Walk-ins rare; appointments via usps.com. On-site photos [6].
• Landmark Post Office: 2351 Eisenhower Ave., Alexandria, VA 22314. Phone: (703) 329-1788. Serves high-volume business travelers [6].
• King Street Station: 201 N. Union St., Alexandria, VA 22314. Phone: (703) 836-0242. Convenient for Old Town residents [6].

No Clerk of Court in Alexandria offers services (unlike Fairfax); stick to USPS. Peak seasons (March-June, Dec-Jan) book 4-6 weeks out—urgent? Call facilities directly for cancellations.

Passport Facilities and Nearby Locations in and Around Alexandria

Passport acceptance facilities are official sites authorized by the U.S. Department of State where eligible individuals submit applications for new, renewal, or replacement passports. These locations—often including post offices, public libraries, county clerk offices, and certain municipal or government buildings—do not produce passports on the spot. Instead, trained staff verify your identity and citizenship documents, witness your signature, administer a required oath, collect fees, and mail the application to a passport processing center. This step ensures applications meet federal standards before further review.

When visiting, come fully prepared to streamline the process. Required items typically include a completed application form (such as DS-11 for first-time applicants or DS-82 for renewals), two identical passport photos meeting specific size and quality guidelines, original proof of U.S. citizenship (like a birth certificate), valid photo identification, and payment for application and execution fees. Staff will review everything meticulously, so double-check requirements via the official State Department website beforehand. Appointments are increasingly common at many sites, helping manage crowds, though some operate on a walk-in basis. Expect interactions to last 15-30 minutes per applicant, plus any wait time.

In and around Alexandria, these facilities are conveniently scattered across the city and nearby suburbs, including urban post offices, community libraries, and local government offices in surrounding counties. Rural areas may have fewer options, so urban centers often serve broader regions. Always confirm eligibility and availability through official channels, as participation can change.

Typical Busy Times and Planning Tips

Acceptance facilities generally see higher volumes during peak travel seasons, such as summer months and major holidays, when vacation planning surges. Mondays often start the week with backlogs from weekend inquiries, while mid-day hours (around 11 a.m. to 2 p.m.) coincide with lunch breaks and shift changes, amplifying crowds. To navigate this, research appointment options online in advance, aim for early mornings or late afternoons on weekdays, and avoid predictable peaks. Preparing documents meticulously and arriving with extras (like additional photos) minimizes delays and stress, ensuring a smoother experience overall.

Step-by-Step Application Checklist

Follow this for first-time/minor/replacement (DS-11). Renewals differ—see DS-82 instructions.

1. Complete Form DS-11: Fill online (pptform.state.gov), print single-sided, do not sign until instructed [1].
2. Gather Docs: Citizenship proof, ID, photo, photocopies. Minors: parental docs.
3. Calculate Fees: Application ($130 adult/$100 child) + acceptance ($35/$30) + expedite ($60 if needed) + 1-2 day delivery ($21.36) [1].
4. Book Appointment: Use iafdb.travel.state.gov or call facility.
5. Attend Appointment (by appointment only):
   • Present docs.
   • Sign DS-11 in front of agent.
   • Pay fees (exact change/check for State fee).
6. Track Status: Use online tool after 7-10 days: https://passportstatus.state.gov/ [1].
7. Receive Passport: 6-8 weeks routine; 2-3 weeks expedited. Card option cheaper/faster for some countries.

Renewal Checklist (DS-82, mail only):

1. Fill DS-82 online, print single-sided, sign.
2. Include old passport, photo, fees ($130 adult).
3. Mail to: National Passport Processing Center, PO Box 90155, Philadelphia, PA 19190-0155.
4. Expedite: Add $60 fee, use Priority Mail [2].

For urgent (travel <14 days): Life-or-death within 3 days? Call 1-877-487-2778 for appointment at regional agency (e.g., Washington Passport Agency, ~30 min drive) [7]. Expedited isn't "urgent"—it's faster routine service.

Processing Times and Expedited Options

Routine: 6-8 weeks (postmark to receipt). Expedited: 2-3 weeks (+$60). Add 2 weeks mailing. Winter breaks overwhelm systems—don't rely on last-minute even expedited [1]. Track weekly; if delayed, contact via email form.

Virginia seasonal travel spikes (e.g., spring cherry blossoms abroad) strain facilities. Business pros: Routine renewals suffice for planned trips.

Special Cases: Minors, Students, and Urgent Travel

• Minors: DS-11 only, both parents (or one + DS-3053 notarized). Exchange students: School letters help but not substitute.
• Name Changes: Submit marriage/divorce certs.
• Lost Abroad: Contact U.S. embassy.

For Alexandria students: Universities like George Washington (nearby) have advisors; check for group appointments.

Frequently Asked Questions (FAQs)

How far in advance should I apply during peak seasons in Alexandria?
Apply 8-11 weeks before travel. Facilities book out 4+ weeks; routine processing hits 8 weeks [1].

Can I use my expired passport as ID for a new application?
No, only as secondary proof of citizenship. Need current photo ID like VA driver's license [2].

What's the difference between expedited and urgent service?
Expedited ($60) cuts to 2-3 weeks—no appointment needed at facilities. Urgent (travel <14 days) requires proof and regional agency slot [7].

Where do I get a Virginia birth certificate?
Order from Virginia Vital Records: https://www.vdh.virginia.gov/vital-records/. $12 first copy; expedited mail available [4].

Do USPS locations in Alexandria take passport photos?
Yes, Old Town and Landmark do (~$15). Ensure compliance to avoid rejections [5].

Can I renew in person if ineligible for mail?
No—use DS-11 as first-time. Common error for passports >15 years expired [2].

What if my appointment is canceled due to incomplete docs?
Reschedule immediately; no-shows lose slots. Double-check checklist [1].

Is a passport card enough for international travel?
Card valid for land/sea to Canada/Mexico/Bermuda/Caribbean—not air or most countries [1].

Sources

[1]U.S. Department of State - Passports
[2]U.S. Department of State - Renew a Passport
[3]U.S. Department of State - Replace a Lost, Stolen, or Damaged Passport
[4]Virginia Department of Health - Vital Records
[5]U.S. Department of State - Passport Photo Requirements
[6]USPS - Passport Services
[7]U.S. Department of State - Get a Passport Fast
[8]Passport Acceptance Facility Search