General Instruction for passport application:
i. Applicant is required to prepare the passport application documents as per the required checklist on this page below (whichever applicable).
ii. Instruction for online form filling : Please fill the online passport form carefully at ( https://portal3.passportindia.gov.in/Online/index.html ). If the applicant wants to update/change any data in their existing passport e.g. name change, name separation, Address Change, Spouse name addition, ECR category change etc., please check the document requirement on this page below and bring the supporting documents (original and photocopies) at the time of application submission in the Embassy.
iii. Once all the requisite documents are ready, applicant can visit the embassy after booking online appointment at our website https://www.indianembassywarsaw.gov.in/apt/appointment.php .
iv. Thereafter, applicant is required to visit the embassy as per their scheduled appointment and submit the requisite application documents and fee payment.
Fee Payment - Fees is accepted by card only.
v. Tatkal Service facility is not available in Poland.
vi. After application submission, applicant can track the status of passport application on the website https://portal3.passportindia.gov.in/Online/index.html .
vii. Please note that after application submission, the case in then referred to the authorities in India. If everything is found correct by them, the passport is printed and sent to the Embassy for onward despatch to their rightful owners. Applicants have to be careful about giving proper information in the application form, depositing necessary documents including photocopies wherever necessary and provide appropriate colour photographs. Photos that do not meet the prescribed specifications would be rejected, resulting in Embassy asking for fresh photographs of the applicants thereby delaying the printing of new Passports in India.
viii. If the applicant does not have valid Polish Visa/Residence Permit and their TRC application process is pending with the Polish Authorities, the following documents are required for considering the passport issuance for short validity :-
(a) Expired Polish/Schengen Visa or TRC and its photocopy
(b) Proof that TRC application is submitted and has been acknowledged/registered by the Polish voivodeship e.g. stamp on passport at the time of biometric.
(c) Current status of the residence permit application. The current status can either be online application status or a letter/communication issued by the Polish Voivodeship (not later than 1 month). Mare sending/submitting of TRC application by post will not be considered.
(d) Valid Work Permit (not applicable for students and minors/dependents). For students, Student ID is required.
Requisite documents for different cases are as under :-
Passport Cases :
1. Birth Registration and Fresh Passport application for New-born babies
2. Passport Reissue Case for minors (upto 18 year)
3. Passport reissue for minors (15-18 years)
4. Passport reissue normal case
5. Passport reissue Lost/Damage Case
6. Change in particular of passport (all cases)
(a) Change in name/surname or addition of surname
(b) Change of name/surname of addition of surname by female applicant after marriage
(c) Splitting of name into given name and surname
(d) Minor correction in name/surname
(e) Change in ECR category
(f) Change/correction in parent(s) name
(g) Addition/Delete in spouse name
(h) Change in address
(i) Change of appearance
1. Birth Registration and Fresh Passport application for New-born babies
a. Online filled Birth Registration form at https://indiancitizenshiponline.nic.in/ under tab Registration of birth of a minor child at an Indian Consulate Under section 4(1) of the Citizenship Act, 1955.
b. Original apostilled birth certificate and its copy. If the birth certificate is not multilingual, Sworn English translation is also required.
c. Original valid passport of parents and photocopy of first and last page.
d. Original valid Polish Visa/TRC of parents and photocopy.
e. Copy of the marriage certificate of the parents’ and original.
f. 2 passport size photographs with light background Click here for photo specification
- Fees
Documents for passport application
a. Online Passport Application form completely filled in at https://embassy.passportindia.gov.in/
b. Annexure D
c. Declaration of parents
d. Original Parents passports and their copies (1st and last pages).
e. Original parents Polish Resident Card and their photocopy.
f. Original apostilled birth certificate and its copy. If the birth certificate is not multilingual, Sworn English translation is also required.
g. Original apostilled marriage certificate of parents and its copy. If marriage certificate is in Polish, Sworn English Translation is also required.
h. Original and photocopies of parents Polish Resident Card.
i. 2 passport size photographs with light background Click here for photo specification
Note: Both parents alongwith new-born are required to visit the embassy at the time of application submission.
2. Passport Reissue Case for minors (upto 18 year)
- Online Passport Application form completely filled in on internet at https://embassy.passportindia.gov.in/
- Indian passport in original along with self-attested first and last pages of passport
- Original valid Polish Residence Permit/TRC Card/Visa and its self-attested photocopy.
- Annexure D
- Declaration of parents
- Original passport of parents and photocopy of first and last pages.
- Parents’ Polish Resident Permit/TRC in original and photocopy.
- 2 passport size photographs with light background Click here for photo specification
Fees
Note: Both the parents along with the minor will be required to be present at the embassy. In case of single parent, Annexure C is required to be filled alongwith supporting documents.
3. Passport reissue for minors (15-18 years) :
- Online Passport Application form completely filled in on internet at https://embassy.passportindia.gov.in/
- Indian passport in original along with self-attested first and last pages of passport
- Original valid Polish Residence Permit/TRC Card/Visa and its self-attested photocopy.
- Annexure D
- Declaration of parents
- Original passport of parents and photocopy of first and last pages.
- Parents’ Polish Resident Permit/TRC in original and photocopy.
