When applying for a passport, what matters is not only the documents themselves or visits to the appropriate offices, but also an understanding of the terms and procedures that may appear at every stage of the application process. Being familiar with passport-related terminology helps you avoid mistakes, speed up the entire procedure, and ensure that your journey goes smoothly without unnecessary complications.
Some expressions may be unclear even for those who have used a passport many times before – from forms such as DS-11 or DS-82, to detailed procedures related to renewing a document, reporting its loss, or obtaining a child’s passport. That is why we have created a glossary of terms that organizes the most important information and explains their meaning in a clear and simple way.
Our glossary is constantly being developed and updated to reflect the latest requirements and regulatory changes.
We invite you to explore our knowledge base and use it whenever you have a question or concern related to U.S. passports!
Applying for a USA Passport Application can sometimes feel overwhelming, especially when you are faced with multiple forms, eligibility rules, and submission steps. By using our glossary, you can better understand the meaning of each document and requirement, which makes the process of completing your USA Passport Application faster and more efficient.
Whether you are renewing your document, applying for the first time, or helping your child get a passport, our resource provides clear explanations that simplify every stage of the USA Passport Application process. With accurate information and step-by-step guidance, you will always know exactly what to expect and how to prepare – not only for your passport application, but also when dealing with a U.S. Visa. This way, you can be confident that your travel documents are always in order.
A
Application Acceptance Facility
A designated facility, such as a post office, courthouse, or library, where you can submit a U.S. passport application. Staff members check the accuracy of the DS-11 form, verify the applicant’s identity, and collect the required fees. The documents are then forwarded to a Passport Agency for further processing. This step is mandatory for first-time applicants or for children.
Adjustment of Status (AOS)
A procedure that allows individuals to change their temporary status (e.g., student visa) to permanent resident status (Green Card) without leaving the United States. It requires filing Form I-485 with USCIS and providing supporting documents to prove eligibility. It applies to, among others, spouses of U.S. citizens, sponsored employees, and Diversity Visa lottery winners. It is an alternative to consular processing.
Alien Registration Number (A-Number)
A unique identification number assigned to foreign nationals by USCIS. It appears on Green Cards, deportation documents, and various official notices. It helps track cases and monitor immigration status. It is required when filing many visa and immigration applications.
B
B-1 Business Visa
A visa intended for individuals traveling to the U.S. for business purposes, such as meetings, negotiations, or conferences. It does not authorize employment in the United States. It is usually issued for up to six months, with the possibility of extension. Applicants must complete Form DS-160 and attend a consular interview.
B-2 Tourist Visa
The most commonly issued U.S. tourist visa. It allows travel for leisure, visiting family, or medical treatment. It does not permit employment or study. Its validity and number of entries depend on agreements between the U.S. and the applicant’s home country.
Biometric Appointment
An appointment scheduled at an Application Support Center for fingerprinting, digital photographs, and signature collection. Biometric data is used to confirm identity and ensure security. It is required for most visa and immigration applications. Without attending this appointment, the application cannot be approved.
C
Consular Interview
A mandatory interview with a U.S. consular officer at an embassy or consulate for many visa applicants. During the interview, documents are reviewed, and questions are asked about the purpose of travel, financial situation, and ties to the home country. The officer evaluates whether the applicant meets the entry requirements. A decision is often made immediately after the interview.
Certificate of Naturalization
An official document proving U.S. citizenship acquired through naturalization. It is equivalent to a birth certificate issued in the United States and serves as proof of citizenship when applying for a passport. It contains personal details, the date of naturalization, and a certificate number. It is a lifelong and crucial legal proof of status.
CR1 Visa (Spouse Immigrant Visa)
An immigrant visa for spouses of U.S. citizens. It allows entry into the United States and grants permanent resident status (Green Card). The process includes filing Form I-130, review by USCIS, and a consular interview. Upon arrival, the spouse receives a conditional Green Card valid for two years.
D
DS-11 (Passport Application Form)
The form used by individuals applying for their first U.S. passport or for minors renewing a passport. It must be submitted in person at an Application Acceptance Facility. Applicants must provide proof of citizenship and identity. It is the primary passport application form.
