Passport Information

ORIGINAL DOCUMENTS VERIFICATION

Original documents should be shown at the counter for verification and taken back, when application is submitted in person, or through authority letter if permissible. Self-attested copies of required documents should be enclosed with the application in both cases of submission of application at the counter or through post, when permissible. Original documents should accompany the application when it is sent by post. (In place of Original residency card, its photocopy attested by Notary or Police or Hony. Consul General, may be sent)

  1. General Instructions
  2. Reissue and Replacement of Passports
  3. Fresh passport for new born child
  4. Phasing out of Non-Machine Readable Passports
  5. Acquisition of Foreign Nationality and surrender of Indian passport
  6. Fee Structure (Passport, OCI, PIO and miscellaneous services)
  7. Affidavit for passport of minor child living in India – Annexure H
  8. Joint Affidavit for passport of minor child - By both biological parents of child born out of wedlock - Appendix 27
  9. Affidavit for passport of minor child - By single parent of child born out of wedlock, etc. cases – Annexure C
  10. Affidavit for passport of minor child - When one parent's consent has not been taken – Annexure G
  11. Affidavit with application in lieu of lost damaged passport
  12. Personal particulars form
  13. Guidelines for Photographs
  14. Sample Photographs
  15. Passports ready for collection
  16. Passports by Post

General Instructions

Who can apply by post/or through authority letter to close blood relative:

An applicant who has residency card/student visa/entramite of Spain or Andorra can submit passport application either in person at the counter in the Embassy or by post except in  cases, last held passport expired for more than one year cases, Emergency Certificate applications, applicants who do not have residence permit and some other cases where personal appearance of the applicant is mandatory. Please check for the completeness of the application forms so as to avoid further visits. The checklists of documents required for each service are given on the website.

Applicants applying by post for passport services are advised to submit all original documents, along with self-attested photocopies of all the documents. Please mention the service applied for on the outside of the envelope in which application is sent. Applications should meet all the requirements (photos, photo copies of all documents, signature etc.) as stated in relevant sections while sending by post otherwise the applications may be sent back for completion of documents.

Email id column in the Applications must be filled in for intimating the receipt number and to facilitate faster communication.

If, due to medical or any such reason, an applicant is not in a position to apply in person, only a close family member (spouse or blood relative) can apply on behalf of an applicant with a proper authority letter (please see the link ‘Application Forms and affidavits’) from the applicant authorizing the close family member (spouse or blood relative) to apply on applicant’s behalf. The close family member will be required to produce this authority letter and his/her original passport/identity paper/document establishing the proof of his/her relationship with the applicant while submitting the application on behalf of the applicant.

Despatch/Delivery of passport by post:

Reissue passport (except empadronamiento cases) and fresh passport of new born child can either be sent by post or collected by the applicants from the counter, as desired by the applicant at the time of submission of application.  In case the passport is to be dispatched by post or application is sent By Post, these must be accompanied by a pre-paid (preferably Recorded/Registered/Special delivery) self-addressed good quality envelope of appropriate size.  Please note the passport will be sent to the passport applicant, and in the case of small child to either parent (who is Indian national), only at the address given in the application form. In case you change your address, please keep in touch with the old address.

Passports are normally issued within 4 – 5 weeks from the date of application, as they have to be printed in India. Postal applications may take another two weeks in to and fro transit time. Please pay special attention to the photograph submitted with the application. The photographs have to be as per specifications given on the website of the Embassy in the Passport link : http://www.embassyindia.es/consular-services/passport-information .  Submission of photographs that do not match the ICAO specifications, may delay the printing of passports. Applications where the previous passports have been issued by other Passport Issuing Authorities and in which references are required to be made to them, may take longer. 

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Reissue and Replacement of Passports

Reissue Passport

Application for reissue of a passport can be submitted up to one year before expiry of passport. A passport can also be reissued any time on exhaustion of visa pages, change in facial appearance, change in particulars (which requires additional documentation)/signature. All citizens are requested to apply for reissue of passport well before the date of expiry of passport. Besides normal documentation, in the event of applying for reissue of passport more than 3 years after date of expiry, an affidavit and additional fee of €12 are required.

