Use this process for copies of records held by the Department of State. It does not renew a passport, prove travel history, or replace a lost document.
1. Confirm that the Department of State holds the record
Passport Services has passport records from March 1925 to the present. These may include passport applications and certain consular life-event records. They do not include entry or exit stamps, visas, or residence permits. The National Archives handles passport records issued on or before March 1925.
2. Confirm your authority to request it
You may request your own records, your minor child’s records, records for a person under your legal guardianship, or records for a person who authorized you. Include evidence of the relationship or legal authority when requesting someone else’s records. Passport Services identifies Form DS-4240 as a way to document authorization.
If you seek another person’s records without authorization, or the person is deceased, follow the Department of State Freedom of Information Act (FOIA) instructions instead of treating the request as your own Privacy Act request.
3. Prepare the written request
- The person’s full name at birth, other names used, date and place of birth.
- The passport number and issue date or estimated issue date, if known.
- Your mailing address, phone number, and email address.
- Other details that may help locate the record.
- A clear copy of both sides of your valid government-issued photo ID.
- Your signature before a notary public, or a signed Penalty of Perjury Statement using the official wording.
- Authorization or guardianship evidence when applicable.
4. Choose regular or certified copies
Passport Services currently charges no fee for a regular copy. A certified copy has a $50 certification fee. Confirm the current fee and payment instructions on the official page immediately before mailing; do not include payment when requesting only a regular copy.
5. Use the current mailing instructions
Send the request to the Office of Records Management address shown on the current Department of State page. Because addresses can change, copy it from that page when you are ready to mail rather than from a saved guide. Keep a copy of the request and proof of mailing.
6. Plan for processing without treating it as guaranteed
The official page listed a current processing estimate of 12 to 16 weeks when reviewed on August 1, 2026. This is an estimate, not a guaranteed completion date. A broad or incomplete request may require follow-up.
Official sources
- Department of State — Get Copies of Passport Records
- Department of State — Consiga Copias de Archivos de Pasaporte