I recently made the trek to Clayallee in Dahlem, near the border with Brandenburg, to register my new baby as an American born abroad and apply for a passport. Considering this is my third child born in Berlin you would expect I would be better prepared, but I am embarrassed to say this was our worst performance yet. With all the turmoil of having my father in the hospital at the end of my pregnancy on top of the typical stressors of actually having a baby and now managing three kids, maybe it isn’t that surprising.

Whatever the case, I thought I would share my insights on applying for the American CRBA (Consular Report of Birth Abroad) and passport while they are fresh in my mind so you are more equipped than I. Because even with official guides and wizards supplied from the State Department, the process can be confusing and – just like the Germans – it is best to be over-prepared. Here are my top tips for applying for the Consular Report of Birth Abroad and first U.S. passport from Germany.

Note: Obviously I am no expert here, just a friendly American abroad happy to share my recent experience. When applying for your American child’s first passport, you should rely on the official resources and wizard as well as the guide to U.S. Passport Applications under 18 years of age.

NOT this embassy PHOTO: Jörg Zägel, CC BY-SA 3.0 via Wikimedia Commons

Do you have to apply in person?
One of the side benefits of the pandemic is that it increased digitalization for many bureaucratic processes (especially in slow-to-adapt-Germany). I was stunned at the change in procedure in applying for a German passport and the naming process from my last child to how much easier it is today post-Covid. The Amt emailed me about the requirements and appointment and I arrived to a calm and relaxed appointment versus a cattle call in a crowded and overheated hallway like last time. It was downright civilized!

However, this is not one of those areas. Applying for a birth abroad and passport require the physical presence of both parents and the child. If one parent cannot attend they must give official permission by completing Form DS-3053 “Statement of Consent”. All parties likeness (even a newborn baby) is checked against their photographs.

Also remember that the American embassy in Berlin is not the stately and enormous building strategically located right beside Brandenburger Tor (and pictured above). The office for citizen services is located far in the south so most people will need to reserve several hours of time for the appointment as well as getting there and back. There are also embassies you can utilize in Frankfurt and Munich and you should consult their specific websites as instructions may vary and visiting procedure can be slightly different. Also be sure to schedule with the correct office when making your appointment.

What can you bring in to the U.S. Embassy?

When visiting the embassy – while frequently intimidating – is also a blast of American customer service. Everyone from the German guards outside (yes – you can expect a high level of security) to the American staff inside are open and friendly in a way that feels refreshing if you have become accustomed to German customer service. There were smiles, kind explanations for any wait times, and accommodation of our different needs.

My husband is diabetic and usually carries his insulin pen and a sweet in case of a low blood sugar. When the guards expressed concern about these items, we said we could leave them in the cubbies outside but hearing they were medical, they instead assigned us an escort who kept the items in case we needed them and followed us for our visit. Private escort – fancy! We were even allowed to bring our diaper bag, although we were advised that usually you should only bring one diaper in hand.

It is prominently noted on the website that most personal items should be left at home of possible. For example, no large bags, American citizens can leave their cell phone in the cubbies at security, etc. With children, we brought our stroller and left it outside. Other parents used a carrier and could wear their baby into their appointment.

Documents required for your American baby born abroad

While there are fairly comprehensive resources for your applications, one thing I found frustrating is that different information seems to be stored in different areas. When making my online appointment for the CRBA, I was confused if I needed to make a separate appointment for the US Passport and how to apply for the social security number.

Good news! You should only make one appointment for the CRBA, then come prepared with completed applications for the CRBA  (Form DS-2029) and Passport (Form DS-11). Nested within the instructions for the CRBA is a single page form testifying you also would like the social security number/card. What I didn’t realize is that I need to make enough copies for both the CRBA and passport application. Oops! Luckily, they took pity on us and made the extra copies at our appointment.

The last tricky bit is the passport photo. I always sweat this part with a newborn, but the truth is they are fairly understanding. While generally photos must have the child face forward, eyes open, plain background, standards are more lenient for babies. Do take note that the passport machines found around most German cities are set to German passport sizes and will not comply with standards for the USA – along with being impossible to prop a newborn into an acceptable position. Full guidelines can be found here.  

Attempts at taking a newborn’s passport photo PHOTO: Erin Porter

One last reminder – Don’t forget to apply for other passports or visas! While one passport might seem plenty for most people, for third culture kids or people living abroad, they need to have everything current before travelling.  For my American family based in Germany, this means along with the U.S. Passport so my baby can fly to the USA and meet his American family, we also must get a German visa so he can re-enter Germany. This is largely a formality and is easy to get (if you can find an appointment at the Bürgeramt), but must be done before leaving. Similarly, if you have a German-American baby born in Germany and plan a trip to the States, they must have their U.S. passport to enter USA and German passport to re-enter Germany. They cannot enter the USA on a German passport if they are a U.S. citizen or re-enter Germany on their American passport. 

Hopefully these tips help you sail through your appointment if you are also applying for a Consular Report of Birth Abroad (CRBA) and first U.S. passport from Germany. My thumbs are pressed for you!