Official CRBA Checklist 2026: Documents Needed for FS-240 | CRBA Tracker Blog

There is nothing worse than waiting months for a U.S. Embassy appointment, traveling hours with a newborn, and then being turned away because you forgot one piece of paper.

It happens more often than you think.

While you submit digital scans during the eCRBA online process, the consular officer must inspect the original physical documents during your interview. A photocopy will not be accepted. A screenshot on your phone will not be accepted.

Use this checklist to pack your bag the night before your appointment.

1. The Basics

[ ] Appointment Confirmation Page: Printed from the scheduling system. Some embassies will not let you through security without this.
[ ] DS-2029 Application: Print a copy of your submitted form. Officers sometimes cannot access the online system and will ask for a hard copy.
[ ] Payment Receipt: The Pay.gov confirmation email for your $100 fee. Print it — do not rely on your phone screen.
[ ] Passport Photos: Two (2) identical 2x2 inch photos of the baby.
- Eyes must be open. No glasses. White or off-white background only.
- Photos taken within the last 6 months. Pharmacy photos (CVS, Walgreens) are fine.

2. Evidence of Birth

[ ] Local Birth Certificate (Original): Must be the "long form" showing both parents' full names. A hospital-issued certificate is usually not sufficient — get the official government-issued version.
[ ] Prenatal/Hospital Records: Optional but strongly recommended. Ultrasounds, hospital discharge papers, or the baby's vaccination booklet help establish the biological relationship if the birth certificate is questioned. High-demand embassies like Manila and London scrutinize this more closely.

3. Evidence of Parents' Citizenship & Identity

[ ] U.S. Parent's Passport: Original, valid U.S. passport. Bring expired passports too — they can help with physical presence evidence.
[ ] Non-U.S. Parent's Passport: Or valid government-issued National ID card. Must be original, not a copy.
[ ] Naturalization Certificate: Required if the U.S. parent was not born in the U.S. This is non-negotiable.

4. Evidence of Relationship

[ ] Marriage Certificate: Original. If married abroad, you may need an apostille or certified translation.
[ ] Divorce or Death Certificates: If either parent was previously married, you must prove all prior marriages ended legally. This is strictly enforced and catches many applicants off guard. Bring originals for every prior marriage.

5. Evidence of Physical Presence (The Most Important Section)

This is where most applications run into trouble. The U.S. parent must prove they were physically present in the United States for at least 5 years before the child's birth — with at least 2 of those years being after the parent turned 14.

The key word is physically present. Living in the U.S. is not enough. You must prove your body was actually inside the country.

Strong evidence (use these first):

[ ] High School or College Transcripts: The gold standard. Shows you were enrolled and physically attending school in the U.S.
[ ] Employment Records: W-2s, pay stubs, or employer letters. Payroll records prove you were working on U.S. soil.
[ ] Military Records: DD-214 forms or deployment records.
[ ] Medical Records: Hospital visits, doctor's records, or insurance claims from U.S. providers.

Supporting evidence (use to fill gaps):

[ ] Old U.S. Passports: Entry and exit stamps document your physical travel history. Bring every old passport you have.
[ ] Property Records: Lease agreements, mortgage statements, or utility bills in your name.
[ ] School Records: Report cards, enrollment letters, or yearbooks.
[ ] Religious Records: Baptism, confirmation, or other records from U.S.-based institutions.

Weak evidence (bring only to supplement):

Tax Returns (Form 1040): These are considered weak because you can file U.S. taxes while living abroad. Officers know this. Do not rely on tax returns alone.
Bank Statements: Similar issue — you can maintain a U.S. bank account from overseas.

Important: You need to cover the full 5-year requirement, not just isolated years. Build a timeline and identify gaps before your appointment.

6. If Applying for a U.S. Passport at the Same Time

Most parents apply for the baby's first U.S. passport at the same CRBA interview. If you are doing this:

[ ] Form DS-11: Completed but NOT signed. You must sign it in front of the consular officer — signing it beforehand invalidates the form.
[ ] Passport Photos: The same 2x2 inch photos used for the CRBA work here too.
[ ] Passport Fee: An additional $135 for a minor passport. Check your specific embassy's accepted payment methods in advance — some only take cash, some only take card, some require exact change.