- 10th Class/matriculation certificate or equivalent for eligibility of Non-ECR category (if applicable)
- 2 passport size photographs with light background Click here for photo specification
Fees
Note: Both the parents along with the minor will be required to be present at the embassy. In case of single parent, Annexure C is required to be filled alongwith supporting documents.
4. Passport reissue normal case:
· - Online Passport Application form completely filled in on internet at https://embassy.passportindia.gov.in/
· - Indian passport in original along with self-attested first and last pages of passport
· - Original valid Polish Residence Permit/TRC Card/Visa and its self-attested photocopy.
· - 2 passport size photographs with light background Click here for photo specification
Fees
5. Passport reissue Lost/Damage Case
· - Online Passport Application form completely filled in on internet at https://embassy.passportindia.gov.in/
· - Photocopy of first and last pages of lost/damaged passport. In case of damaged passport, original passport is also required.
· - Original valid Polish Residence Permit/TRC Card/Visa and its self-attested photocopy.
- 2 passport size photographs with light background Click here for photo specification
· - If passport is lost, Copy of FIR with original.
· - Original valid Polish Resident permit and its self-attested photocopy. If TRC is also lost, self-attested copy of valid Polish Visa.
· - Annexure F
- Fees
6. Change in passport particular(s)
(a) Change in name/surname or addition of surname:
- Original newspaper advertisement announcing change of name, published in two leading daily newspapers. One newspaper should be of area of applicant’s permanent address in India and the other of the area of his present address in Poland. Waiting time of 30 days is mandatory after the last publication.
· At least two public/school documents issued (by Indian Government or state government e.g. Aadhar Card, Voter ID Card, Driving License, education documents, Bank photo passbook etc.) in the desired changed name[new name] to ascertain that the applicant has actually changed his/her name.
(b) Change of name/surname of addition of surname by female applicant after marriage :
- Original apostilled marriage certificate and photocopy. If the marriage certificate is in Polish, Sworn English translation is also required.
- Original Passport of spouse with self-attested photocopies of the first and last pages of the passport.
- Affidavit regarding change of name
(c) Splitting of name into given name and surname
Splitting of given name into first name and surname may be allowed subject to production of at least two public documents in the said name issued (by Indian Government or state government e.g. Aadhar Card, Voter ID Card, Driving License, education documents, Bank photo passbook etc.)
(d) Minor correction in name/surname
The following cases of minor correction in name and splitting of name will not be treated as 'name change cases' and will be considered as under:-
(i) Spelling correction/change of spelling which phonetically does not result in change in name (e.g., D’souza to De Souza);
(ii) Variation of a name as mentioned in Birth Certificate (e.g., Sanjiv to Sanjeev)
(iii) Shifting of words/changing arrangements of various parts of existing name without inserting/ deleting any words /letters in the existing name (e.g., Parmeshwaran Shiva Kumaran to Shiva Parmeshwaran Kumaran).
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At least two public/school documents issued (by Indian Government or state government e.g. Aadhar Card, Voter ID Card, Driving License, education documents, Bank photo passbook etc.) in the desired changed name[new name] to ascertain that the applicant has actually changed his/her name.
(e) Change in ECR category
For removing the Emigration check required stamp on the last page of existing passport, applicant needs to submit 10th class certificate or if the applicant has been living outside India for more than 3 years, table mentioning dates and duration for the same is required. Copy of immigration stamps are also required.
(f) Change/correction in parent(s) name
For small change/spelling correction in parents name, following documents are required :-
- Two Indian IDs/documents of the parent(s) e.g. passport, Aadhar Card, Voter ID Card etc are required.
- Also, two IDs of the applicant reflecting parent(s) correct name are also required e.g. Birth Certificate, Aadhar Card, Voter ID Card, education document, family ID, photo passbook issued by Indian bank etc.
(g) Addition/Delete in spouse name
- For addition of spouse name, original apostilled marriage certificate and its self-attested photocopy is required. If marriage certificate is in Polish, Sworn English translation is also required. Self-attested photocopies of spouse ID e.g. passport (first and last page) or Aadhar Card, Voter ID Card etc. is also required.
- For deletion of spouse name, certified copy of court order for divorce is required. If the document is in Polish, sworn English translation is required.
(h) Change in address
- Voter ID card, Aadhar Card, Driving License, Electricity or gas or telephone or water bill, Photo passbook of running bank account (Indian Bank) as proof of address may be accepted. The address proof can be either in applicant's name or their spouse name. In case of minors (below 18 years), parent's passport/ID is also acceptable. For dependent parents, copy of son/daughters passport is acceptable.
- For changing to Polish address, Permanent Polish address proof i.e. zaswiadczenie o zameldowaniu stalym lub tymczasowym is required.
(i) Change of appearance:
If the appearance of an applicant has changed significantly since the issue of his/her last passport, an Indian national can apply for a passport reissue with a recent photograph. A notarised affidavit explaining the circumstances under which the service is required.
Emergency Certificate:
- Online emergency certificate application form completely filled in on internet at https://embassy.passportindia.gov.in/
- 3 recent passport size photographs of with light background Click here for photo specification
- Self-attested photocopy of the first and last page of the passport
- Copy of Visa/TRC, if available.
- Copy of confirmed flight tickets.
- Fees
