Key Errors to Avoid When Renewing Your Passport

The passport has become crucially important in the modern, interconnected world. Travelers from every corner of the globe need to explore the fabulous spread of international destinations available to them. Americans looking to travel abroad typically apply for a passport book with 10 years of validity. Passport validity is shorter for minors. At the end of 2024, nearly 170 million valid U.S. passports were in circulation, including passport books and cards. This pegs the passport-wielding population of the United States at between 45% and 50% of its total citizenry.

Whether seeking to explore historical heavyweights on the African continent, a charming town tucked within Europe’s mountains, or a low-effort visa-free foreign destination, your passport is the key. Ahead of any new travel plans, you’re almost certainly going to dig out your passport to make sure that it is still valid. If the document is nearing its expiration date, sending it in for renewal as quickly as possible is the next step. But the renewal process can be tricky if you aren’t careful. 

Amid the panic of getting a new passport issued ahead of your proposed (or already booked) travel date, it can be easy to make one or more crucial mistakes that leave you in a lurch. Most of these sore spots delay the processing time for your renewal. So, double-checking your documentation before finalizing the application to root out these mistakes is imperative.

Another issue that frequently plagues passport renewal applications is using a photo that doesn’t meet the State Department’s requirements. This critical mistake is so common that it’s actually the number one reason for passport application rejections or delays. The problem is that so many different pieces of guidance come together to form these requirements. For instance, if you wear glasses, you’ll need to take them off. Smiles are also not allowed. If there is a shadow in the image, you’ll need to retake it and don’t even think about tilting your head when the camera shutter comes to life. These and many other tiny details form the basis for what is acceptable and what isn’t in a passport photograph.

Most importantly, many people will be under the impression that when they go to their local CVS, post office, or AAA location to get a few passport headshots taken, the clerk will check the validity of these photos before printing them. Unfortunately, that assumption can cost you dearly when mailing your application. The reality is that you’ll need to verify compliance with this list of regulations yourself. Plenty of times, renewal efforts have been delayed because a photographer didn’t take all these requirements into account — even when you’re paying them for the service. Double-check to be entirely certain that you won’t be forced to start this part of the application again, as doing so will subsequently put a pause on your travel plans.

Plenty of travelers who spend a lot of time on the move will have a passport showing significant battle scars. Wandering around the world with a passport in a pocket or bag can crease or bend pages or even impair the entire book. Similarly, frequently presenting your passport to border security can also wear away the gold emblem on the cover. These wear and tear are normal, but some passports will be damaged far more extensively.

If your passport has been dunked in the ocean, exposed to rainfall for hours, or has significant tears, make an in-person appointment to renew your travel document. The trouble lies in the RFID chip embedded within modern passports. Plenty of nations around the world use this to deliver enhanced biometric data to their passport documents. You’re likely familiar with the logo on your book if you’ve traveled to a country that features automated entry gates for travelers toting along RFID-enabled documents. These are issued in countries like Algeria, Brazil, China, Thailand, and most of Europe. 

Significant damage can limit your ability to renew the passport since “physically altering” the document invalidates it. Instead, an appointment may be necessary to replace the book. This may be a quick process if you’re willing to splurge on urgent service, but it’s certainly not the easiest route to a snappy exchange of an old document for a new one.

Another problem area can be found in the payment method you use when renewing your passport. Many renewals will be done with the inclusion of a personal check. Filling out a check involves a few key details, and when renewing your passport, it’s potentially quite easy to get one or more of these features wrong.

Firstly, it’s crucial to ensure you make the check out to the right recipient. This should be payable to the U.S. Department of State. You’ll also need to ensure you’re sending the correct amount. This is because different services come with different rates, and you can get a passport book, a card, or a combination of the two. With a variety of options on the table, it’s conceivable that someone who isn’t paying careful attention to their application might inadvertently fill out their check for the wrong amount. 

Improperly completing the payment portion of your application can result in significant delays to your passport renewal. It might seem trivial, but the reality is that it’s all too easy to make mistakes in this important part of the application package. Double-checking that you have filled out your check or money order correctly can save you lots of time as you prepare for your next adventure.

Another problem that can arise with your payment regards the application paperwork itself. If your signature has changed quite a bit since your last passport renewal, it may take longer to get the new travel document back. Therefore, the application should be made far in advance of any travel plans you might have. On the other hand, it may be a good idea, no matter what your signature looks like, to review paperwork from when you last renewed your passport. One document will be obvious: the passport itself. 

Attempting to copy your signature might not work out all that well, but making an effort to deliver a signature substantially similar to how you have signed in the past can make a world of difference when getting a new book in the mail. A substantially different signature on the application page can flag your renewal efforts for further investigation. You may ultimately have to wait a considerable time to get a new passport book or perhaps even advocate for yourself if the State Department reaches out for clarification. 

