The culprit? Not a government backlog or a missing agency slot, but something small: a photo taken with glasses on, a form signed in the wrong place, or a cheque written for the wrong amount.
These are the mistakes that trip up thousands of travellers every year. In fact, around 1 in 5 passport applications are delayed due to errors, from missing signatures to uncertified documents to using the wrong renewal form. It’s easy to see why so many applications stall before they’re even processed.
With routine service taking 4–6 weeks and expedited requests averaging 2–3 weeks plus mailing time, even a simple error can push your passport past your departure date.
At HelloGov, we’ve seen every version of these mistakes and helped thousands of travellers avoid them. If you’re about to apply for a passport and want to avoid delays and back and forth with the State Department, you’re in the right place. We’ve broken down the five most common passport application mistakes, and how to make sure yours gets approved the first time.
1. Your photo doesn’t pass (the #1 trigger for delays)
When passport applications get delayed, photos are the most common culprit. The U.S. State Department says “bad photos are the number one reason we put passport applications on hold”.
The requirements are precise, and even small mistakes can trigger a hold. Some of the most frequent errors include:
Photo taken more than 6 months ago
Wearing uniform, glasses or hats (unless medically required or a religious requirement)
Background that isn’t plain white or off-white
Shadows or uneven lighting
Incorrect crop: head size must be 1 to 1 3/8 inches
Photos that are digitally altered, filtered, or selfies
Digital renewals add new risks, too. Low-resolution uploads or scanned copies of printed photos are some of the most common causes of rejections.
So, while it’s tempting, don’t cut corners with your photo. Use a professional photo service or carefully match your image against the State Department’s published examples. A compliant photo won’t speed things up, but it will prevent weeks of unnecessary delays.
How HelloGov helps:
HelloGov’s system automatically checks your photo for the most common issues like shadows, background or clothing/glasses that derail most applications.
Then our expert team does a second review manually, so you can be 100% sure it meets State Department requirements before you apply. That double layer of review means you won’t lose weeks over something as small as a pair of glasses in your photo.
2. You used the wrong form or you’re not eligible to renew by mail
Not all passport applications use the same paperwork, and using the wrong form is one of the fastest ways to get rejected at intake.
In fact, many applicants assume they can renew by mail, but the eligibility rules are strict (and sometimes a little confusing).
And if you don’t meet every condition, your application will be suspended until you fix the problems, adding weeks onto the process.
For example, to use the DS-82 (passport renewal) form, all of the following must be true:
Your current passport is undamaged and can be submitted with your application
It was issued when you were 16 or older
It was issued within the last 15 years
It was issued in your current name (or you can provide legal proof of a name change) (travel.state.gov)
If any of those conditions don’t apply, you’ll actually need to submit a DS-11 and got to an acceptance facility.
Sending the wrong form is one of the most common reasons applications are sent back before processing even starts. Other frequent mistakes include forgetting to sign the form, paying the wrong fee, or leaving out your old passport.
It’s always worth double-checking your eligibility before you apply. Use the State Department’s online renewal checklist, verify your payment matches the published fee schedule, and make sure every signature line is complete. A few minutes of checking up front can save you weeks of delay later.
How HelloGov helps:
HelloGov’s guided application flow automatically adjusts to the answers that you give, which means that if you’re applying for a renewal but you actually need to send a DS-11 or you’re applying for new passport but you need to complete one of the additional forms as well, the system will handle that for you.
All you need to do is follow the step-by-step process and all the complicated requirement and application questions are handled by us.
The HelloGov platform also calculates the correct fee, prompts you for all required signatures, and generates pre-filled shipping labels with the right address.
Basically, it eliminates the chance of making any form-related mistakes that catch people out.
3. Your citizenship or ID evidence isn’t acceptable
When you apply for a passport, proving who you are and where you were born is just as important as filling out the right form.
One of the most common reasons applications are returned is because the documents submitted don’t meet the State Department’s strict standards.
For first-time applicants (and anyone who can’t renew their passport), you need to provide original or certified copies of your citizenship evidence, not photocopies or digital files.
The most common pitfalls include:
Submitting a short-form birth certificate (must be long-form, listing parents’ names)
Sending an uncertified photocopy instead of an original/certified document
Using a hospital-issued birth record (not acceptable as primary evidence)
Providing digital-only records instead of physical certificates with a registrar’s seal
Source: travel.state.gov
Along with citizenship evidence, you must also submit a photocopy of your valid government-issued photo ID that meets specific size and quality requirements. Forgetting to include this, or sending a blurry copy, is another reason applications get flagged.
Before applying, confirm that your birth certificate or other citizenship document meets all the listed requirements, and double-check your photocopies against the State Department’s specifications.
If your records are complex (such as being born abroad to U.S. parents) you may need to provide alternative evidence as well.
Making sure your paperwork is right the first time saves weeks of unnecessary back-and-forth.
How HelloGov helps: The HelloGov platform works out all of the documents you’ll need for your situation, automatically catches anything that won’t get approved and checks for any missing evidence before you submit.
It also gets you to take photos of any documents that can be photocopied and attaches them to your application “packet” so you can print them off at home.
