The Sarasota County Clerk and Comptroller serves as a Passport Acceptance Facility, providing Certified Passport Acceptance Agents to assist with the passport application process. This office does not issue passports nor control the passport application process. Learn how a Certified Passport Acceptance Agent can help when you apply for your passport.

The U.S. Department of State Passport Agency establishes all guidelines, forms, fee, tame frames, and the passport application process. It is the only agency that can issue a U.S. Passport.

Is this the right passport application for you?

  • Are you applying for your first passport and 16 years or older?
  • Are you applying for a passport for your minor child who is 15 years or younger?
  • Do you need a new passport because your previous passport...
    • Expired more than 5 years ago?
    • Was issued more than 15 years ago?
    • Was lost or stolen?

If you answered "yes" to any of the above, the application process below is for you.

If none of the options above fit your situation, consult the U.S. Passport Agency's website. If your previous passport was expired less than 5 years ago, you can review information about passport renewals.

Know Before You Apply

Requirements when Applying for U.S. Passport

All applicants must:

  • Appear in person, including all minors and both of their parents or legal guardian(s)
    (Learn what documentation is required when one parent cannot appear);
  • Complete an application, in black ink only, whether typed or handwritten;
  • Provide original or certified copies of each required document, as well as a photocopy of each, with the passport application;
  • Provide a passport photo that meet the U.S. Passport Agency's requirements; and
  • Pay two, separate fees for each passport application:
    • Application Fee, to U.S. Department of State
    • Execution (Acceptance) Fee, to Sarasota County Clerk and Comptroller

Types of Passport Travel Documents

Two types of passport travel documents are available. Both are official U.S. Passports and valid for the same amount of time.

  • U.S. Passport Book, the traditional travel document that allows international travel by air, sea, or land.
  • U.S. Passport Card, a card format that allows land border crossings and sea ports-of-entry, for travel to Canada, Mexico, Bermuda, and the Caribbean, and is commonly used for cruise travel.

Learn more about each passport option to determine whether you should apply for a Passport Book, a Passport Card, or both.

Decide How Far in Advance to Apply

It is important that you determine how far in advance you need to apply for your passport so that you receive it on time. 

Certain times of the year are busier travel seasons, such as holidays, spring break, and summer vacations, which usually increases the volume and processing time of passport applications the U.S. Passport Agency processes. If you are traveling during a busy holiday season, apply for your passport early. 

The application process can be time-consuming. We recommend that you arrive early to allow yourself plenty of time to complete the application process before the Clerk and Comptroller's office closes at 5:00 p.m., especially if you are applying as a group, family, or couple. Each passport application takes approximately 20 minutes to process.

Start with these steps when deciding how early to apply for your passport:

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Passport Application Steps

Step 1. - Fill out Your Application

Our Recommendations:

  • Include a valid email address on your passport application so the U.S. Passport Agency can contact you quickly if there is an issue with your application.
  • Remember that all passport applications must be completed in black ink only. This includes printers. Using any color other than black will cause delays, including the need to re-complete your application form.

You have two options for completing your Passport Application (Form DS-11).

Option 1 - Complete Application at Home

Print your U.S. Passport Application at home using the U.S. Passport Agency's online Form Finder. To use this online service, you will need to enter basic information about yourself, know what type of passport you need, and how quickly you need it. The Form Finder will provide you with the correct application form and a list of documents you need to send in with your application.

IMPORTANT: Be sure to check your printer's ink levels before you print as your passport application must be printed and completed in black ink only.

Option 2 - Complete Application in Person

Fill you your U.S. Passport Application at the Clerk and Comptroller's office. Blank forms and the required black-ink pens are available for your convenience.

Step 2. - Collect Your Supporting Documents

The U.S. Passport Agency requires all applicants to send proof of their identity and U.S. Citizenship with their passport application. Your passport cannot be issued without the required documents, and they must be original or certified copies. 

Required Documents

All passport applicants are required to provide original or certified copies of the following documents. All of your documents will be returned to you directly by the U.S. Passport Agency once your passport application is processed.

Learn about additional documents needed when applying for your minor child's passport.

IMPORTANT: If you cannot locate your original documents or your certified copies, we recommend you order any certified copies well in advance of applying for your passport. It can take time to order and receive certified copies of a birth certificate, marriage, divorce, adoption, or name change record.

IMPORTANT: You will also need a photocopy of each supporting document. For your convenience, copy service is available at the Clerk and Comptroller's office for $1.00 per page.

Step 3. - Get Your Passport Photo

Your passport photo must meet U.S. Passport Agency's passport photo requirements to avoid delays in processing your application. You have two options.

Option 1 - Have Your Photo Take Here, When you Apply 

You can have your passport photo taken when you apply at the Clerk and Comptroller's office.

Option 2 - Bring Your Own Photo

You can bring photos purchased from your preferred retailer provided they meet all U.S. Passport Agency requirements.  

Step 4. - Calculate Your Fees

Check the current passport fees for each applicant and passport type, the accepted forms of payment, options to combine fees, and the cost of expedited processing.  

Required Fees 

Each passport application must include payment of two, required fees. Fees must be paid separately.

