Folding Passport Application For Mailing Rules

Mailing a U.S. passport application is a convenient option for renewals or corrections, but it comes with specific guidelines to ensure your documents arrive safely and are processed without delays. One critical aspect is how to prepare and package your application, including whether folding the application is allowed. The U.S. Department of State has clear rules to protect sensitive documents like passports and citizenship records during mailing. This comprehensive guide explains the rules for folding and mailing a passport application, covering forms, envelopes, and best practices to help you navigate the process smoothly.

Folding Passport Application For Mailing Rules

When mailing a U.S. passport application, whether for a renewal, correction, or name change, the U.S. Department of State emphasizes proper packaging to prevent damage to documents and ensure efficient processing. Folding the application form or supporting documents is generally discouraged, as it can lead to issues during processing or damage to critical items like your current passport or birth certificate. Below is a detailed breakdown of the rules for folding and mailing passport applications, including acceptable practices, required materials, and steps to avoid common pitfalls.

Overview of Mailing a U.S. Passport Application

Mailing is an option for specific passport services, primarily for U.S. citizens who meet certain criteria. The U.S. Department of State processes mailed applications at designated facilities, such as the National Passport Processing Center. Understanding which applications can be mailed and how to prepare them is key:

• Eligible Applications for Mailing:
  • Adult Renewals: Using Form DS-82, for passports issued after age 16, within the last 15 years, and in good condition.
  • Corrections: Using Form DS-5504, for errors in a passport issued within the last year (e.g., incorrect name or birth date).
  • Name Changes: Using Form DS-5504 (within one year of issuance) or Form DS-82 (after one year), with legal documentation like a marriage certificate or court order.
• In-Person Applications:
  • First-time applicants, minors under 16, or those with lost, stolen, or damaged passports must apply in person using Form DS-11 at a passport acceptance facility (e.g., post office, courthouse) or regional passport agency.
• Mailing Restrictions:
  • Original documents (e.g., birth certificates, naturalization certificates) must be mailed with renewals or corrections but returned after processing.
  • Mailed applications cannot be processed for urgent travel (within 14 days); these require in-person appointments at a regional agency.

Key Notes:

• The U.S. Department of State advises against folding critical documents to prevent damage or processing errors.
• Proper mailing ensures your application reaches the correct facility and is processed within the standard timeline (6–8 weeks for routine, 2–3 weeks for expedited).

Rules for Folding Passport Application Forms

The U.S. Department of State provides specific guidance on handling passport application forms and supporting documents when mailing. Folding can affect the legibility of forms or damage sensitive items, so adherence to these rules is crucial:

• Passport Application Forms (DS-82, DS-5504):
  • Do Not Fold the Form: The U.S. Department of State recommends submitting forms unfolded to ensure barcodes, text, and signatures remain intact and scannable.
  • If folding is unavoidable due to envelope size, fold minimally (e.g., once or twice) along natural creases, avoiding barcodes or printed areas.
  • Use a large, flat envelope (e.g., 9×12 inches or legal-size) to avoid folding altogether.
• Supporting Documents:
  • Birth Certificates: Original or certified copies must be mailed with Form DS-82 or DS-5504. Do not fold, as creases can damage the document or make it illegible. Use a flat, rigid envelope or include a protective backing (e.g., cardboard).
  • Marriage Certificates or Court Orders: For name changes, submit original or certified copies unfolded to preserve seals or signatures.
  • Naturalization Certificates: These are highly sensitive and must be mailed flat to avoid damage. Folding can lead to rejection or delays.
• Current Passport:
  • For renewals or corrections, include your current passport, which must remain undamaged. Do not fold or bend it; place it flat in the envelope.
• Passport Photos:
  • Submit one 2×2-inch color photo with Form DS-82 or DS-5504. Do not fold or staple the photo; attach it with a paperclip or place it in a small plastic bag to prevent damage.
• Payment:
  • Include a check or money order payable to “U.S. Department of State” for the passport fee (e.g., USD 130 for an adult passport book renewal). Do not fold the check tightly; place it flat in the envelope.

Key Notes:

• Folding can cause processing delays if documents become illegible or damaged. Use an appropriately sized envelope to keep all items flat.
• The U.S. Department of State may reject applications with folded or damaged documents, requiring resubmission.