And for complex cases, our expert support team is on call to make triple sure your application meets the State Department’s standards and get approved first time.
4. You missed the extra steps for kids and teens
This is one that catches a lot of people out: applying for a child’s passport isn’t the same as applying for an adult’s. They have extra steps and nuances, and missing those extra requirements is one of the most common reasons applications get delayed or rejected.
For children under 16, the rules are strict:
The child must apply in person at an acceptance facility
Both parents or guardians must provide consent (in person, or via a notarized DS-3053 form)
Proof of parental relationship (such as a birth certificate or adoption decree) must be included
Any notarized consent form must be dated within the last 90 days
It’s those fringe cases, where a parent is out of state or incarcerated or not in the picture, where things become more complicated. In those cases, making sure you have the right forms completed and the right evidence and documentation is crucial to making sure your application is approved first time.
For teens aged 16–17, the requirements are different but still easy to miss.
While they can apply alone, the State Department requires “parental awareness.” This usually means a parent appearing in person with the applicant or providing a signed statement of consent along with a photocopy of their ID.
If you’re applying on behalf of a child or teen, carefully check the rules before scheduling your appointment. Make sure you have the correct consent form, valid ID copies for both parents if required, and relationship documents ready to go. Missing even one of these pieces can stop the application in its tracks.
How HelloGov helps:
HelloGov guides parents step by step through the age-specific requirements, including reminders for notarised consent forms, parental ID copies, and relationship documents.
If there are circumstances that mean you need to complete extra forms and add extra documentation, the platform automatically adapts and completes those forms for you.
We also help schedule the earliest available acceptance-agent appointment and provide pre-filled shipping labels, so families don’t risk missing key steps or sending incomplete packets.
5. Fees, signatures, and mailing mistakes
Sometimes it’s not the complicated rules that cause delays, it’s easy-to-make mistakes.
Applications are often returned because of incorrect payments, missing signatures, or mailing errors. These are small details, but they can cost you weeks if you get them wrong.
Some of the most common mistakes include:
Writing a cheque for the wrong amount or forgetting to include the execution fee
Using the wrong payment method (cash, credit cards, or online transfers aren’t accepted for mailed applications, only cheques or money orders made out to “U.S. Department of State”)
Not adding your name and DOB in the memo line of the check
Forgetting to sign the application or leaving a required section blank
Mailing to the wrong address (different addresses apply depending on whether you choose routine or expedited service)
Signing your paperwork in the wrong color ink (it has to be black or blue)
The State Department also warns that mailing can add up to two weeks each way on top of published processing times. If your application is returned because of an error, those extra weeks can easily push you past your departure date.
To avoid this mistake, always double-check your fee against the current fee schedule, sign in all required places, and use the correct mailing address for your chosen service level.
Many expediting services, including HelloGov, help by generating pre-filled shipping labels and calculating the exact fee so you don’t risk a preventable return.
How HelloGov helps:
HelloGov auto-calculates the correct fee for your chosen service, walks you through how to write the check correctly (the Passport Agency is very particular) and generates pre-filled shipping labels to the right address.
For expedited cases, we also connect you with registered couriers to hand-deliver applications to passport agencies, removing the risk of delays caused by postal errors.
HelloGov doesn’t just help you avoid mistakes, it speeds up the whole application process
Most passport application delays come down to small, preventable mistakes. The five mistakes above are the most common reasons passport applications get delayed. But they’re not the only ones.
From mismatched names to outdated documents, even the smallest detail like the ink color you use, can put your application on hold.
That’s why HelloGov goes beyond catching just the obvious errors, the platform is built to make sure your passport application doesn’t hit any roadblocks at all and you get your passport when you need it.
Guided application in minutes Our online system walks you through the process step by step—routing you to the right forms, asking only the questions that apply, and making sure you don’t miss any requirements.
Two layers of checks Your documents and photos are checked with AI to flag the most common mistakes, then reviewed by our expert team before submission. That means issues like missing signatures or non-compliant documents are caught early when you can fix them, not by the Passport Agency.
Smarter logistics For DS-11 applicants, HelloGov schedules the earliest available acceptance-agent appointment, generates pre-filled shipping labels, and ensures your packet is routed correctly. For urgent cases, our registered couriers hand-deliver applications directly to passport agencies and pick up passports once they’re ready.
Real-time tracking and support From dashboard updates to proactive emails and texts, you’ll always know what’s going on with your application. And with 24/7 support, you’re never left on your own if questions come up.
With HelloGov, your passport application isn’t just less likely to be delayed, you’ve got support every step of the way, giving you the confidence that your trip won’t be derailed by paperwork.
Get your passport application right the first time
Every month, we help thousands and thousands of travellers avoid costly application mistakes and get their passports on time.
These five mistakes we’ve covered are the most common, but they’re far from the only ones, and even the smallest oversight can put your trip at risk.
With HelloGov, you don’t have to worry about that. From the first form you fill in to the moment your passport is in hand, our system is designed to catch errors, handle the logistics, and keep you updated every step of the way.
The result? A passport application that’s simpler, faster, and more reliable, so you can focus on your trip, not your paperwork.