DS-82 (Passport Renewal Form)
A form used for passport renewal if certain conditions are met (e.g., the passport is less than 15 years old). It can be submitted by mail without an in-person visit. It is faster and simpler than the DS-11 process. Primarily used by adult passport holders.
DS-160 (Online Nonimmigrant Visa Application)
An online form required for most nonimmigrant visa applications (e.g., B1/B2, F1, J1). It includes personal details, travel history, financial information, and the purpose of the trip. After completion, it generates a confirmation page with a barcode. This confirmation must be presented at the visa interview.
E
Expedited Processing
A service for faster processing of passport or visa applications. It may require an additional fee or proof of an emergency, such as illness, a funeral, or urgent business travel. Processing times can be reduced from several weeks to just a few days. It is popular among travelers with last-minute trips.
ESTA (Electronic System for Travel Authorization)
An electronic system used to authorize travel under the Visa Waiver Program. It is required for citizens of participating countries, including Poland. It allows stays in the U.S. for up to 90 days without a visa. Applications are submitted exclusively online.
Employment Authorization Document (EAD)
A document that grants foreign nationals the right to work legally in the United States. Issued by USCIS based on specific immigration status. Also known as a “work permit.” It is a plastic card containing the holder’s photo and personal details.
F
F-1 Student Visa
A visa for individuals pursuing studies at accredited schools and universities in the United States. It allows full-time academic study, and its validity depends on the length of the educational program. Applicants must first obtain Form I-20 from their school. It does not authorize full employment off-campus, except in specific cases such as OPT or CPT.
Form I-20 (Student Eligibility Form)
A document issued by an educational institution for international students. It confirms admission to a program of study and allows the applicant to apply for an F-1 visa. It contains details about the program, its duration, and the estimated costs. The form is required upon entry into the U.S. and during immigration checks.
Fee Payment Receipt (MRV Fee)
Proof of payment of the mandatory Machine Readable Visa (MRV) application fee. It is required before scheduling a visa interview at a U.S. consulate or embassy. The fee amount depends on the visa category. Without this receipt, the visa process cannot begin.
G
Government-Issued Photo ID
An official photo identification document issued by the government, such as a driver’s license or state ID card. It is required when submitting passport and visa applications. It serves to verify the applicant’s identity. The ID must be valid and consistent with the data provided in the application.
Green Card (Permanent Resident Card)
A document confirming permanent resident status in the United States. It grants the holder the right to live and work legally in the U.S. It is typically issued for 10 years, and holders may later apply for U.S. citizenship. It is one of the most important immigration documents.
Guarantor (Identity Verification)
A person who verifies the applicant’s identity during passport or visa processes. Often required when there are gaps in the applicant’s documentation. The guarantor must meet specific criteria, such as being a U.S. citizen and knowing the applicant for a certain period of time. This provides additional assurance of the application’s validity.
H
H-1B Work Visa
One of the most popular U.S. work visas for highly skilled professionals. It requires sponsorship from a U.S. employer. The program is subject to an annual cap, and visas are allocated through the H-1B lottery. The visa is typically valid for three years, with the possibility of extension.
Hologram (Security Feature)
A special security element found on passports and visas. It prevents counterfeiting and makes it easier to verify document authenticity. The hologram changes its appearance depending on the angle of light. It is a standard security feature in modern travel documents.
Home Residency Requirement
A rule requiring certain visa holders, such as J-1 exchange visitors, to return to their home country for a minimum of two years after their program ends. This must be completed before applying for specific U.S. visas or residency status. The requirement ensures that exchange participants contribute their skills back in their home country. There are, however, waiver procedures that may allow exceptions.
I
Immigrant Visa
A type of visa that grants permanent residency in the United States. Upon entry, the foreign national is given permanent resident status and a Green Card. It is issued for purposes such as family reunification or employment-based immigration. Approval from USCIS is required before the visa is issued.
I-94 Arrival/Departure Record
A document that confirms the date of entry and the authorized period of stay in the U.S. It is issued electronically by U.S. Customs and Border Protection. The record includes personal information, visa category, and the departure deadline. It is essential for immigration checks and when applying for changes of status.
