The basic rule
For a child under 16, both parents or guardians must generally consent to the passport. They can do that by appearing together with the child, or by one parent appearing and bringing a notarized statement of consent from the other. Older teens have somewhat different rules, which the State Department explains on its site.
Parents should check the official instructions before the appointment.
For children 16 and 17, the rules relax somewhat but still involve parent awareness. Read the current State Department guidance, since details have changed over the years.
Ask the acceptance facility about its documents list in advance, and bring originals plus photocopies, since facilities usually keep the copies they need.
A parent who lives far away
The distant parent can sign the consent form in front of a notary where they live and mail it. The ID copy goes with it. Because mail takes time, start early. If the parent is overseas, a U.S. embassy or consulate can provide notarial services, and some remote options may be accepted depending on the rules.
Ask the passport agency which kinds of notarization it accepts.
Use trackable mail for the signed form, and keep a scan of the notarized pages in case a page goes astray.
If the distant parent travels often, ask them to sign the form soon, while they are near a notary, instead of waiting for the last minute.
A parent in the military or deployed
Military families have services through legal assistance offices that provide notarization on bases. A deployed parent may use a military notary, who is authorized to notarize for service members. Keep a copy of the military ID or the official identification used.
Plan for communication delays.
Keep emergency contact information handy for the parent who is away, in case the facility has a question about the form.
A parent who is incarcerated
The parent may still be able to sign a consent form if the facility allows notarization. Arrange this with facility staff or counselor in advance. Notary visits to correctional facilities have their own rules, covered in a separate guide.
Ask whether a court order might be an alternative.
Facility staff may help with scheduling and may know whether a video call is possible. Be polite and flexible, since the facility controls access.
A parent who cannot be found or refuses
If you cannot locate the other parent or they refuse, the usual forms are not enough. The State Department allows certain written statements and supporting documents in special cases, and a custody order may help. These situations are for an attorney, not a notary.
Never sign another person's name or ask a notary to accept an unsigned consent.
Keep a folder with birth certificates, IDs, photos, forms and receipts. Organized families usually finish the appointment faster.
A family court or legal aid office can explain what documents help prove sole custody or inability to locate a parent.
Common questions
Can a grandparent apply for a child's passport?
Not on their own authority, unless they are legal guardians. They would need the parents' consent and documentation.
Can a remote online notarization work for a consent form?
Sometimes. The acceptance facility's rules govern. Ask before relying on it.
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.