Passport Renewal: You received a note or an email about missing information in your USA passport renewal application. Now what? You did everything right (or so you thought). You mailed in your Form DS-82 to renew your passport, but now you have received an official-looking letter or possibly an email indicating that something is missing. Do not worry; this happens more often than you might think, and luckily, it is an easy fix! 

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I will help you understand why this might have happened, what you need to do to fix it, and how to prevent this issue from happening again.

Why Did I Get This Letter or Email?

When you renew your USA passport by email or letter, your application is first sent to an intake facility. There, it is reviewed for common errors or missing items. If any issues are found or if anything is missing, the intake team will notify you with a letter or an email. This may include a QR code that directs you to the official Renew by Mail page. The notice will clearly explain what is wrong with your application or what items are missing, so you will know exactly what the problem is.

Passport Renewal: Common Reasons You Might Get This Letter

Based on what I have seen and what the U.S. State Department approves, here are the normal issues with passport renewal applications:

• You failed to sign or date your DS-82 application form.
• Your passport contains errors.
• Your passport photo was missing or did not meet the requirements. Common issues include blurriness, shadows, or excessive smiling, all of which can lead to rejection.
• You left out pages of the application. The DS-82 is brief, but missing even one page will flag your application.
• You submitted an incorrect payment or neglected to make a payment entirely.
• You failed to attach your most recent passport. The old passport must be returned with your application! Without it, you will be required to submit a new passport application.
• Your prior passport was issued over 15 years ago. In this case, you must apply for a new passport in person.
• You do not meet the qualifications to renew through the mail. This includes instances where your name has changed and you cannot provide legal documentation, or if you do not meet other renewal criteria.

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What Does This Mean for My Application?

Until you resolve the issue, your application will not progress. If you check your passport status online, it likely appears as "Not Available." This happens because your renewal has not yet reached the processing center; it is currently stuck in intake limbo.

Once you correct the problem and resend either an updated application or the missing documents, your status should change to "In Process." This means your application has finally arrived at the passport agency or facility is processing your application and progressing.

I Got My Letter or Email: How Do I Respond?

Once you receive that letter or email, you will want to start addressing the issue to ensure your application is processed! You have 90 days to return your corrections by mail.

Step 1: Read the letter or email carefully

The notification will indicate what is missing or incorrect. You might receive a letter or email stating, “Passport Retained Due to ______” or “The ______ you provided is insufficient for passport purposes.” Fortunately, these messages eliminate any guesswork; they specify exactly what needs to be corrected in order to proceed with the processing.

Step 2: Follow the instructions outlined in the letter/email.

If a revised application must be resubmitted, go ahead and send it. So, if a payment was omitted, be sure to include the correct amount this time. If a required document was left out, provide that document. Is it that straight forward.

Step 3: Double-check the entire passport renewal application!

Make sure to not only address the mentioned error, but also review the entire application carefully. Verify that all your information is accurate, all sections are completed, and all pages are included. Additionally, check the following: your signature, payment information, photo specifications, and eligibility requirements.

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Step 4: Make sure you include the letter itself when you respond

This allows them to connect your corrections with your original file. If you received a letter by mail, please return that letter along with your corrected application, any missing fees, or required documents. If it were an email, print it out and include it with your submission.

Step 5: Resend your application package as soon as possible!

The final step is to return your application package. Be sure to include your address in your letter or email.

To resume your renewal process, respond promptly. Remember, passport processing times begin when your application is received, not when it is sent! If you send back your corrections after the 90-day window has closed, you will need to start the renewal process from the beginning.

Best Practices to Avoid Delays in Your Passport Renewal

Let us face it, no one enjoys redoing paperwork. To help you avoid the stress of receiving a rejection letter, here are my top tips:

• Double-check your DS-82 before mailing it. Ensure that every section is completely and accurately filled out. Do not forget to include your signature and the date!
• Submit a compliant passport photo. Your passport photo must meet official guidelines (no glasses, neutral expression, correct size, and lighting). If you are unsure, consider visiting a professional passport photo service. For additional tips, read: “Why a Passport Photo Gets Rejected: Mistakes to Avoid.”
• Include your most recent passport. The State Department requires your old passport to process your renewal. Failing to include it is a common mistake.
• Pay the correct fee in the proper form. Verify that your check or money order is made out correctly (payable to “U.S. Department of State”) and that the amount is accurate.
• Confirm your eligibility to renew by mail. If your old passport is over 15 years old, damaged, or was issued when you were under 16, you will need to apply for a new passport in person.

Taking a few extra minutes to review your passport renewal application can save you weeks or even months of processing delays later. For more information, check out Sheldon’s post, “10 Things That Can Delay Your USA Passport Application.” He details what commonly causes delays in the process so you can avoid these issues from the start!

Passport Renewal: Don’t Forget to Sign Up for Email Updates

If you have not already, sign up for email updates on your passport status here. It is free and the best way to stay informed about your application status, a much better way of monitoring your application than refreshing the status page every day!

Applying for a USA Passport Application is now easier than ever. With the Online Passport Application USA service, you can complete the process from the comfort of your home. The American Passport Application Online system ensures quick and secure submissions. Whether it is your first passport or a passport renewal, everything is just a few clicks away.