Choosing the Right Envelope for Mailing

Selecting the correct envelope is critical to comply with folding rules and protect your application. The U.S. Department of State provides clear guidelines:

• Envelope Size:
  • Use a large, flat envelope (e.g., 9×12 inches or legal-size) to accommodate unfolded forms and documents.
  • Avoid small envelopes (e.g., standard letter-size) that require folding.
• Envelope Type:
  • Choose a padded or rigid envelope (e.g., Tyvek or cardboard-backed) to protect sensitive items like your passport or birth certificate.
  • Do not use envelopes with windows, as they may expose personal information.
• Sealing:
  • Securely seal the envelope with strong adhesive or tape to prevent items from falling out during transit.
• Labeling:
  • Write the correct mailing address clearly (see below for addresses).
  • Include your return address in case the package is undeliverable.

Key Notes:

• A flat, padded envelope ensures documents remain unfolded and protected, reducing the risk of damage or rejection.
• Avoid using paper clips or staples inside the envelope, as they can damage documents during processing.

Mailing Addresses for Passport Applications

The U.S. Department of State provides specific mailing addresses based on the type of service (routine or expedited) and your location. Use the correct address to avoid delays:

• Routine Service (6–8 Weeks):
  • National Passport Processing Center P.O. Box 90155 Philadelphia, PA 19190-0155
• Expedited Service (2–3 Weeks, Additional USD 60 Fee):
  • National Passport Processing Center P.O. Box 90955 Philadelphia, PA 19190-0955
  • Write “EXPEDITED” in bold letters on the outside of the envelope.
• Special Notes:
  • For applications requiring overnight delivery (e.g., expedited service), use the street address provided on www.travel.state.gov (e.g., 44132 Mercure Circle, Sterling, VA, for certain facilities).
  • If mailing from outside the U.S., contact the nearest U.S. Embassy or Consulate for instructions, as P.O. Box addresses may not accept international mail.

Key Notes:

• Verify the address on www.travel.state.gov before mailing, as processing centers may change.
• Incorrect addresses can delay processing or result in lost applications.

Mailing Methods and Tracking

The U.S. Department of State recommends secure mailing methods to protect your sensitive documents:

• Preferred Carriers:
  • Use U.S. Postal Service (USPS) Priority Mail or Priority Mail Express for reliable delivery and tracking.
  • For expedited service, consider overnight delivery to ensure timely receipt.
• Tracking:
  • Include a tracking number to monitor your package’s delivery status. USPS provides tracking with Priority Mail and Express services.
  • Save the tracking number to confirm receipt by the processing center.
• Return Delivery:
  • Your new passport and original documents (e.g., birth certificate) will be returned in separate mailings. The passport is sent via USPS First-Class Mail (routine) or Priority Mail (expedited).
  • Add 1–2 Day Return Postage (USD 21.36 as of 2025) for faster return delivery of your new passport.
• International Mailing:
  • U.S. citizens abroad should use a courier service (e.g., FedEx, DHL) approved by the U.S. Embassy or Consulate, as USPS may not be available.

Key Notes:

• Tracking provides peace of mind and proof of delivery, especially for valuable documents like passports.
• Do not use non-traceable methods (e.g., standard mail) to avoid loss.

Fees for Mailed Passport Applications

Fees vary based on the type of passport and service requested. Payments must be included with the mailed application:

• Adult Passport Book:
  • Renewal (Form DS-82): USD 130.
  • Correction (Form DS-5504, within one year): No fee unless expedited.
• Adult Passport Card:
  • Renewal: USD 30.
  • Correction: No fee unless expedited.
• Expedited Service:
  • Additional USD 60 per application for 2–3 week processing.
• 1–2 Day Return Postage:
  • USD 21.36 (optional, recommended for faster return).
• Payment Method:
  • Check or money order payable to “U.S. Department of State.”
  • Include your full name and date of birth on the check/money order.
  • Cash, credit cards, or foreign checks are not accepted.

Key Notes:

• Fees are non-refundable, even if the application is denied.
• Verify current fees on www.travel.state.gov, as they may change annually.

Documents to Include in the Mailed Application

A complete mailed application includes the following, all kept unfolded:

• Application Form:
  • Form DS-82 (renewal) or DS-5504 (correction/name change within one year), completed and signed.
• Current Passport:
  • Include your most recent passport (undamaged for renewals).
• Supporting Documents:
  • Birth certificate, marriage certificate, or court order (original or certified copies) for corrections or name changes.
• Passport Photo:
  • One 2×2-inch color photo, taken within six months, meeting U.S. passport requirements (white background, no glasses).
• Payment:
  • Check or money order for the appropriate fee.
• Optional:
  • Prepaid return envelope with tracking for faster return delivery.

