A Complete Guide for New Parents and International Families**
When a baby is born in the United States—whether to local parents, international parents, or through surrogacy—there are several essential documents that must be obtained shortly after birth. These documents are important for medical coverage, identity verification, and international travel. They are also required for applying for a U.S. passport or a Chinese Travel Document.
This guide explains each document, how to apply, typical timelines, and state-by-state differences that parents should be aware of.
1. U.S. Birth Certificate (Birth Certificate)
The birth certificate is the baby’s first official identity document, issued by the state’s Vital Records Office. Hospitals generally collect parental information within 24 hours after delivery and submit it to the state for processing.
Processing Time
Many states: 2–4 weeks by mail
Some states: same-day or next-day pick-up (walk-in service)
Why You Need It
Apply for Social Security Number (SSN)
- Apply for a U.S. passport
- Apply for a Chinese Travel Document
- Register for medical insurance
- Parent Tip
Request 3–4 certified copies. You will need them for future travel, documentation, school admission, and legal procedures.
2. Social Security Number (SSN)
The SSN is a lifelong identification number used for taxes, banking, medical records, and government benefits.
Hospitals often submit the SSN application automatically, but parents may also apply themselves.
How to Apply
Hospital submission (most common)
- In person at Social Security Administration (SSA)
- By mail (slower)
- Timeline
Usually 2–6 weeks after submission.
If the card does not arrive, parents may request a replacement or submit Form DS-86 (Statement of Non-Receipt of SSN).
Why SSN Matters
Required for medical insurance
- Needed for U.S. passport application
- Important for future tax and benefit filings
- 3. U.S. Passport
If the child will travel internationally—especially to return to their parents’ home country—a U.S. passport is essential.
Application Requirements
Both parents must appear in person
If one parent cannot attend, notarized Form DS-3053 is required
Documents needed:
- Original birth certificate
- Parents’ passports
- Baby’s photo
- Completed Form DS-11
- Can You Expedite a Passport?
Yes. In cities like Los Angeles and San Francisco:
Same-day or 72-hour emergency service available
- Standard expedited service: 2–3 weeks
4. Chinese Travel Document (for families with Chinese nationality)
Many Chinese families, including parents of surrogate-born babies, need a Travel Document (旅行证) for the baby to enter China.
Typical Requirements
U.S. birth certificate
- Parents’ passports
- Nationality declaration forms
- SSN or a Statement of Non-Receipt
- Baby’s photo
- Online application order
- Important Notes
Most consulates require the baby to appear in person
Missing or unclear documents may delay approval
- Surrogacy cases may require additional supporting legal documents depending on the consulate
- 5. Why Processing Time Varies by State
Each U.S. state has its own Vital Records system. This leads to differences in birth certificate processing time.
Examples:
California (CA)
Typically 2–4 weeks
- Many counties allow walk-in same-day pick-up
Texas (TX)
Hospitals may issue a temporary proof-of-birth letter immediately
- Arizona (AZ)
Parents can often obtain the official birth certificate the same day
Missouri (MO)
Hospitals may take several days to submit information
- Birth certificate usually ready in 3–4 weeks
Families should understand local processing systems to plan passport or travel document applications accordingly.