With different rules for certain ages, strict consent requirements, and paperwork that needs to be exactly right, there’s not much room for error, especially if you’re in a hurry. 

But you’re not alone in this. Nearly a quarter (23%) of U.S. children live with a single parent, (the highest rate in the world) so these rules affect millions of families every year.  And most application holdups come from simple mistakes on paperwork and easy-to-miss criteria that can add weeks or even months to the application process. 

So it’s good to know the rules and what the process looks like before you start your application.

 At HelloGov, we help over 100,000 people a year apply for passports and get them back fast,  so we know where applications most often go wrong and how to keep them moving. This guide breaks down what you need to know before you apply: how two-parent consent works, what to do if the other parent can’t or won’t sign, which forms to use at each age, and how to avoid the easy mistakes that cause holds.

1. Your child’s age affects the application process and consent requirements

Before we dive into the details of consent rules, it’s good to know about the specific forms and the nuances of applying for a passport for your child:

• If you’re applying for a child under 16, you’ll need to apply in-person with a DS-11 form. In most cases, both parents/guardians need to give consent, and the passport will be valid for 5 years.

• If you’re applying for a 16-17-year-old. The process is almost the same, but only parental awareness is required (e.g., a parent comes to the appointment or provides written awareness), but an officer may ask for written consent in certain cases. The passport will be valid for 10 years.

• If you’re applying for yourself or a child over 18, you’ll either need to apply to renew using a DS-82 form or a new passport with a DS-11 form. 

How HelloGov helps

Getting to grips with all the form names and codes isn’t easy. We built HelloGov to take away any confusion. Simply sign up, tell us a bit about yourself or who you’re applying for, and we’ll guide you through the whole process and make sure everything goes off without a hitch. 

2. Most child passport applications require consent from both parents

If you’re planning to apply for a passport for your child and they’re under 16, you’ll need to get both parents' consent for the application. When you apply in person, ideally, both parents will go to the appointment, and you’ll need to take: 

• Proof of consent from both parents

• Proof of parent-child relationship, like a long-form birth certificate with both parents’ names

• Both parents’ IDs

Before the application can go forward, the Department of State needs proof of who you and the child’s other parent are and that you both give your consent for the application. 

These requirements come from the  Two-Parent Consent Law, which is designed to prevent international parental child abduction and custody disputes. 

The application process is most straightforward when both parents are able to attend the appointment to give consent, but it’s still easy to make mistakes, such as: 

• Bringing a short-form birth certificate (it often doesn’t list parents)

• Thinking a text or email counts as consent

• Forgetting originals/certified copies of court or vital records

That’s why HelloGov will guide you through the application and double-check all of your documentation before your appointment. 

But what if one parent isn’t available to attend the appointment?

3. If both parents consent but only one can attend the appointment, you’ll need a notarized consent form

If both parents can’t go to the appointment, but you both consent to the application, you’ll need to provide proof of consent. You can do this using the  DS-3053 form, which is a standard statement of consent. It needs to be notarized and include a photocopy of the consenting parent’s ID.

When you’re applying, make sure you: 

• Use a fresh DS-3053 from the State site

• Fill out the form in black ink and make sure the name matches the ID exactly

• Try to submit it within 3 months of signing (older forms can be rejected)

Lots of people apply using a statement of consent instead of both parents attending the appointment, so it’s a relatively simple process, but it’s still easy to make mistakes like:

• Using a local non-U.S. notary where the embassy/consulate is required

• Forgetting the ID copy

• Mailing an outdated form

4. If the other parent is overseas, deployed, or incarcerated, they’ll need to sign and notarize a specific consent form

Just like any application where only one parent is able to attend the passport appointment, you’ll need to provide proof of consent. But if the non-applying parent is abroad, on military deployment, or incarcerated, you’ll need them to sign and notarize a specific consent form, usually a DS-3053 form. 

If they’re overseas:

• Use DS-3053 (notarized) with a copy of their ID.

• Most U.S. embassies/consulates offer notarial services, just book an appointment and bring the right ID.

If they’re deployed (military):

• They can usually access military legal assistance/JAG for notarization and documentation.

If they’re incarcerated:

• Many facilities provide notary access.  Ask the warden’s office or records unit about notarizing DS-3053 and how to obtain an ID copy.

• Include a simple note in your packet explaining the facility’s role and attach any paperwork they provide.