A passport is an incredibly important identity document with critical biometric data embedded within its bindings. As a result, governments around the world take issuing passports to their citizens very seriously. If there is bizarre or fraudulent activity surrounding your renewal, you can expect it to take longer than average.

When mailing in your passport application to renew an existing book, you’ll almost certainly fill out the application document online and then print it out. Because of this two-step process, some people have fallen into a unique mistake that isn’t difficult to make. When printing out your application to mail it in, you’ll notice a signature box featured prominently at the bottom of the form. 

Because you are likely filling out the rest of the paperwork on your computer, you might be tempted to eSign the document on your screen before hitting print. Since the rest of the application can (and should) be done with the help of your computer, it’s easy to think that this part isn’t any different. However, passport applications must be signed with a physical pen in your handwriting. 

The State Department won’t accept an eSigned renewal application; you’ll have to submit a new one if you’ve made this mistake. The result can be a lengthy delay in getting your new passport, a common theme with these frequent hang-ups. If you have made this mistake, you aren’t the first and won’t be the last. However, keep this requirement in mind to avoid delays in getting your documents back.

As mentioned, most modern passport renewals will be done with the help of the State Department’s online portal and an applicant’s computer. This is the easiest and most effective way to complete a passport renewal. However, that doesn’t mean it’s the only option. You can still fill out the form by hand and mail it in. Even so, unless there’s a highly compelling reason to forgo using your computer, opting to handwrite your renewal application is a bad idea.

The trouble is that it’s just too easy to make a mistake when filling out this form by hand. First, you’ll need to use a pen to complete the documentation. This means that any mistakes you make will require you to get a new copy of the form and start over or scribble over the boxes to correct a letter or detail. By contrast, using the website and filling in your forms with a computer allows you to fix mistakes right there before printing. 

The computer-filling format just makes sense. You won’t have to stress about getting every little detail written correctly the first time — and legibly, for that matter. As well, handwritten renewal applications frequently take longer to process because of inconsistency in everyone’s writing style. Even if you’ve completed a clean and legible document, that doesn’t mean that the person reviewing it will necessarily be able to speed through the processing phase.

Many passport renewals also feature some additional hold-ups when it comes to the name appearing on the document. In general, the most efficient way to get your passport back quickly is to apply for a renewal with the same naming convention already in your existing book. For instance, “John Adam Smith” will see a delay in his renewal if he fills out the form as “John A Smith” instead. Similarly, many applicants seek to change their name on this important travel document after getting married or divorced. Depending on how long you’ve used the new name, you may need to use one of a few diverging avenues to get a new passport. 

For starters, it’s likely that you need to apply for a new travel document instead of renewing an existing one. If you change your name within a year of receiving your current passport, you’ll need to use the State Department’s Data Corrections, Name Changes, and Limited Validity Passports Form (DS-5504). This is an application for a new passport rather than a renewal. Those who’ve had their current passport for more than a year when seeking to change their name on the document can use the typical renewal form (DS-82). 

However, it’s not as simple as just writing down a new name. You’ll need to submit court documents, a marriage certificate, or a divorce decree to prove the legality of your new moniker. Without one of these supporting documents, you’ll need to apply for a new book, this time with the DS-11 form (and go in person).

This mistake is potentially easy to fall into. In most cases, you’ll need to fill out the renewal application and then mail in all your documentation. However, the State Department website notes that online renewals can be done without sending in your existing passport book or card. Because you will likely have filled out the form online on the State Department’s website, then saved it as a PDF and printed it out, it might be easy to simply assume that you’ve engaged with the renewal process “online” and therefore don’t need to mail in your book.

However, online renewals are a different creature altogether. When you mail your renewal application to the State Department, you’ll need to include your current travel documents. By forgetting to put your passport book, card, or both into the envelope, you’ll delay the renewal process and add a bit of stress to your life that simply doesn’t need to be there. Fortunately, the instruction page that comes with your completed renewal form is clear on this and other requirements. Therefore, no matter what instructions you’ve read prior to filling out the form, you should take a minute to refresh yourself with the instruction page that prints alongside the specific form you’ve filled out to renew your passport.

Finally, a mistake that’s all too common and can affect anyone rounds out this list. Details like your name and date of birth are so intensely ingrained into your knowledge base that it can be easy to sort of fall asleep at the wheel when writing or typing these pieces of information. The reality is that it’s incredibly easy to mistakenly hit your keyboard and ultimately submit an application that isn’t typed out correctly. Typos in your application will naturally slow the process down significantly. 

As you know, missing details like your existing passport book or proof of a name change will put a pause on things while additional information is sought. In the same vein, mistakes on the application itself must be rectified before a new passport document can be created and delivered. The reality is that missing a letter or accidentally adding one or more random keystrokes into your application will delay the process, potentially with significant effect.