Library of Congress

Duplication Services

The Library of Congress > Duplication Services > Instructions for Ordering

Instructions for Ordering

Duplication Services copies all materials in accordance with the U.S. copyright laws and other restrictions. The Library's Duplication Services Section must cover the cost of providing reproductive products and services by charging fees since we do not receive appropriated funds from the U.S. Government.

Step-By-Step

Important Information

  • If you have an existing order, please include your Sales Quote or Sales Order Number on all correspondence.
  • Deposit accounts & standing orders are no longer available. If you are an existing account holder, contact us for clarification.
  • DS Federal ID Number: 536002532

Step 1: Read "Conditions of Order and Use"

Conditions of order and use

Step 2: Find Material

Find the material you want by searching the Library of Congress Collections. Several systems provide access to bibliographic information about items in the Library's collections -- in some cases digitized versions of the item may also be viewed online.

For help in locating material, please see Guide to the Collections for guidance.

All orders must be accompanied by the REPRODUCTION NUMBER, CALL NUMBER, or DIGITAL ID for each individual item (these numbers can be found in online catalog records and are often included in publications). If numbers are not found via these means, they must be identified through your research or by requesting research services in the reading room that has custody of the material.

Step 3: Complete Order Request

  • Online Order Form - This is the preferred way to send your order to Duplication Services
    • This allows you to get an estimate of the exact materials you would like from within our collections based on the information you obtained in Step 2 above. Once this online order is submitted to us, we can confirm the order pricing based on the availability of the material. We will then send you a Sales Order Number for you to proceed with processing your payment as detailed in Step 4 below.
  • If you are unable to access the order form above, you can use the appropriate PDF below to submit a hard copy of the order form to Duplication Services.

Step 4: Choose a Payment Method

  • Prepayment is Required (Exemptions)
  • Credit Card (MasterCard, Visa, Discover, American Express; see Credit Card Policy)
    • Pay.gov: If you want to pay via credit card, visit our secure payment page at www.pay.gov to complete the payment form and process your credit card payment. To ensure your transaction is processed, please use the "Sales Order Number" you receive from us after we have confirmed your order submission. You must have your "Sales Order Number" to complete this form.
  • Money Order or Checks
    • We only accept checks and money orders drawn on U.S. Banks.
    • Make checks and money orders payable to: Library of Congress, Duplication Services
    • Ensure your Sales Order Number is listed on the check or money order.
    • Submit payments via mail instructions provided in Step 5 below.

Step 5: Send Your Order

  • Online Order Form is the fastest, most efficient, and preferred way to send your order to Duplication Services, Customer Service Section.
    • NOTE: If you submit your order via online order form, you do not need to send us a duplicate copy via fax, email, surface mail, or courier.
  • Fax or e-mail your completed order forms to Duplication Services.
    • Fax: 202-707-1771. Fax service is available 24 hours.
    • Email duplicationservices@loc.gov
      Send email with attachments anytime.
      You can attach the pdf form or scan a printed form and attach to email.
  • Surface mail: Not recommended
    • Expect delays of 3 weeks or more for all surface mail communications with DS. Because of security measures in effect in Washington, DC, all mail handled by the US Postal Service is subject to special handling, including irradiation, and inevitable delays ranging from two to six weeks. For faster service, send correspondence via email or private courier services such as FedEx, DHL, or UPS.
    • Private courier service. Send checks or money orders using a private courier service (for example, Federal Express, DHL, UPS, etc.). These deliveries are screened offsite. Your orders will reach us in 5-7 work days.
    • Mailing address:
      Library of Congress
      Office of Business Enterprises
      Duplication Services
      101 Independence Avenue, SE
      Washington, DC 20540-4917

Questions about orders should be directed to the Customer Service Unit.

Customer Service Phone: 202-707-5640.

Customer service is available: 8:00 am to 4:30 pm Monday – Friday excluding Federal holidays

Address Changes

When your order is completed, it is mailed to the address which was supplied on your order form. If you need to make changes to your account such as the address, company contacts, etc., please notify us immediately.