In-Person Appointment
An appointment that requires the applicant’s physical presence during certain passport or visa processes. This may include consular interviews, visits to an Application Acceptance Facility, or biometric data collection. It ensures proper identity verification and document authenticity. Without attending, the application is usually not processed.
J
J-1 Exchange Visitor Visa
A visa designed for participants in cultural, educational, and professional exchange programs. It applies to students, scholars, au pairs, and trainees. Many J-1 visas come with a home residency requirement, requiring participants to return to their country after the program ends. It provides valuable experience in the U.S. but has time and status limitations.
Joint Sponsor (Visa Applications)
An individual who supports a visa applicant financially when the primary sponsor does not meet income requirements. This requires submitting a separate Affidavit of Support. The joint sponsor must be a U.S. citizen or lawful permanent resident. Their involvement increases the applicant’s chances of obtaining an immigrant visa.
Justice Department Records
Documents and information maintained by the U.S. Department of Justice. These may be used to verify visa and immigration applicants. Records can include data related to criminal proceedings or court cases. They play a role in determining eligibility for visas or residency status.
K
K-1 Fiancé(e) Visa
A visa for fiancés/fiancées of U.S. citizens, allowing them to enter the United States for the purpose of marriage. After the wedding, they may apply for Adjustment of Status to obtain a Green Card. The process requires the U.S. citizen to file Form I-129F. The visa is typically valid for 90 days from the date of entry.
Known Traveler Number (KTN)
An identification number assigned to individuals enrolled in programs that expedite security screenings, such as TSA PreCheck or Global Entry. It allows for faster and more convenient airport security clearance. The number can be added to flight reservations. KTN improves the travel experience for frequent flyers.
Key Information Page (Passport Data Page)
The main page of the passport containing the holder’s personal information, passport number, and photograph. It is the most important part of the document, used for identity verification. It also includes the Machine Readable Zone (MRZ). In the event of a lost passport, a copy of this page is often required.
L
Lost or Stolen Passport
A lost or stolen passport must be reported immediately to the U.S. Department of State to prevent misuse. The process involves completing Form DS-64. Only after reporting can a new document be issued. If the passport is lost abroad, an emergency passport may be issued at a U.S. embassy.
L-1 Intracompany Transfer Visa
A work visa for employees transferred within the same company from a foreign branch to a U.S. office. It is primarily intended for managers or workers with specialized knowledge. The visa requires sponsorship by the employer. It can also lead to permanent residency through employment-based (EB) categories.
Limited Validity Passport
A passport issued for a shorter period than the standard one, often in emergency situations. It may be issued abroad by embassies in cases of lost documents. Typically valid for only one year. It can later be exchanged for a standard 10-year passport.
M
Machine Readable Visa (MRV)
A visa that includes a Machine Readable Zone (MRZ), enabling automated data scanning. It is a standard feature in modern travel documents, improving security and speeding up border control. MRV also refers to the mandatory Machine Readable Visa application fee. Without paying this fee, the visa application will not be processed.
Minor Passport (Under 16)
A passport issued to children under 16 years of age in the U.S. It is valid for 5 years, unlike adult passports, which are valid for 10 years. Both parents or legal guardians must be present when applying. The process includes additional safeguards to protect children from illegal abductions.
Marriage Certificate (Visa/Passport Proof)
A marriage certificate is used as proof of a name change and marital status in passport and visa processes. It may be required when renewing a passport or in spousal visa applications. The document must be legally recognized and translated if issued outside the U.S. It is one of the fundamental proofs in family-based immigration.
N
Naturalization Certificate
A document confirming U.S. citizenship acquired through naturalization. It is equivalent to a birth certificate issued in the United States. It is required when applying for a U.S. passport. It contains key information such as the date and certificate number of naturalization.
Nonimmigrant Visa
A visa for individuals planning a temporary stay in the United States, such as for tourism, business, study, or temporary work. It does not directly lead to permanent residency. It is issued for a specific purpose and period of stay. Common examples include B1/B2, F1, and H1B visas.
National Visa Center (NVC)
A U.S. center responsible for processing immigrant visa applications after they are approved by USCIS. It coordinates the process before sending the case to an embassy or consulate. The NVC collects fees and supporting documents from applicants. It is a key stage in family- and employment-based immigration cases.