Key Notes:

• Do not sign Form DS-82 or DS-5504 until instructed (for in-person applications); mailed forms are signed by the applicant.
• Missing or folded documents may lead to delays or rejection.

Common Mistakes to Avoid

To ensure your mailed application is processed smoothly, avoid these errors:

• Folding Documents: Submitting folded forms, passports, or certificates can damage them or cause processing issues. Use a flat envelope.
• Incorrect Envelope: Using a small or non-padded envelope increases the risk of damage or folding.
• Missing Documents: Omitting the passport, photo, or supporting documents will result in rejection.
• Wrong Payment: Sending cash or an incorrect amount delays processing. Use a check or money order.
• Non-Traceable Mailing: Avoid standard mail without tracking, as lost applications require resubmission.
• Incorrect Address: Mailing to the wrong processing center can cause significant delays.

Processing Times for Mailed Applications

• Routine Service: 6–8 weeks from receipt at the processing center.
• Expedited Service: 2–3 weeks, with an additional USD 60 fee.
• Tracking:
  • Check application status on www.travel.state.gov using your last name, date of birth, and the last four digits of your Social Security number, typically available within 5–7 days of receipt.
• Urgent Travel:
  • For travel within 14 days, contact the National Passport Information Center at 1-877-487-2778 for an in-person appointment at a regional agency. Mailed applications cannot be expedited for same-day service.

Tips for Mailing a Passport Application

• Use a Large, Padded Envelope: A 9×12-inch rigid envelope keeps documents flat and protected.
• Include Tracking: Choose USPS Priority Mail or Express for peace of mind and delivery confirmation.
• Double-Check Documents: Ensure all forms, photos, and payments are included and correct.
• Keep Copies: Make photocopies of your application, passport, and supporting documents in case of loss.
• Mail Early: Submit your application 2–3 months before travel to account for processing times and potential delays.
• Verify Addresses: Confirm the mailing address on www.travel.state.gov for your service type (routine or expedited).
• Contact NPIC for Issues: Call 1-877-487-2778 for questions about mailing or application status.

Summary Table: Folding Passport Application For Mailing Rules

Aspect	Details
Folding Rules	Do not fold forms (DS-82, DS-5504), passports, or supporting documents (e.g., birth certificate). Use a flat envelope.
Envelope Type	Large (9×12 inches), padded or rigid, securely sealed, no windows.
Mailing Addresses	Routine: P.O. Box 90155, Philadelphia, PA 19190-0155; Expedited: P.O. Box 90955, Philadelphia, PA 19190-0955.
Mailing Method	USPS Priority Mail or Express with tracking; overnight for expedited.
Fees	Adult passport book: USD 130; Passport card: USD 30; Expedited: +USD 60; Return postage: USD 21.36.
Documents	Form DS-82/DS-5504, current passport, supporting documents, one 2×2-inch photo, check/money order.
Processing Time	6–8 weeks (routine); 2–3 weeks (expedited).
Contact	National Passport Information Center: 1-877-487-2778; www.travel.state.gov.

FAQ: Common Questions About Folding Passport Application For Mailing Rules

Can I fold my passport application form when mailing it?
The U.S. Department of State advises not to fold passport application forms (e.g., DS-82, DS-5504) to ensure legibility and scannability. Use a large, flat envelope (9×12 inches) to keep forms unfolded. If folding is unavoidable, fold minimally, avoiding barcodes or text.

What type of envelope should I use to mail my passport application?
Use a large, padded or rigid envelope (e.g., 9×12 inches or legal-size) to protect documents and keep them unfolded. Avoid small envelopes or those with windows. Securely seal the envelope and include tracking via USPS Priority Mail or Express.

What happens if I mail a folded birth certificate with my passport application?
A folded birth certificate may be damaged or deemed illegible, leading to processing delays or rejection. The U.S. Department of State requires original or certified documents to be mailed flat in a rigid envelope to prevent creases or tears.

Conclusion

Mailing a U.S. passport application requires careful attention to the rules for folding and packaging to ensure your documents arrive safely and are processed efficiently. The U.S. Department of State advises against folding application forms, passports, or supporting documents like birth certificates, recommending a large, padded envelope (9×12 inches) to keep items flat. By using USPS Priority Mail or Express with tracking, including all required documents, and verifying the correct mailing address, you can avoid delays and protect sensitive materials. Apply early, double-check your package, and consult www.travel.state.gov for the latest guidelines to ensure a seamless passport renewal or correction process.