That sinking feeling in your stomach doesn’t have to ruin your trip.
Realizing your passport is expired or missing just weeks before an international trip is a uniquely stressful experience. The standard passport processing times can stretch for months, which feels like an eternity when your flight is just around the corner. Fortunately, the U.S. Department of State has a system for these exact emergencies, but navigating it requires precision and speed.
This isn’t a process you can afford to get wrong. Following these steps carefully can mean the difference between canceling your trip and making it to the gate on time.
1. You must first confirm you qualify for urgent service.
Before you do anything else, you need to determine if you are eligible for an in-person, last-minute appointment at a Passport Agency. You can’t use this service just for peace of mind; you must have a qualifying reason. The first, and most common, is having confirmed international travel booked within 14 calendar days. You will need to show proof of your itinerary during the process.
The second qualifying reason is a life-or-death emergency that requires you to travel internationally within three business days, as reported by the US Department of State. This typically involves a serious illness, injury, or death of an immediate family member abroad and requires extensive documentation like a death certificate or a letter from a hospital. Proving your urgency is the critical first hurdle.
2. You need to gather all your documents perfectly the first time.
There is absolutely no room for error when you are on a tight deadline, so you must prepare all your paperwork immediately. You will need a completed, but unsigned, passport application Form DS-11. You also need proof of U.S. citizenship, which is typically an original or certified copy of your birth certificate or a previously issued passport. Don’t forget a valid, government-issued photo ID like a driver’s license.
Finally, get a compliant passport photo. Do not try to take this yourself. Go to a pharmacy or a shipping center that offers passport photo services to ensure it meets the strict government requirements for size, background, and expression, according to Rustic Pathways. Having all these documents ready to go is essential before you even think about getting an appointment.
3. The next step is to call for an appointment.
You cannot just walk into a Passport Agency; you must have an appointment, and these are extremely difficult to get. To try and secure one, you must call the National Passport Information Center. Appointments can only be scheduled if your international travel is within 14 calendar days. The appointment itself will likely be scheduled for a day that is within five business days of your departure date.
Be prepared to be persistent and flexible. Appointments are very limited, and you may be told there are none available at the agency closest to you, as mentioned in The New York Times. You might have to travel to an agency in a different city or even a different state to find an available slot, which can add significant cost and stress to the process.
4. You must prepare for the appointment and the high fees.
Once you have secured a coveted appointment, you need to show up completely prepared. Bring all the documents you gathered: your unsigned DS-11 form, proof of citizenship, photo ID, and passport photo. Critically, you must also bring printed proof of your imminent international travel, such as a flight itinerary or ticket confirmation. You will also need a form of payment.
Last-minute passports are not cheap. You will have to pay the standard application fee plus a mandatory $60 expedited service fee. You may also want to pay for 1-2 day delivery to get the passport back even faster. Be ready to pay a significant amount on the day of your appointment.
5. Consider a registered passport courier as a backup plan.
If you are unable to secure an appointment directly with a Passport Agency, your other main option is to use a third-party courier service. These are private companies that are registered with the Department of State and are authorized to submit expedited passport applications on behalf of customers. They essentially wait in line for you, using their established relationships to navigate the system.
This convenience comes at a very high price. In addition to paying all the standard government passport fees, you will also pay a hefty service fee to the courier company, which can range from a few hundred to over a thousand dollars depending on the speed required. This is a costly but often effective last resort for desperate travelers.