Here at HXP, we don’t claim to be absolute experts on all things passports, but after decades of international travel, we’ve definitely been around the block. If you need a passport for your trip, here are some tips to make sure you’re ready to go.
Tip 1: Start Early
A non-expedited passport takes six to eight weeks on average to arrive after an appointment, but it can be difficult to get an appointment in some areas and there are some rare cases where passports get stuck and the process takes much longer. Make a plan now to get your passport as soon as possible!
Tip 2: Check the Expiration Date
Travel industry standard says that you shouldn’t travel internationally with a passport that expires within six months of your trip return date. For most countries, this is non-negotiable, and you won’t be able to fly with an almost-expired passport. As an organization, we stick to this rule, especially when it comes to minor travel. Make sure you check your current passport’s expiration date closely and make sure it’s valid for international travel.
Tip 3: Make Sure the Information in Your Portal Matches Your Passport
Is there a dash in your name that doesn’t appear on your passport? Is there a middle name that does? Did you double-check for typos? Make sure everything you put into your portal matches your passport. We use the information you submit to book flights, and errors often result in name-change fees and hassles that you won’t want to deal with.
Tip 4: Don’t Miss the Deadline
Please check your Builder Portal for your passport due date. We planned this date with plenty of time to get your passport if you stay on top of things, and will help us make sure we can reserve your international flights. We are aware that passports are valid for longer once you’re 16, but if your birthdate is November or later, you won’t have enough time to get your passport by the deadline.
Tip 5: Keep Us in the Loop
We can help you, but only if we know you need help! If you’re experiencing delays while trying to get a new passport, please call or email us and we’ll do our best to help you out. Early communication is the best way to make sure we can still get you on your trip.
Tip 6: Make an Airport Plan
Once you arrive in the country, your trip leaders will collect everyone’s passports and put them in a safe place for the duration of your trip. It is your responsibility to keep your passport safe while you’re traveling! Before you leave for your HXP experience, make sure you have a designated place where your passport is, then keep it there while you are traveling.
Getting Your Passport in a Rush!
Same-Day Passport Offices
There are some passport offices throughout the US that can issue a passport in one day. These offices are public, government offices and usually require that you be within 14 days of travel in order to make an appointment. You can view those offices on this website under “Where are your passport agencies?” Oftentimes we can write a letter requesting an appointment outside that 14-day window because of the need to purchase group tickets/acquire visas in order to do humanitarian work. These generally cost $250+, you will also need two forms of government-issued photo IDs. If you are under 16 and are wanting to apply, both parents must be present at the appointment.
If you’ve already gone to a local passport office but you don’t think your passport will arrive in time, usually you can still make an appointment and get a passport at one of these offices then shred the one from the local passport office once it arrives.
Here are some of our favorites:
Western Passport Center, Tucson AZ – This office is our favorite and is usually very quick, responsive, and willing to make an appointment outside of a 14-day travel window if we send them a passport expedition letter. In the summer, they usually become more strict about the 14-day window (even if we send them a passport expedition letter).
San Francisco Passport Agency, San Francisco CA – This agency is another great option. Not quite as reliable as the one in Tucson, but they’re typically pretty quick. They require a passport expedition letter to schedule appointments outside of the 14-day window. Summers are also busy for them, so they become more strict on that during the summer months.
Colorado Passport Agency, Aurora CO – Same as the San Francisco office. Still very reliable but can sometimes be picky.
Seattle Passport Agency, Seattle WA – Very hit-or-miss, similar to Colorado. Sometimes really good and quick, but other times can be a pain. Still a great option though.
New York Passport Agency, New York NY – Great office! Can get very busy and backed up with appointments, especially in summer. Buty generally great.
Private Rush Passport Services
There are some private, non-governmental, online agencies that can get you a passport in 24 hours, but they cost more than the typical process.
Here are some that have worked for Builders in the past:
Rush My Passport – Pretty reliable and has great reviews. Can get you a passport in 24 hours as well. To see all the materials you’ll need, click here. For a here is a link to a helpful FAQ page they have. These can cost between $250-$600 depending on which service you choose.
Passport Depot – Can get you a passport in 24 hours. These can also cost around $250-$600.
Calling Your Local Senator or Congress Representative
This is a final, last resort option we recommend if you’ve already paid for your passport, expedited it, and it’s not looking like it’ll come in time. If that’s the case, you can contact your senator or congressman (for a help to find your representative, click here). You’ll need to call their office in DC and explain the urgency of your situation. Typically, an intern will pick up the phone and help you. If you tell them it’s for humanitarian work and that you’ve paid for expedited services but need it urgently for flights/visas, they can usually move your passport request to the top of your local passport office’s list so it will get processed faster. This generally helps your passport get processed 1-7 days from that point at no extra charge, but there is no guarantee.
Passport Renewals
All of the above also work for passport renewals. Passport renewals typically cost less than new passports, but can take the same amount of time as new passports. Once again, the timeline depends on which office or service you use.