How to Get a Certified Copy of Passport Records (2026): What the State Department Actually Provides
Learn what people usually mean by a certified copy of a passport, when the U.S. State Department can provide passport records or a file search, and why that is different from asking for ordinary application photocopies.
What people usually mean by a certified copy of a passport
This query is usually muddled. Some people mean a certified copy of citizenship evidence they can submit with a passport application. Others mean a copy of an old passport record from the State Department. Those are not the same thing, and mixing them up is the easiest way to waste time.
The State Department’s guidance is clear on the application side: if you do not want to submit an original citizenship document alone, you may provide a second certified copy of that citizenship evidence. But if the real issue is that you cannot find your prior passport or CRBA record, the relevant process is often a file search or a passport record request, not a generic “certified copy of the passport” request.
Citizenship evidence is different from a passport record
| Need | What it actually is | Relevant State Department path |
|---|---|---|
| Certified copy of citizenship evidence | A certified copy of a birth certificate or other underlying citizenship document | Citizenship evidence guidance for passport applications |
| Old passport or CRBA information on file | A State Department record lookup or record copy | File search or passport/vital record request path |
| Ordinary photocopy for your own records | A simple copy you make yourself | Not the same thing as a certified copy or a State Department record request |
When a file search is the real answer
If you previously had a U.S. passport or a Consular Report of Birth Abroad and cannot submit it with your application, the State Department says you may request a file search with the application. That is the relevant route when the record exists in their system but you do not have the document in hand.
This is why the certified-copy question often needs to be reframed. If the missing item is a prior passport record, ask whether you need a file search or a record request. If the missing item is citizenship evidence, ask the office that issued that underlying document for the certified copy.
What the State Department actually provides
The State Department’s replacing-and-certifying-documents section makes the scope fairly narrow. It can provide certain passport and life-event records on file, and it can process file-search requests when applicants cannot submit prior passport evidence. But that is not the same thing as a universal certified-copy service for any passport-related document you can name.
Frequently asked questions
How do I get a certified copy of a passport for a new application?
In many cases, the better question is whether you need a certified copy of the underlying citizenship evidence or a State Department file search for a prior passport record. The route depends on which document is actually missing.
Can the State Department search for an old passport record?
Yes. State Department guidance describes a file-search route for applicants who previously had a U.S. passport or CRBA but cannot submit it with the new application.
Is a photocopy of my passport the same as a certified copy?
No. An ordinary photocopy is not the same as a certified copy or a formal State Department record request.