Why passport “expiration” is not a travel by date.

It’s nearly summer travel season; before you go abroad, make sure you know the difference between passport expiration and travel validity. There’s still time to expedite a renewed passport if needed!

For spring break, we arrived at the airport for our flight to Panama, only to have my daughter’s 11-year-old bestie turned away at check-in because her passport would expire 2.5 months after her return to the US. Now, you might say, “she plans travel for people, how did this get missed?” The short answer: it wasn’t missed, but the passport office worker did not include the original passport with the application, since it wasn’t yet expired – WRONG. Net result: expediting was useless, as the family was notified by email two days before the flight that the renewal could not be completed without original passport. UGH! They tried their luck at the airport hoping it would be close enough, after all she was only 11, but no luck. They, like many each day, were unable to board the flight with the invalid passport, forced to get a same day passport appointment and change their flight, or cancel the trip entirely.

Since returning from Panama (we did go and it was amazing) and relaying the story, I’ve been surprised by how many people, even those who regularly travel internationally, don’t know about the validity issue. So I’m SHOUTING FROM THE ROOFTOPS: passport “expiration” and travel “validity” are not the same! This has nothing to do with US Customs. Each destination country has its own validity rules about how much time must be left before passport expiration; that’s when you can actually use your passport to travel internationally. This varies by passport country as well, so if you’re British and your spouse or kids are US Citizens, for example, the validity requirements may be different depending on your citizenship.

When you book an international ticket, you will be asked to enter your passport information, but in the 20+ countries we’ve visited, I’ve yet to see an airline prompt regarding destination country validity. (Such an easy fix, I don’t know why airlines haven’t universally adopted it, but it is what it is). So, before you go, make sure you know your destination country requirements.

Passport Tips:

• Americans need a passport everywhere, even kids, even if it’s Canada, Mexico or the Caribbean (except Puerto Rico and the US Virgin Islands … for now). Gone are the days of traveling with a birth certificate. Yes, our daughter had her first passport photo taken at two-weeks old to allow for a Cabo vacation at three-months-old, even though her brother was able to go two years earlier with just a birth certificate.

• Before you travel internationally, search “minimum passport validity” and your country to determine current rule about how long a passport must be valid after US return date. For Panama, it was three months (current standard for Mexico, Canada, much of Europe and much of Central America). Do not assume that because the traveler has 2.5 months left, or is a kid, the rule will be bent.

• If in doubt, use the six month validity rule as your standard unless you’re booking Canada or Mexico last minute. Rules around travel change frequently, and you don’t want to be stuck thinking you’re fine with four months left, only to learn the rule has shifted since ticket issue.

• Also, make sure to have empty pages in your passport book. Many countries require a full unmarked page for their stamp or VISA. Often people don’t realize that if their passport isn’t expired, but pages are already stamped, you have to renew your passport to get additional pages. You used to be able to add pages to an existing passport, but that is no longer the case. Yes, it’s a hassle and expense, but hey, if you need more pages, at least you’re a lucky world traveler. Similarly, plan multiple pages if you’re hitting multiple countries on a long trip.

• To obtain a passport, go to the passport office to mail your application or renewal. They will have the most current time for standard and expedited turn around. I’ve typically had great passport workers who thoroughly inspect all the forms and make sure everything is just right. However, don’t expect them to universally get it right. The person our friend had made a major error at the first appointment for expedited passport, and then there were two further passport office errors in communication and form completion during the same day appointments, turning a one-day trip delay into four (since passport offices are closed Sat/Sun). Moral of the story: make sure you are clear on what needs to be included.

• Passport photos must be on standard backdrop, with eyes open, no smiling, no pulled back hair, no hair in the eyes or covering the face, and no over or under exposure. This is often difficult for infants or small kids. My daughter’s first passport photo was taken at two weeks – it took us over an hour to keep her eyes open long enough to capture on film. Her renewal at age 4.5 took closer to two hours because she was melting down over needing her hair to be tucked behind her ears without use of headband, barrette or clip. She was so teary in the photo that for years custom agents would comment on her super sad photo. In both cases, I was frustrated thinking, “does this really matter?” but it does matter to the passport office, and they will send back your application if not done properly. Go to Fedex, AAA office or passport office for your photos, where they have the right backdrop and know the rules.

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• For a child 0-16, both new and renewal passports require the same forms and documentation. The child must accompany you to the passport office with support documents and application form DS-11 (required for first passport or renewal for age 0-16). Both parents must accompany the child to the passport office OR complete and notarize consent form DS-3053 for the parent who cannot attend. You will also need the child’s birth certificate that lists parents, so that the passport office can confirm that those applying do have custody. (If you have sole custody, these rules are a bit different, make sure you required custody documents.) You will also need two passport photos and payment (separate check for each application). Passports for 16-17 year-olds are a little different (and last 10 years like adults). Check out this blog on the subject.

• If this is not your child’s first passport, the online material is confusing. As mentioned above, you cannot use the renewal form for those under 16. You’re essentially applying for a new passport every five years. Despite the fact that minor “renewal” follows the same process as a new passport, you MUST send in the original passport with the application. They will return the old one separately, with holes punched in the old one.

• If you realize within the expedited window that your passport will not be valid long enough, book a same day appointment online with your nearest same day passport office. They have photos and notary available at these offices, but if your materials are already ready, even better. Expect this may take the whole day or even bleed into the next if your appointment is late morning or afternoon. You are not allowed to bring luggage to the office, so if you have bags, check them with a nearby hotel concierge or leave them in an airport locker. Same day passport offices are typically close at 3pm and in our case, the 11am appointment didn’t generate renewed passport until nearly 4pm. Sometimes large employers or a rush service company can expedite with a few days notice.

• If you read this too late and end up turned away at the airport for a minor’s passport, rebook the whole family and go to a same day passport office together if you can, and immediately book online for a same day passport appointment (see above). This will keep you from requiring additional forms and notary for the non-present parent. Airlines have to rebook people daily for this and often waive change fees so you can depart a day or two later. If it’s just one adult passport that needs renewal, you could sent the rest of the family ahead with the other parent, but run the risk of needing a notarized letter that the one parent is allowed to take the kids out of the country (also depends on the country). Check online and with the airline about these requirements before agreeing to this option. If in doubt and you have a few hours, hire a mobile notary to meet you at the airport with a letter for the traveling parent.

• While we’re at it, make sure to check to see if you need a VISA as well. Many countries allow you to purchase a VISA at the airport, but some have many month processes to obtain a VISA. My favorite tool is to search on Pinterest and find your country summary – lists passport/visa requirements, currency, recommended shots, etc.

• Oh, and now’s a good time to mention that beginning 2020 there will also be a registry requirement for US citizens traveling to Europe, but it’s a small fee and lasts a few years.

We did all make it to Panama eventually, and enjoyed a wonderful (although shorter) time together. Here’s wishing you smooth, hiccup free, international travels.