O
Official Passport
An official passport is issued to U.S. government employees and officials who are traveling abroad on official government business. It differs from a regular (blue) U.S. passport and typically has a maroon cover with distinctive markings. This type of passport is used exclusively for official government-related travel and cannot be used for personal or leisure trips.
O-1 Extraordinary Ability Visa
A visa for individuals with extraordinary achievements in fields such as science, arts, sports, or business. Applicants must provide documented evidence of international recognition. It requires sponsorship from a U.S. employer or organization. The visa can be extended and often leads to further immigration opportunities.
Online Passport Renewal
A new option being introduced in the United States that allows passport renewal online. The process removes the need for an in-person visit or mailing documents. Currently, it is available as a pilot program for selected applicants. It simplifies and speeds up the passport renewal process.
P
Passport Book
The traditional passport in book format, used for international travel. It contains personal details, a photograph, the MRZ page, and pages for visas and entry/exit stamps. It is valid for 10 years for adults and 5 years for children under 16. It is the primary travel document issued by the U.S. Department of State.
Passport Card
A wallet-sized card that serves as a less expensive alternative to the passport book. It allows land and sea travel to Canada, Mexico, Bermuda, and the Caribbean. It cannot be used for international air travel. It is often chosen as an additional form of identification.
Petition for Visa (Form I-129)
A form filed by a U.S. employer to sponsor a foreign national for a nonimmigrant work visa. It most commonly applies to visas such as H-1B, L-1, and O-1. Once approved, the applicant can proceed with a visa interview at a U.S. consulate. It is one of the key steps in employment-based visa procedures.
R
Renewal by Mail (Form DS-82)
A passport renewal procedure using Form DS-82, submitted by mail. It is available only to applicants who meet specific requirements, such as having a passport issued within the last 15 years and after age 16. It is the most convenient way to renew a passport without an in-person visit. The process typically takes a few weeks.
Refugee Travel Document
A travel document issued to refugees and individuals with asylum status in the United States. It allows them to travel outside the U.S. and return legally. It is usually valid for one year. It serves as a passport substitute for those without valid national travel documents.
Routine Processing
The standard processing option for passport or visa applications. It usually takes several weeks to several months, depending on the application type. It is less expensive than expedited processing. This option is most commonly chosen by travelers without urgent deadlines.
S
Statement of Consent (DS-3053)
A form used when applying for a child’s passport if one parent or guardian cannot appear in person. It includes notarized consent authorizing the issuance of the document. This measure helps prevent the illegal removal of children from the country. It is a mandatory element in the child passport application process.
SEVIS (Student Exchange System)
An electronic system used to track and monitor international students and exchange visitors in the United States. It is linked to visas such as F-1, J-1, and M-1. Each student receives a unique SEVIS ID number. Information in the system must always be kept up to date to maintain visa status.
Special Issuance Passport
A passport issued in special circumstances, such as for government employees, diplomats, or urgent humanitarian needs. It may have a different cover from a standard U.S. citizen passport. Its validity is limited to the length of the mission or assignment. It is not available to the general public.
T
Travel.State.Gov (Official Portal)
The official website of the U.S. Department of State for travel, passports, and visas. It contains all official forms, instructions, and up-to-date announcements. It is the primary source of information for passport and visa applicants. The site is regularly updated and considered highly reliable.
Temporary Passport
A passport issued in emergency situations, such as when a document is lost abroad. It is typically valid for only one year. It enables the holder to return home or continue urgent travel. Once back in the U.S., it must be exchanged for a standard 10-year passport.
Treaty Trader Visa (E-1 Visa)
A nonimmigrant visa for individuals engaged in substantial trade between their home country and the United States. Applicants must provide evidence of business activity consistent with the treaty’s terms. It allows residence and work in the U.S. in connection with international trade. It is often used by entrepreneurs and investors.
U
U.S. Department of State
The U.S. Department of State is a government agency responsible for, among other things, issuing passports and overseeing visa processes. It operates U.S. embassies and consulates around the world. Its official website provides all necessary forms and instructions. It is the key authority for all procedures related to travel and identity documents.