Shipping

Shipping Charges

  • All Shipments are sent via a traceable method, such as FedEx or Surface Mail. For FedEx shipments, they require a street address, as they are unable to ship to a PO Box.

When you place your order, you can choose from the following delivery options. Shipping charges are based on the base cost of the order. This base cost does not include the order processing or shipping fees.

Each option differs in cost and in speed of delivery. Here are your options:

Domestic Shipping Rates

International Shipping

Rush Orders

Duplication Services offers its customers a rush service option for most (but not all) of its services. Using RUSH service, orders are completed in 10 business days. This service is available for an additional fee and does not include expedited shipping. Please note that the delivery date is not included in the 10-day turnaround time. Expedited shipping is available at an additional charge for all orders. Please contact Customer Service for assistance.

Shipping to Multiple Addresses

If you would like to ship items to multiple addresses, please place a separate order for each address. All applicable delivery and handling charges will be charged for each order.

Can I ship using my FedEx Account Number?

When you provide us with your shipper number, we can ship using your FedEx Account. In this instance, you will not be charged shipping fees.

Shipping Procedures

We require a street address to ensure proper delivery and to obtain appropriate delivery confirmation. Each package and overpack is legibly and durably marked with the name and full address, including ZIP/postal code, of the shipper and consignee.

An additional fee of $13 will be charged for all packages sent through USPS. Packages addressed to a P.O. Box address, Army Post Office (APO), and Fleet Post Office (FPO) cannot be shipped via UPS or FedEx. All shipments to APO, FPO, DPO addresses are sent via U.S. Priority or First Class Mail with Delivery Confirmation, which is an extra charge. We estimate 5 to 7 business days for delivery once the order has been shipped; however, some destinations may take up to 6 weeks.

All orders must be fully pre-paid before shipment. Duplication Services must receive payment before shipping. You can pay by check drawn on a U.S. bank, Visa, Mastercard, Discover, American Express, International money order, but payment must arrive before the product goes out.

If you already know your tracking or delivery confirmation number, you can follow the links below to track your order:

Payments

All orders require pre-payment unless they are exempt

Pre-payment exception:
U.S. state and local agencies prohibited by government regulation from prepaying will be allowed to buy on credit if you supply Duplication Services with a copy of the regulation strictly prohibiting prepayment.

Credit Card Policy

We accept MasterCard, Visa, Discover, American Express. Pay online via our secure payment page at www.pay.gov to complete the payment form and process your credit card payment. To ensure your transaction is processed, please use the "Sales Order Number" you receive from us after we have confirmed your order submission. You must have your "Sales Order Number" to complete this form.

If your credit card is declined more than twice or if you send multiple credit card numbers due to declines in approval, Duplication Services will not process your order via credit card. You will be required to submit your payment via EFT and provide an additional amount sufficient to track courier delivery of your products. As an additional security measure, customers may be asked to submit the three digit verification number that is found on the back of their credit card.

Check or Money Order Payments

We recommend all payments be sent via FedEx, DHL, UPS or private courier service to prevent delays.

  • Expect delays of 3 weeks or more for all surface mail communications with Duplication Services. Because of security measures in effect in Washington, DC, all mail handled by the US Postal Service is subject to special handling, including irradiation, and inevitable delays ranging from two to six weeks. For faster service, send correspondence via email or private courier services such as FedEx, DHL, or UPS.
  • Private courier service.
    Send checks or money orders using a private courier service (for example, Federal Express, DHL, UPS, etc.). These deliveries are screened offsite. Your orders will reach us in 5-7 work days.
  • Mailing address:
    Library of Congress
    Office of Business Enterprises
    Duplication Services
    101 Independence Avenue S.E.
    Washington, DC 20540-4917

Services Requiring Additional Charges

Additional Charges apply to handling items such as daguerreotypes, encapsulated material, bound material requiring slip sheeting to prevent bleed-through of text, etc., masking to delete portions, grouping separate materials for one exposure, and handling material which can not be brought to the digital lab. Fees are based on time needed to perform the task. In addition:

  • Rare Materials: a $22.00 Handling Fee will be added to your order if the original material is deemed to be rare and can only be handled by Duplication Services' staff for an extremely short period of time.
  • Negatives: orders for negatives made from an existing negative must include the price of an 8" x 10" print.

