With summer vacation season in full swing, many are reaching for their passports.
But passports expire and can take a while to receive if you need a new one, so if your next trip is timed for the end-of-the-year holidays, it’s never too early to get your application underway.
Here’s what to know about getting a new passport:
When should I apply for a passport?
In 2024, the U.S. Department of State issued 24.5 million passports, the highest amount ever recorded. To accommodate the increased volume, the government has been working to streamline the process.
After the coronavirus pandemic caused wait times to stretch as long as 18 weeks, the State Department estimates processing has returned to normal and will now take four to six weeks for routine processing and two to three weeks for expedited. Mailing times are not included in the estimates.
The office of U.S. Rep. Morgan McGarvey told The Courier Journal that the frequency of passport cases brought to the attention of the representative has declined in recent years. In 2023, McGarvey’s office addressed a total of 327 cases where someone had a problem with the process, whereas they handled only 65 in 2024.
“The decrease in the number of passport cases we handle is a direct result of the Biden administration’s efforts to hire and train passport caseworkers to handle the historical record of passport applications,” McGarvey’s office said in a statement.
Still, the takeaway is: It’s never too early to start the process.
Adam Klingeman and his wife requested new passports ― and one for their 7-month-old son ― at least six months in advance of their scheduled vacation in January 2026.
While the Louisville couple knew this timing was generous, Klingeman said he wanted to ensure they got their documents on time. With an infant and a wife who had recently changed her name, the family didn’t want to take any chances.
Where do I go to get my passport?
A United States and foreign government-issued passports are considered approved alternatives to REAL ID at airports, according to the Transportation Security Administration website.
There are various post offices in the Louisville area that can take passport applications. But, if you need faster service, a passport agency might be your best bet.
According to the U.S. Passport Service Guide, a passport agency has the capacity to process same-day passports for U.S. citizens who have scheduled international trips within 14 days. For those whose passports need to be submitted for a visa application, the departure date must be within 28 days.
Louisville resident Azucena Chamberlain said she had trouble getting her passport renewed at the post office when she lost her passport. After showing up 30 minutes early to her appointment, she was still turned away because of the high demand.
“If the customer did everything they were supposed to do,” it must be an issue with the post office’s ability to handle its customers, Chamberlain said.
A little over a year ago, the nearest passport agency to Louisville got a lot closer. The new agency allows residents to travel less than two hours to Cincinnati, rather than embarking on the previous five-hour journey to Chicago or Detroit.
How do I get a suitable photo for my passport?
The most common cause for passport delays is photo issues, so getting it right the first time is critical to receiving your new passport efficiently.
There are many locations that can take your photo, most of which are convenient and reliable. These include passport application acceptance facilities, pharmacies, retail stores, shipping centers and professional photography studios.
Taking your own passport photo was also popularized during the pandemic. While convenient and cheap, this option requires you to research and closely follow the guidelines.
Some important requirements to remember: Use a white background, make a neutral expression, ensure there is no hair obstructing your face and be sure to remove your eyeglasses for the photo. The photo dimensions should be 2-by-2 inches, with your head measuring 1 to 1 3/8 inches from the bottom of the chin to the top of the head.
The cost of having your passport photo taken can range from $7 to $17, depending on the location you choose. The most cost-effective options tend to be at shipping centers and pharmacies.
How do I get a passport for my child?
For children under 16, it is required that both parents are present when applying for a passport, except in special circumstances. Additional documents are also required to prove citizenship and the names of the birth parents.
One of the difficulties Klingeman and his family faced involved finding a time for both parents to visit the passport office with their son. Because Klingeman is a physical therapist who works on weekdays, it is difficult for him to find appointment times that he can attend.
“When we pull up places to go, they either don’t have a lot of appointments or, if they do, it’s like four or five weeks out,” Klingeman said. “And there’s not a ton of times that aren’t during the week, too.”
Klingeman and his family eventually booked an appointment at an office that is about 25 minutes from their home, which they chose because it was open on Saturdays. Those with busy schedules and fast-approaching travel plans should book their child’s appointment as far in advance as possible to ensure they can get an appointment in time.
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There are other scenarios that could complicate the passport application process, such as name changes or having your passport stolen. You can find a detailed list here. Be sure to research what documents are required of you, depending on your specific situation.
If you have additional questions or concerns about your personal passport process, you can contact McGarvey’s office via form or phone at (502) 582-5129.
This article originally appeared on Louisville Courier Journal: Passport guide for Kentucky residents, what to do about expired documents