Urgent Travel Appointment
An appointment available for U.S. citizens who need to travel within a few days due to a qualifying emergency, such as a serious illness, injury, or death in the family, or urgent business travel. Applicants must provide proof of the emergency and travel plans. This expedited service is available only at select U.S. passport agencies.
U Visa (Crime Victim Visa)
A humanitarian visa for victims of qualifying serious crimes committed in the United States who have suffered substantial physical or mental abuse and are willing to assist law enforcement or government officials in the investigation or prosecution of those crimes.
It provides lawful status and work authorization in the U.S. and may lead to permanent residency after a period of continuous presence.
Certification of cooperation (Form I-918, Supplement B) from law enforcement or a prosecutor is required.
V
Visa Waiver Program (VWP)
A program that allows citizens of certain countries, including Poland, to travel to the U.S. without a visa for up to 90 days. Prior authorization through the ESTA system is required. The program mainly applies to tourism and business travel. It does not grant the right to work in the United States.
Visa Pages (in Passport)
Special pages in a passport designated for visas and entry/exit stamps. If they run out, travelers may need to renew their passport earlier. Each passport has a limited number of visa pages. U.S. passports no longer allow adding extra pages, so renewal is the only option.
Validity Period
The period during which a passport or visa remains valid. For U.S. passports, it is usually 10 years for adults and 5 years for children. Visa validity varies depending on the type of visa and the applicant’s country of origin. The expiration date determines how long the document remains active.
W
Western Hemisphere Travel Initiative (WHTI)
A program introduced after September 11 that sets travel requirements for entering the U.S. from countries in the Western Hemisphere. It requires travelers to present a passport or other approved travel document. It covers travel from Canada, Mexico, Bermuda, and the Caribbean. It was designed to strengthen border security.
Waiver of Ineligibility (Form I-601)
A form that allows individuals to apply for a waiver of inadmissibility to the United States in cases of certain visa barriers. It may apply to previous immigration violations or health-related issues. Approval of the waiver permits issuance of a visa despite prior restrictions. The process requires strong justification and supporting evidence.
Work Visa
A general term for visas that authorize legal employment in the United States, such as H-1B, L-1, or O-1. Each category has different requirements and application procedures. Work visas are typically sponsored by U.S. employers. They are one of the primary pathways to extended residence in the U.S.
X
Xerox Copy of ID (Supporting Docs)
A photocopy of an identity document required in passport and visa applications. This often applies to a driver’s license, birth certificate, or naturalization certificate. Copies are typically needed for mailed applications. They must be clear, complete, and usually in black and white.
Y
Youth Passport (Under 16)
A passport issued to children under the age of 16. It is valid for only 5 years, unlike adult passports, which are valid for 10 years. Both parents or guardians must be present during the application, or a notarized consent form (DS-3053) must be provided. Additional safeguards are in place to protect children from abduction.
Year of Expiration (Visa/Passport)
The date until which a passport or visa remains valid. It is crucial for travel planning, as many countries require a passport to be valid for at least six months beyond the entry date. Once expired, the document must be renewed. This information is always printed on the data page of the passport or the visa sticker.
Yellow Fever Vaccination Certificate
An international certificate of vaccination against yellow fever. It may be required when traveling from the U.S. to certain tropical countries. While not directly part of the visa process, it is often checked at border crossings. It is valid for life after the vaccination is administered.
Z
Zone – Machine Readable Zone (MRZ)
The area in a passport or visa where the holder’s information is encoded for machine reading. It enables quick scanning of documents at border control. The MRZ is a mandatory feature of modern biometric passports. It enhances security and speeds up processing.
Zero Balance Receipt (Fee Proof)
A receipt confirming full payment of passport or visa application fees. It is issued after all charges have been paid. It is often required as proof during later stages of the application process. It ensures that the applicant has no outstanding balances.
Zip Code Verification (Visa/Passport Mail)
The process of checking that a U.S. postal ZIP code matches the applicant’s address when submitting applications. It helps prevent errors in the delivery of documents, such as a renewed passport sent by mail. ZIP code verification is also a standard security measure in online transactions. An incorrect code may cause delays in delivery.