Passport info letter from employer

Everything an employer letter must contain to support an expedited U.S. passport application — plus a ready-to-use sample you can copy or download in seconds.

Get my passport fast See the template

Letter requirements

Your employer letter must…

Letters missing any of these items are the most common reason expedited passport requests get sent back. Use the checklist below before your authorized signer prints the document on company letterhead.

What every letter needs

Must be written on company letterhead.
Must contain the name of the applicant sponsored or employed by the company or organization.
Must list the country to be visited.
Must indicate the earliest possible date of departure.
Must be signed by an authorized person (company executive) — someone other than the applicant.

Ready-to-use template

Sample letter

For educational purposes only. Copy the template below, replace each highlighted placeholder with your information, and print on your company's letterhead.

US Department of State

Passport Services

««DATE»»

Dear Sirs/Madam:

Due to the urgent circumstances we kindly ask you to expedite the processing of ««Name»»’s passport application.

Our employee, ««Name»», ««Title»», is scheduled to travel to ««Country»» on ««Exact Travel Date»» to take part in negotiations crucial to our company’s business. They will spend a total of ««Number of Days»» in ««Country»» and are required to obtain a traveling visa prior to departure.

Thank you for your assistance.

Sincerely,

««Authorized Signer»»

««Title»»

««Phone Number»»

Heads up — highlighted boxes are placeholders. Replace each one with the applicant's real information, and have the letter signed by a company executive who is not the applicant. Then print on your official letterhead and include it with the passport application.

Need this fast?

VisaHQ can hand-walk your expedited passport in 24–48 hours

Skip the form fight at the Passport Services office. Our document team reviews your employer letter, builds the application packet, and hand-carries it through the regional agency on your behalf.

Get my passport fast

Questions about U.S. passport requirements? Talk to a VisaHQ passport specialist at +1-202-661-8111.

U.S. Passport services

Whichever passport service you need

VisaHQ handles the embassy paperwork end-to-end — from a brand-new passport to a same-week replacement of a damaged one.

New Passport

Do you need a new passport? VisaHQ offers you the simplest way to get it! Use our quick online system and enjoy your travel.

Get a new passport

Passport Renewal

You've already planned your trip, but your passport is expired? Don't worry, our experts are ready to assist you.

Renew expired passport

Passport for a child

Obtaining a child's passport became easier with VisaHQ. Follow the simple procedure on our website and get all paperwork done on time.

Get a passport for your child

Passport Name Change

It's very important that the name on your passport matches the name you use, so don't delay, apply for your passport name change directly on our website.

Change a name in your passport

Second Passport

If you travel frequently, you may be eligible for a second passport. Apply for it using VisaHQ passport service.

Apply for a second passport

Lost Passport

We can help you to replace your passport if it has been lost or stolen rather than renew it. Use our lost or stolen passport service and be ready for your next trip.

Replace lost or stolen passport

Damaged Passport

We can help you to replace your passport if it has been damaged. Use our lost or stolen passport service and be ready for your next trip.

Replace damaged passport