Embassy of India

Poland

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 .  If you wish to reschedule your appointment, first you need to cancel the appointment at https://www.indianembassywarsaw.gov.in/apt/appointment_search.php , and then, book a new appointment again at 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 passport application along with requisite documents and fee payment.  Fee Payment - Fees is accepted by card only.

v. Tatkal Passport Service facility is not available in Poland.

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. 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

6.  Emergency Certificate

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. If Visa/TRC are expired, current status of TRC application, stamp on passport etc is also required.

e. Copy of the marriage certificate of the parents’ and original.

f. Two ICAO Compliant Photographs for Passport Applications as per ICAO guidelines at the following link
https://mportal.passportindia.gov.in/pdf/Guidelines_for_ICAO_Compliant_Photographs_for_Passport_
Applications.pdf

Documents for passport application

       a. Online Passport Application form completely filled in at https://mportal.passportindia.gov.in/mission/

       b. Annexure D

       c. Declaration of parents

       d. Original Parents passports and their copies (1st and last pages).

Note: Separate set of documents is required for birth registration application and passport application.  Both parents alongwith new-born must be present in 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://mportal.passportindia.gov.in/mission/ 
  
• 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.  If Visa/TRC are expired, current status of TRC application, stamp on passport etc is also required.
• 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.  If Visa/TRC are expired- current status of TRC application, stamp on passport etc is also required.
• If the passport has been lost or damaged, Annexure F is required.
  
• If passport is lost, Copy of FIR with original is required.
  
• Two ICAO Compliant Photographs for Passport Applications as per ICAO guidelines at the following link
  https://mportal.passportindia.gov.in/pdf/Guidelines_for_ICAO_Compliant_Photographs_for_Passport_
  Applications.pdf
  

• Online Passport Application form completely filled in on internet at https://mportal.passportindia.gov.in/mission/
  
• 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.  If Visa TRC is expired, please bring the documents mentioned above in point no. viii of General Instructions.
  
• 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.  If Visa/TRC are expired, current status of TRC application, stamp on passport etc is also required.
• 10th Class/matriculation certificate or equivalent for eligibility of Non-ECR category (if applicable)   
  
• If the passport has been lost or damaged, Annexure F is required.
  
• If passport is lost, Copy of FIR with original is required.
  
• Two ICAO Compliant Photographs for Passport Applications as per ICAO guidelines at the following link
  https://mportal.passportindia.gov.in/pdf/Guidelines_for_ICAO_Compliant_Photographs_for_Passport_
  Applications.pdf
  

If there is any change is requested in the passport entries (e.g. address, name split, spouse name addition etc) check the requisite documents in point 5 below.

Note: Both the parents along with the minor must be present at the embassy at the time of application submission. In case of single parent, Annexure C is required to be filled alongwith supporting documents.

4. Passport reissue normal case(for applicants above 18 years):

 - 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. If Visa TRC      is expired, please bring the documents mentioned above in point no. viii of General Instructions.

 -  Two ICAO Compliant Photographs for Passport Applications as per ICAO guidelines at the following link
https://mportal.passportindia.gov.in/pdf/Guidelines_for_ICAO_Compliant_Photographs_for_Passport_
Applications.pdf

Note : If there is any change is requested in the passport entries (e.g. address, name split, spouse name addition etc.) check the requisite documents in point 5 below.

(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.

• Affidavit regarding change of name in prescribed format signed in the presence of Consular Officer.

(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).

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 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.

6.   Emergency Certificate: