Ashland VA Passport Guide: First-Time, Renewals, Minors, Facilities

Guide to Obtaining a Passport in Ashland, VA

Ashland, Virginia, located in Hanover County just north of Richmond, sees a steady stream of passport applications due to its proximity to major airports like Richmond International (RIC) and Dulles (IAD), as well as frequent international business travel from the region's corporate hubs. Residents, including students at Randolph-Macon College and participants in exchange programs, often apply for passports for study abroad or tourism. Seasonal spikes occur during spring and summer breaks, as well as winter holidays, when families head to Europe, the Caribbean, or Latin America. Last-minute business trips or family emergencies can create urgent needs, but high demand at local facilities often leads to limited appointments.[1]

This guide provides straightforward steps tailored to Ashland-area applicants, drawing from official U.S. Department of State guidelines. Whether you're applying for the first time, renewing, or replacing a lost passport, understanding your options upfront avoids delays. Always verify current requirements, as rules can change, and book appointments early—especially during peak seasons like March-May and December, when processing backlogs grow.[2]

Determine Which Passport Service You Need

Choosing the correct service prevents form errors and wasted trips. Here's how to decide:

First-Time Passport

If you've never had a U.S. passport or your previous one was issued before age 16 (even if it's expired), you must apply in person using Form DS-11—do not mail it or renew with DS-82, as that's a common mistake leading to rejection and delays. This applies to many in Ashland, like new residents relocating from out of state, recently naturalized immigrants, or first-time travelers such as local high school or Randolph-Macon College students heading abroad for study or exchange programs.[3]

Key steps for success:

• Download Form DS-11 from travel.state.gov (print single-sided on standard paper; do not sign until in front of an acceptance agent).
• Gather original proof of U.S. citizenship (e.g., certified birth certificate, naturalization certificate, or Consular Report of Birth Abroad—photocopies alone won't work), valid photo ID (e.g., driver's license; bring two if possible), and a recent 2x2-inch passport photo (get it from pharmacies or photo shops; avoid selfies or outdated ones).
• Pay fees separately (check/money order for application fee; cash/card for execution fee).

Decision guidance: Use DS-11 if it's truly your first passport or the child passport rule applies—otherwise, check DS-82 eligibility for renewals to save time. Plan 6-8 weeks for processing (expedite for 2-3 weeks if needed, like for summer travel). Common pitfalls: Forgetting originals (always bring extras), poor photos (wrong size/background), or signing early—double-check everything to avoid reapplying.

Renewal

You may renew by mail using Form DS-82 if:

• Your passport was issued within the last 15 years.
• It was issued when you were age 16 or older.
• It's undamaged and in your possession.

Virginia's business travelers and frequent tourists often qualify, but check eligibility carefully—using the wrong form requires restarting.[4] About 80% of adult applications are renewals, but confusion here causes many rejections.

Replacement for Lost, Stolen, or Damaged Passport

Step 1: Report the Incident Immediately
Start with Form DS-64 (free to submit online, by mail, or fax via travel.state.gov). This officially notifies the U.S. Department of State of the loss, theft, or damage—do not skip it, as it's required for any replacement and invalidates the old passport to prevent misuse.
Common mistake: Delaying the report, which can complicate travel plans or lead to identity theft issues. File within 1-2 days if possible, especially if stolen (include a copy of any police report for stronger protection).
Ashland tip: With the area's transient student population (e.g., during semester moves or summer breaks), losses spike—secure your passport in a locked drawer or hotel safe before packing.

Step 2: Decide on Replacement Form
Pair DS-64 with a reissue application:

• DS-82 (by mail, lower fee ~$130): Eligible if your passport was issued when you were 16+, is undamaged, expired <5 years ago, and you've never reported it lost/stolen before. Check eligibility quiz at travel.state.gov.
  **Decision guidance:** Ideal for Ashland residents with stable addresses and no urgent travel—saves time and a trip.
  **Common mistake:** Using DS-82 if ineligible (e.g., passport >15 years old or damaged), causing rejection and delays.
• DS-11 (in person, higher fee ~$165 + $35 execution fee): Required if ineligible for DS-82, passport is damaged, or you need it urgently (expedite for 2-3 weeks). Bring original docs like birth certificate.
  Decision guidance: Choose this for students with imminent travel (e.g., study abroad) or if DS-82 doesn't apply—plan for 6-8 weeks standard processing.

Pro tip: Track fees/processing at travel.state.gov; add $60 for 1-2 week expedited service if needed. Always photocopy your passport before travel to speed recovery.

Passport for a Minor (Under Age 16)

Minors under 16 must apply in person using Form DS-11 (available online or at acceptance facilities)—no renewals allowed. Both parents/legal guardians must appear with the child, or one must submit a notarized Form DS-3053 (Statement of Consent) from the other, plus a copy of their ID. This covers typical Ashland-area family trips, like spring break to Mexico or cruises from nearby ports, but incomplete docs delay 20-30% of child apps—plan 10-13 weeks ahead for routine service.[3]

Practical Steps & Checklist:

1. Evidence of U.S. citizenship: Child's original/certified birth certificate (Virginia-issued OK if long-form shows parents).
2. Parental relationship proof: Same birth cert or adoption decree.
3. Parent/guardian IDs: Valid driver's license, passport, etc. (photocopy for consent form).
4. Photos: Two identical 2x2" color photos of child (white background, no glasses/selfies—many pharmacies print these).
5. Fees: Checkbook/money order for exact amount (varies by book/card, expedited extra).

Common Mistakes to Avoid:

• Submitting photocopies of birth certificates (must be original/certified).
• Notarizing DS-3053 with the wrong notary (traveling parent can't sign/notarize it) or forgetting ID copy attachment.
• Assuming stepparents/relatives can consent without court docs (legal guardian status required).
• Overlooking name change proofs if child/parents' names differ from docs.

Decision Guidance: Both parents present? Simplest path. One absent? Prioritize DS-3053 notarization early (any notary except family). Frequent travel or urgency? Add expedited ($60+) and 1-2 day delivery ($21.36). Skip if just Canada by land/air (other docs suffice), but passport best for flexibility from Richmond International. Start online at travel.state.gov for forms/guides.

Additional Passports

For frequent travelers (e.g., multiple business trips to Asia), request a second passport book using DS-82 if eligible.[6]

Use the State Department's online wizard to confirm: https://pptform.state.gov/. Missteps here lead to incomplete apps at local post offices.

Passport Acceptance Facilities Near Ashland

Ashland lacks a passport agency (nearest in Richmond or Washington, DC, for urgent cases), so most applicants visit acceptance facilities. These include post offices, county clerks, and libraries, where agents witness your signature and seal forms. High demand means booking 4-6 weeks ahead via the facility's website or phone—slots fill fast in summer.[7]

Key options in/near Ashland (Hanover County):

• Ashland Post Office: 110 Thompson Street, Ashland, VA 23005. Phone: (804) 798-5023. Offers photos on-site; popular for walk-ins but appointments required.[8]
• Hanover Post Office: 13281 Hanover Courthouse Rd, Hanover, VA 23069. Serves rural areas; check USPS site for hours.[8]
• Hanover County Clerk of Circuit Court: 13265 Hanover Courthouse Rd, Hanover, VA 23069. Handles circuits but confirm passport services.[9]

Search all facilities at https://iafdb.travel.state.gov/ (enter ZIP 23005). Prioritize USPS locations for extended hours and photo services. During peaks, drive to Richmond facilities like the Main Post Office if Ashland slots are gone.

For urgent travel (within 14 days), acceptance facilities can't expedite—you'll need a regional agency after submitting DS-11.[10]

Required Documents and Forms

Gather originals—photocopies won't suffice. Virginia birth certificates are key; order from the Virginia Department of Health if needed (allow 2-4 weeks).[11]

Adults (First-Time/Child of Yours):

• Completed DS-11 (unsigned until in person).[3]
• Proof of U.S. citizenship: Certified birth certificate, naturalization cert, or prior passport.
• Proof of ID: Driver's license, military ID (VA DL works).
• Passport photo.
• Fees: $130 application + $35 execution (cash/check/credit varies by facility).[12]

Renewal by Mail:

• DS-82.
• Current passport.
• Photo.
• Fees: $130 (check/money order).[4]

Minors:

• Both parents' IDs/presence.
• Parental consent if one absent (Form DS-3053, notarized).[3]
• Fees: $100 application + $35 execution.

Name changes? Provide legal proof like marriage cert.[13] Vital records office: https://www.vdh.virginia.gov/vital-records/.

Passport Photos: Avoid Common Rejections

Photos cause 25% of rejections in Virginia due to shadows from home printers, glare on glasses, or wrong size (2x2 inches, head 1-1 3/8 inches).[14] Ashland Post Office offers compliant photos for $15-20.

Specs:[14]

• Color photo on photo paper.
• White/cream background.
• Neutral expression, eyes open.
• No uniforms, hats (unless religious/medical).
• Taken within 6 months.

Checklist for Photos:

1. Measure head size.
2. Ensure even lighting (natural light best).
3. Remove glare from glasses or wear none.
4. Print matte, not glossy.
5. Verify with State Dept tool: https://travel.state.gov/content/travel/en/passports/how-apply/photos/photo-composition-template.html.

Walgreens/CVS in Ashland (e.g., 253-257 N Washington Hwy) provide service; confirm passport specs.

Step-by-Step Application Checklist

Follow this for in-person apps (first-time/minor/replacement if not mail-eligible):

1. Confirm eligibility: Use wizard at https://pptform.state.gov/. Gather docs 4-6 weeks early.[1]
2. Fill forms: Download/print DS-11/DS-64. Do not sign DS-11.[3]
3. Get photo: Compliant 2x2; one per app.[14]
4. Book appointment: Call/email facility (e.g., Ashland PO). Arrive 15 min early.[7]
5. Pay fees: Two checks/money orders—one to "U.S. Department of State" ($130/$100), one to facility ($35). Execution fee varies.[12]
6. Submit in person: Present originals; agent seals envelope. Get receipt.
7. Track status: Online at https://passportstatus.state.gov/ (7-10 days post-mailing).[15]
8. Plan for mail: Facilities send to State Dept; delivery 6-8 weeks routine.[2]

Renewal Checklist (Mail):

1. Verify eligibility (DS-82).[4]
2. Complete form; include old passport.
3. Attach photo, fees ($130 check to State Dept).
4. Mail to: National Passport Processing Center, PO Box 90155, Philadelphia, PA 19190-0155.[4]
5. Track as above.

Expedited and Urgent Services

Standard processing: 6-8 weeks (do not count mailing).[2] Expedite for 2-3 weeks (+$60 fee, marked on form).[10]

Urgent (Travel in 14 Days):

• Routine/expedite ineligible at facilities.
• Submit DS-11 at facility first, then visit Richmond Passport Agency (919 E Main St, by appointment only: 1-877-487-2778).[16]
• Prove imminent travel (flight itinerary).
• Life-or-death emergencies: Call 1-888-874-7793.[17]

Confusion abounds: Expedited ≠ urgent. Peak seasons stretch even expedited to 4+ weeks—apply 3 months ahead for international trips.[2]

Processing Times and Local Tips

No guarantees on times; State Dept warns of delays during high-volume periods like Virginia's summer travel surge.[2] Ashland's facilities process hundreds monthly, but appointments book 30 days out.

Tips:

• Apply off-peak (fall).
• Use mail renewal if possible.
• For students/exchanges: Coordinate with college intl office.
• Lost abroad? Contact U.S. Embassy.[18]

Common Challenges in Ashland Area

• Limited Slots: Spring/summer fills fast; check daily.
• Photo Rejects: Shadows from VA humidity/sun common—use pros.
• Docs for Minors: Missing consent notarization delays families.
• Renewal Mix-Ups: Old passports (>15 years) need DS-11.
• Last-Minute: No walk-ins; plan ahead for business urgency.

Double-check via State Dept site before visiting.

Passport Facilities and Nearby Locations in and Around Ashland

Passport acceptance facilities are designated locations authorized by the U.S. Department of State to witness and submit passport applications for first-time applicants, renewals, and certain replacements. These facilities do not issue passports on-site; instead, they review your documents, administer oaths, and forward your application to a regional passport agency for processing, which typically takes 6-8 weeks for routine service or 2-3 weeks for expedited service.

Common acceptance facilities include post offices, public libraries, county clerk offices, and municipal buildings. In and around Ashland, you can find such facilities in the city itself as well as nearby towns and rural areas. Larger post offices and central libraries often handle higher volumes, while smaller branches or county offices may offer more personalized service. Always verify current participation and requirements through official channels before visiting, as designations can change.

When visiting, prepare by completing Form DS-11 (for new passports) or DS-82 (for renewals) in advance, bringing two passport photos meeting State Department specifications, proof of U.S. citizenship (like a birth certificate), valid photo ID, and payment (check, money order, or credit card where accepted—fees include an application fee payable to the State Department and an execution fee to the facility). Expect a short interview to confirm identity and eligibility. Walk-ins are common, but appointments reduce wait times. Facilities provide basic guidance but cannot offer legal advice or expedite processing beyond standard options.

Typical Busy Times and Planning Tips

Acceptance facilities tend to see heavier traffic during peak travel seasons like summer and holidays, when demand surges. Mondays often start with backlogs from weekend submissions, and mid-day hours (around 11 a.m. to 2 p.m.) can be crowded due to lunch breaks and shift changes. To plan effectively, aim for early mornings or late afternoons on weekdays, avoiding seasonal peaks if possible. Check for appointment availability online or by phone in advance, and have all documents organized to streamline your visit. Flexibility with nearby locations can help if one is busier than expected—rural spots may offer shorter lines outside urban cores. Patience is key, as lines can vary unpredictably.

Frequently Asked Questions (FAQs)

Can I get a passport same-day in Ashland?
No. Nearest agency in Richmond requires appt and proof of 14-day travel. Routine is 6-8 weeks.[10]

Where do I get a birth certificate in Virginia?
Order online/mail from VA Dept of Health Vital Records (https://www.vdh.virginia.gov/vital-records/). Allow 2-4 weeks; expedited available.[11]

Do I need an appointment at Ashland Post Office?
Yes, for passports. Call (804) 798-5023; some walk-ins for other services.[8]

What's the difference between expedited and urgent service?
Expedited: +$60, 2-3 weeks anywhere. Urgent: Agency only, within 14 days with itinerary.[10]

Can my child renew by mail?
No, minors always in person with parents.[3]

How do I track my application?
Enter receipt number at https://passportstatus.state.gov/ after 7-10 days.[15]

What if my name changed since my last passport?
Provide court order/marriage cert with app.[13]

Sources

[1]U.S. Department of State - Need a Passport
[2]U.S. Department of State - Passport Processing Times
[3]U.S. Department of State - Apply in Person (DS-11)
[4]U.S. Department of State - Renew by Mail (DS-82)
[5]U.S. Department of State - Report Lost/Stolen (DS-64)
[6]U.S. Department of State - Multiple Passports
[7]U.S. Department of State - Passport Acceptance Facility Search
[8]USPS - Passport Services
[9]Hanover County - Clerk of Circuit Court
[10]U.S. Department of State - Expedited Service
[11]Virginia Department of Health - Vital Records
[12]U.S. Department of State - Passport Fees
[13]U.S. Department of State - Name Changes
[14]U.S. Department of State - Passport Photo Requirements
[15]U.S. Department of State - Check Application Status
[16]U.S. Department of State - Richmond Passport Agency
[17]U.S. Department of State - Life-or-Death Emergencies
[18]U.S. Department of State - Lost Passport Abroad

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