  • Application Fee, made payable to U.S. Department of State
  • Execution (Acceptance) Fee, made payable to Sarasota County Clerk and Comptroller

Optional Fees 

  • Expedited Fee, to rush your passport application

Step 5. - Arrive Early at the Clerk and Comptroller's Office

Remember that all passport applicants must appear in person, including minors and both of their parents or legal guardian(s). Learn what documentation is required when one parent or legal guardian cannot appear. You are encouraged to:

  • Apply well in advance of your travel plans, especially if you are traveling during busy travel seasons; and
  • Arrive early to allow plenty of time to complete the passport application process before office closes at 5:00 p.m., especially if applying as a family, group, or couple.
  • Allow at least 20 minutes to process each passport application.

Learn more about what to expect when you apply for your passport.

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Save Time

Note that the application process can be time consuming. If you are in a hurry, here are things to help save you time and avoid delays.

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Save Money

The U.S. Passport Agency determines all passport fees, but we can suggest a few ways to save money when applying. 

Have Your Passport Photo Taken When You Apply

The Clerk and Comptroller is happy to offer a convenient, low-cost option to get your passport photo taken while you are here. Our passport photos meet all of the U.S. Passport Agency's requirements. All forms of payment are accepted.

Avoid Paying Fees to Rush Your Application

Depending on the time of year, routing processing of a passport application can take 4 to 6 weeks. You can avoid paying additional fees to expedite your application by applying for your passport well in advance of any travel plans. Applying early can also help you to save valuable time in the application process. Check the U.S. Passport Agency's current processing times and the fees to get your passport in a hurry.

Save When Paying Your Execution (Acceptance) Fee

Pay by Check or Cash

You will be required to pay an Execution (Acceptance) Fee, for each passport application, to the Sarasota County Clerk and Comptroller. You have the option to pay this fee by cash, check, money order, or credit card. Credit card payments are subject to a 3.5% processing fee. To avoid the 3.5% processing fee, consider paying your Execution (Acceptance) Fee by check, cash, or money order.

Combine Payments

If you are applying as a family, group, or couple, all passport fees paid to the Sarasota County Clerk and Comptroller can be combined into one payment (i.e. one check). This includes every applicant's Execution (Acceptance) Fee, the cost of copies, and (optional) Expediting Fees. See an example of how many forms of payment are needed when applying as a family.

NOTE: Passport Application Fees cannot be combined. Each passport application must have a separate check payment, made payable to the U.S. Department of State, to send with each passport application packet. Learn more about current passport fees.

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What to Expect

Remember that the Passport Application process can be time-consuming. Planning ahead and arriving early, so you have enough time, will help speed along the process.

How long will this take?

Each passport application takes approximately 20 minutes (at a minimum) to process and accept. Arrive by 4:30 to allow enough time to process your application before the Clerk and Comptroller's office closes at 5:00 p.m. Arrive even earlier if you are applying as a family, group, or couple. The office begins accepting passport applications at 8:30 a.m., Monday through Friday. Check our office locations and hours, and our holiday schedule and office closings before visiting the office. 

Application Day

The first thing you will do is fill out a U.S. Passport Application (Form DS-11), in black ink, if you did not already complete this step beforehand. Once complete, you will go to the Recording counter to speak with a Certified Passport Acceptance Agent, who will:

  • Review your application for completeness;
  • Verify that you filled out the correct application form;
  • Discuss the details of your application to ensure it meets the U.S. Passport Agency's requirements;
  • Verify that you have the required documentation to send with your application, including any required photocopies;
  • Administer an oath;
  • Take your passport photo, if you did not bring your own;
  • Explain the two types of passports (Passport Book and Card);
  • Explain application processing options (routine or expedited);
  • Verify that your Application Fee payment to the U.S. Department of State is correct;
  • Process your Execution (Acceptance) Fee payment;
  • Explain how to track your passport application status;
  • Go over how the U.S. Passport Agency may contact you, if there is an issue with your application;
  • Confirm how you can expect to receive your passport and supporting documentation; and
  • Send your verified passport application packet (forms, fees, photo, and documentation) to the U.S. Passport Agency via USPS overnight or certified mail.

After You Apply

Approximately 7 to 10 days after your application is delivered to the U.S. Passport Agency, you will be able to track the status of your application online. The U.S. Passport Agency will contact you directly, first by email if you provided an email address, and then by standard USPS mail, if additional information or documentation is required.

Receiving Your Passport

Depending on seasonal volume, and whether you chose routine or expedited processing, your passport should arrive within the time frames stated by the U.S. Passport Agency. Your Passport Book, Card, and supporting documentation will not be delivered to you all together. Each will be delivered by USPS in separate envelopes, and possibly at different times. Here is how your passport travel documents will arrive.

   Routine Processing  Expedited Processing
 U.S. Passport Book  Priority Mail, with delivery confirmation  Priority Express Mail
 U.S. Passport Card  First Class Mail  First Class Mail

Return of Your Supporting Documentation 

Your original proof of U.S. Citizenship and certified copies that you submitted with your application will be mailed back to you directly from the U.S. Passport Agency, via standard USPS mail. They will arrive separately from your Passport Book or Card.

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