Embassy-Specific Notes

Requirements are mostly standardized, but these embassies have known quirks:

Manila, Philippines: One of the highest-volume CRBA embassies. Officers are experienced and thorough. Bring extra copies of everything. Physical presence evidence is scrutinized carefully. Appointments are extremely difficult to get — check live availability here.

London, UK: Generally efficient. Apostilles may be required for non-U.S. documents. Confirm fee payment methods before your appointment.

Bangkok, Thailand: Accepts both cash (Thai Baht) and card. Known for being strict about original documents — photocopies are rejected on the spot.

Cebu, Philippines (Consular Agency): Smaller office with fewer appointments available. Same documents required as Manila. Check Cebu availability here.

Tokyo, Japan: Very process-oriented. All documents must be organized in the exact order requested. Translated documents require certified translations.

When in doubt, call your specific embassy a week before your appointment to confirm any local requirements.

What Happens If You're Missing a Document

If you're missing a minor document (like one pay stub): The officer may accept the rest of your evidence and note the gap. This depends heavily on the officer and the strength of your other evidence.

If you're missing a critical document (like a marriage certificate or naturalization certificate): Your appointment will likely be rescheduled. You will not receive the FS-240 that day.

If your physical presence evidence has gaps: The officer may issue an administrative hold, request additional documents by mail, and delay the case by weeks or months.

The safest approach: bring more than you think you need. There is no penalty for having extra documents.

What NOT to Bring

Photocopies as substitutes for originals: These will be rejected.
Unsigned DS-11 forms that you then sign at home: Must be signed in front of the officer.
Tax returns as your only physical presence proof: Almost never sufficient on their own.
Expired IDs for the non-U.S. parent: Must be current and valid.
Unrelated documents that clutter your folder: Officers appreciate organization. A messy pile of papers slows everything down.

Common Mistakes That Get Appointments Rejected

Forgetting the "long form" birth certificate. The short form (wallet-size) does not show parents' names and will be rejected.
Not bringing proof of prior marriages ending. If either parent was divorced, this is mandatory.
Relying on tax returns alone for physical presence. Build a real timeline with school or employment records.
DS-11 signed before the appointment. The officer will ask you to fill out a new one on the spot, adding time to your appointment.
Passport photos with a colored background. Must be white or off-white only.
Not printing the payment receipt. Some embassies require the paper receipt; showing the email on your phone is not always accepted.

How to Organize Your Documents

Officers see dozens of applicants per day. Being organized makes a real difference:

Use a clear plastic folder with labeled dividers
Order your documents in the same sequence as the sections above
Put originals in front, copies immediately behind each original
Create a one-page cover sheet with your appointment time, case number, and the child's full name

A well-organized folder signals confidence and moves your appointment along faster.

Frequently Asked Questions

What if I was born in the U.S. but have no school records? Start with employment records (W-2s) and old passports with U.S. entry stamps. Medical records from U.S. providers are also strong evidence. If you have genuine gaps, contact a U.S. immigration attorney before your appointment — do not guess.

Can my spouse bring the documents if I can't attend? No. The U.S. citizen parent must be present at the interview in person. There are no exceptions for this.

Does the baby need to be present? Yes. The consular officer needs to see the child in person.

How far in advance should I gather these documents? Start at least 60 days before your appointment. Requesting transcripts, employment letters, and certified translations takes time. Do not leave this for the week before.

What if my physical presence years were split across multiple periods? That is fine — the 5 years do not need to be consecutive. Document each period separately with the strongest evidence you have for that time.

Can I use a notarized letter from a family member to prove physical presence? Generally no. Personal affidavits from family members are considered unreliable. Stick to institutional records.

Keep Track of it All

Feeling overwhelmed? We built a free, interactive tool to help you track these documents right on your phone — check things off as you gather them so nothing gets missed.

Use Our Interactive Checklist Tool →

And if you're still waiting on an embassy appointment, our monitor tracks availability at 50+ embassies worldwide and alerts you the instant a slot opens.

Check Live Appointment Availability →