All you need to know about getting an in-person passport

After spending the last 12 years traveling the US with our children, I decided that at 12 and 9, my boys were ready for international travel. Our friends have been living in Malaysia for a few years and are rounding out their time in Kuala Lumpur. Since moving abroad, they’ve extended yearly invitations for us to visit. Each year, we’d discuss extensively and come to the same conclusion - it was just a bit out of reach with two young boys. The 22 hour flight for 7 days of travel seemed impossible. However with a recent trip to Hawaii under our belts - an 8 hour flight for us - we decided to take them up on their offer and take our first long haul flight for an experience of a lifetime.

With tickets booked, we were ready for step 2 - passport updates. Both boys’ passports had recently expired so I had some work to do, and fast, if I wanted to get ahead of the spring break rush. Since we were already cutting it too close for comfort, I opted not to update mine as it was valid for almost 6 more months. I expedited the re-application of both of the boys’ passports and surprisingly, got them back within 3 weeks. We were all set and heading to Asia for our inaugural International vacation! (TIP - pay for overnight shipping there and back to save a week of mail time if you’re pressed for time). I began researching and planning all of the amazing things we were going to see and do and stumbled upon a tiny overlooked detail - a passport that is expiring in six months is not valid for travel to Malaysia. I had no idea that each country has its own requirements regarding passport validity. (check a country's passport requirements here) We were heading there in three weeks and my passport was invalid! It was way too late to expedite. I was left with two options. Either find a new destination or try to get an in-person appointment. Living in SW Michigan, the nearest passport office to us is in Chicago, which is a regular destination for us so I decided to give it a whirl.

I called the appointment line and was told I couldn't make an appointment until 14 days before travel, appointments were not guaranteed and they had no idea if I would leave the appointment with passport in hand as each office operates differently. Not very reassuring. I was almost convinced to scrap the whole trip and find another spring break destination. I thanked the very nice man who helped me and put a reminder in my phone to call exactly two weeks before travel. That morning, at 8 am, I called to make my appointment. Likely due to spring break travel, their phones could not support the call volume and the lines were shut down. After my 64th attempt I got through and was able to make an appointment ONE DAY before we were supposed to leave at the Chicago office or TWO DAYS before we were supposed to leave at the Buffalo office. I took the Chicago appointment and stressed about it the entire day. After a solid night of anxiety, I called again the next day to see if there might be an earlier appointment. Luckily I was able to get an appointment a week before departure. Tragedy averted.

If you don't get an appointment date or location that works for you on the first attempt, take it but keep calling back to get a better one.

If you are late to the party on passport renewal like me or have a lost/slow application that requires you to make an in-person appointment, here’s what you need to know:

1. Call no earlier than 14 days prior to travel date. 1-877-487-2778.They will not let you schedule an appointment before that.

2. Take the best appointment possible but call back until you get a better time/date/location. Note: The agents have no idea which agency locations will be able to print a passport. For reference Chicago does have the ability to print. I have not been able to determine which other agency locations print same day. (If you know, let us know!)

3. Show up early. Your appointment time is not a one on one appointment. It is a time slot shared with 149 other people. To avoid standing in long lines, you will want to show up as early as possible so that you can get through the lines and take a seat. If you show up at your appointment time, you may be standing for most of the day.

4. You’re going to be there all day. They will take your documents in the morning, process them and distribute passports late afternoon.

5. Have your email confirmation handy. You will need to show proof of appointment to get inside the building. I showed up 30 minutes early and found a line outside the door. A security guard will ask to see the email confirmation.

6. When you make the appointment, they will give you a 6 letter code and ask you to make a PIN. No one asked me for either of those but everyone asked me for the last 4 digits of my confirmation number - again, have that email handy and keep all confirmation numbers and PINs just in case.

7. Lines. Lines. And more Lines. Be prepared to stand in lines. You will wait in line to get into the building. You will wait in line for security checks. You will wait in line to verify documentation and pay. You will wait in line to drop off the application. You will wait in line to check your passport status.

8. ****MUST READ**** A lot of people were unable to provide documentation (birth certificates, etc.) because they had already mailed it in with passport applications. If you have already sent in your application, bring backup copies of everything you submitted. You will be asked to resubmit the documents.

Amazingly, and seemingly against all odds, it worked out and I left with my passport in hand and a week to spare. 0/10 recommend doing it this way.

Though if I would have known all of the above prior to arrival, I'd give it a solid 3/10 🙂

Adventure on, friends.

In person passport renewal information U.S. Department of State

When to call to make an appointment

1-877-487-2778.