When you’re applying, make sure that you have a DS-3053 form signed within the last 3 months in black ink with matching names on the ID and signature. 

5.If you’re unable to get the other parent’s consent, you’ll need to provide an explanation of the circumstances

If the other parent won’t sign, can’t be reached, or there are special family circumstances, you can still apply for your child’s passport, you’ll just need to add a DS-5525 form to explain the situation. 

The form gives you the opportunity to explain your circumstances and the reasons why you can’t provide consent from both parents. 

Depending on your circumstances, you may need to include: 

• A short timeline of how you tried to reach the other parent (emails, texts, certified mail, messages through a lawyer, etc.)

• Police reports, restraining orders, or court documents, if safety is an issue

• Proof of incarceration (e.g., inmate locator printout) or deployment orders

• Signed statements/affidavits from you or third parties (school, doctor, attorney) that back up your explanation

Remember that DS-5525 cases are discretionary, so more specific evidence will help. Bring everything to your in-person DS-11 appointment so the acceptance agent can seal it in the packet.

(HelloGov completes this form on your behalf if you use our service.)

6. If you have sole legal custody, you’ll need to provide proof of your circumstances

If you have sole legal custody, which is a court order that allows passport issuance, or the other parent is deceased or legally incapacitated, you don’t need their consent, but you do need proof.

When you go to your appointment, you’ll need to bring: 

• Your sole legal custody order (look for wording about decision-making/legal custody)

• A court order specifically authorising a passport (if you have one)

• Adoption decree or guardianship letters (if applicable)

• Death certificate or documents showing incapacity (if applicable)

• Any name-change orders (if your ID name doesn’t match the birth/court records)

Make sure you take the long-form birth certificate (with parents listed) and ID photocopies along with the court docs as well. 

With these requirements, it’s easy to miss something or bring along the wrong proof. Some of the most common mistakes to avoid are: 

• Bringing a scan/photocopy of a court order instead of a certified copy

• Orders that mention physical custody only (no language about legal custody)

• Name mismatches (parent or child) without the legal proof to connect them

  

7. Last thing: remember that passport photo rules are still strict, even for small children

Even with the specific forms for different circumstances, kids passport photos are where lots of applications stumble. The rules are strict, even for babies, but once you know them, they’re easy to follow.

Basics that must be right:

• Background: plain white or off-white (no patterns, no shadows).

• No glasses or hats (religious/medical exceptions allowed with documentation).

• Head size & framing: face centered, correct crop; neutral expression is best.

• Quality: no filters, no retouching, no selfies; high-resolution only.

For babies and toddlers:

• Lay the baby on a plain white blanket or use a car seat with a white backdrop.

• No hands visible supporting the head/neck.

• Eyes open is best; some slight variation is acceptable—check examples first.

One of the easiest ways to make sure you get an acceptable passport photo is to use a professional passport photo service. While a perfect photo won’t speed processing, it will prevent avoidable holdups in the process. 

How HelloGov helps you apply for your child’s passport

Most delays come from small, preventable mistakes. Things like name  mismatches on documents. Out-of-date forms. Missing signatures… 

Basically, the kind of things that are easy to miss but can stretch out the application process and derail your travel plans. HelloGov is built to remove that risk and keep your application moving from start to finish.

Get routed to the right forms Answer a few simple questions and fill out the right form on your behalf. While you answer questions, our super-smart platform is constantly checking your answers against the guidelines to make sure all the correct forms are filled out. Once you’re done, it’ll fill out the forms for you.

Complete a guided application Clear, step-by-step prompts help you enter the right info, upload the right proof, and avoid easy errors like short-form birth certificates or the wrong ink colour.

Double-check everything Your photos and documents are scanned for common issues, then a specialist reviews your packet before it’s submitted. Problems are caught early when they’re easiest to fix.

Sort the logistics For DS-11, we’ll help you find acceptance agents near you, prepare your packet, and generate the labels you need. In urgent cases, our registered couriers hand-deliver to a passport agency and collect the passport when it’s ready.

Track it in real time See progress in your dashboard and get proactive email and text updates. If anything changes, our team is available 24/7 to help you course-correct.

Every month, we help thousands of families avoid avoidable delays and get passports on time. With HelloGov, you have clear steps, expert checks, and live support at every stage, so you can focus on the trip rather than the paperwork. Get your child’s passport right the first time with HelloGov today.