Online Order

  • Select and Customize the Product You Want to Order Online

    When you are ready to order, use the online order form. Fill in the information requested at each step of the online ordering process. This will help ensure your order is fulfilled to you expectations and delivered as soon as possible. All orders must be accompanied by the REPRODUCTION NUMBER, CALL NUMBER, or DIGITAL ID for each individual item. These numbers can be found in online catalog records and are often included in publications that reference the original materials.

  • Check the Order Summary

    From the Order Summary page, you can click on "Go Back" if you want to add other items to your order by clicking on "Add Another", or you can click the "Next" button to start placing the estimate request. Please take a moment to review all the items you have placed in your cart before you click the "Accept" button.

  • Enter a Shipping Address

    Tell us where you would like your order to be delivered. Please provide a street address where someone will be available on the day of delivery. A Customer Service Representative will verify the delivery address before processing your order. You can also choose the Delivery Method for your order, considering how fast you want your order to be delivered after it ships. The Delivery option only affects the time it takes for your order to be delivered after it is sent for delivery. It does not include the time it takes us to process your order and have it prepared for delivery.

  • Review and Submit Order

    Check the accuracy of all the information you provided and make sure you have included everything you are requesting. When you are ready, click the "Submit Your Order" button.

  • What’s Next?

    After you place your estimate request, we will send you an email response that acknowledges the receipt or confirmation of your order within one business day. This email includes your order details, estimate number, customer number and the estimated delivery date. If we need further clarification about your order, an online sales representative will contact you within one to three business days after you place your order.

Returns

Returns and Remakes

The Library of Congress, Duplication Services' goal is that you are completely satisfied with your purchase. We take pride in the quality of the products and services we sell and offering great customer service is our top priority. If you are not completely satisfied with your purchase, please follow the guidelines detailed below and we will help you to return your purchase.

If within 30 days of receipt of your purchase, you are not completely satisfied, with any reproduction you order, we will either provide a remake order or a full product refund, excluding shipping fees and the non-refundable processing fee. Duplication Services must be notified within 30 days of having delivered the order, and the order shipped back to Duplication Services in a timely manner.

Simply indicate the reason for your return, include a copy of the order form with your return, and wrap the package securely. For your protection, we recommend you purchase insurance on your package for the value of the merchandise being returned. If you do not have your order form, please indicate the order number on a separate piece of paper and send the package to the following address:

Library of Congress, Office of Business Enterprises
Duplication Services
101 Independence Avenue, SE
Washington, DC 20540-4917

Non-Returnable Items

Some items cannot be returned or refunded, including:

  • Copy cards
  • Miscellaneous photos purchased at the Public Service Counter

No returns, refunds, or exchanges after 30 days of delivery.

Customer Service

Our Customer Service Staff will gladly answer your calls during operating hours. If they are occupied with another customer, you may leave a message or send an email. We make every effort to respond either the same day or the next working day to all voice and email messages.

Questions about orders should be directed to the Customer Service Unit.

Customer Service Phone: 202-707-5640.
Customer service is available 8:00 am to 4:30 pm Monday – Friday excluding Federal holidays

Hours: 8:00 am – 4:30 pm
Monday-Friday
Excluding federal holidays

Library of Congress
Office of Business Enterprises
Duplication Services
101 Independence Avenue, SE
Washington, DC 20540-4917

Phone: 1-202-707-5640
Fax: 202-707-1771

Email: duplicationservices@loc.gov