Documents required for reissue of passport
  1. Passport application form duly filled in online at http://passport.gov.in/nri/OnlineRegistration.jsp?pocode=ESPM  then saved, printed and completed in all respects, duly signed including affixing of photo as per specifications given in the link Guidelines for photographs and Sample Photographs,
  2. old (present) passport in original,
  3. self attested copy of front and back particulars page and all observation/renewal/endorsement pages of passport,
  4. self-affidavit / explanation, if any (change in particulars/ signature/delay in application beyond 3 years after expiry of passport),
  5. self attested photocopy of residency card/entramite/empadroniemento, and additional documents if any to prove residency (with English translation). Please bring original documents for verification and return.
  6. two additional photo from same snap as affixed in the form (to be signed on the back),
  7. and payment of fees given in the right hand side link at Fee Structure, by giro postal or by cash at counter.
Additional documents in certain cases:
  1. For Complete/substantial name change/Married women wishing to revert to maiden name when not divorced or widowed:
    1. Prescribed Deed Poll/Sworn Affidavit regarding change of name.
    2. Two original newspapers cuttings announcing the change of name (one popular daily newspaper from permanent residence in India and one from current place of residence).
    3. To wait for 30 days before submitting application.
  2. For Name change, after marriage/remarriage:
    1. Original Marriage certificate Apostilled or attested by Consular Section of the Ministry of Foreign Affairs of the issuing country. In case of marriage certificate issued from any country other than India and Spain, the same is to be attested by the Indian High Commission / Indian Embassy / Indian Consulate in that country. OR A notarized joint photo affidavit signed by both husband and wife.
    2. Self-attested photocopy of the spouse’s passport, if any.
    3. Prescribed Deed Poll/Sworn Affidavit regarding change of name. (Deed poll is not required for substitution of maiden surname with surname of husband.)
  3. For Name change by divorcees/widow(er):
    1. Original Divorce decree/certificate issued by the competent Court and Apostilled or attested by Consular Section of the Ministry of Foreign Affairs of the issuing country. In case of divorce decree/certificate issued from any country other than India and Spain, the same is to be attested by the Indian High Commission / Indian Embassy / Indian Consulate/ in that country.
    2. Original Death certificate (in case of expired spouse) Apostilled or attested by Consular Section of the Ministry of Foreign Affairs of the issuing country. In case of marriage certificate issued from any country other than India and Spain, the same is to be attested by the Indian High Commission / Indian Embassy / Indian Consulate in that country.
    3. Prescribed Deed Poll/Sworn Affidavit regarding change of name.
Documents required for replacement of passport
  1. Passport application form duly filled in online at http://passport.gov.in/nri/OnlineRegistration.jsp?pocode=ESPM then saved, printed and completed in all respects, duly signed including affixing of photo as per specifications given in the link Guidelines for photographs and Sample Photographs,
  2. self attested copy of FIR/Police report with English translation (not required for damaged passport),
  3. copy of passport (if available),
  4. self-affidavit explaining circumstances of loss of passport in the prescribed proforma,
  5. affidavit for delay beyond 3 years of expiry of passport, if any,
  6. self attested photocopy of residency card/entramite/empadroniemento, and additional documents if any to prove residency (with English translation). Please bring original documents for verification and return.
  7. two additional photo from same snap as affixed in the form (to be signed on the back),
  8. and payment of fees given in the right hand side link at Fee Structure, by cash at counter.
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Fresh passport for new born child

An application for passport for the new born child can be accepted only after registration of birth (please see “Attestations, Certificates, Registrations” under Consular Services).  It is not permissible to apply for registration of birth/passport for child, if a foreign passport has been obtained.

Documents required for issue of passport to new born child:

  1. Passport application form duly filled in on line at http://passport.gov.in/nri/OnlineRegistration.jsp?pocode=ESPM, saved, printed and signed by both parents and thumb impression of the child,
  2. Self-attested copy of child’s birth registration certificate issued by the Embassy (please see “Attestations, Certificates, Registrations” under Consular Services),
  3. Self-attested copies of passports of both parents with spouse names entered in their passports,
  4. Self-attested copy of family book, containing the child's birth details (With English translation),
  5. Self-attested copy of birth certificate issued by local authorities (With English translation),
  6. Self-attested copy of residency cards/entramite of parents (With English translation),
  7. Two additional photo from same snap (as affixed in the form) as per specifications given in the link Guidelines for photographs and Sample Photographs under Consular Services at the website of Embassy,
  8. Payment of fees for fresh passport for child, at counter by cash, as per link: http://www.embassyindia.es/consular-services/passport-information/fee-structure .
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Phasing out of Non-Machine Readable Passports

The International Civil Aviation Organisation (ICAO) has set a deadline of the 24th November 2015 for globally phasing out all non-Machine Readable Passports (MRPs). From 25th November 2015 onwards, foreign Governments may deny visa or entry to any person travelling with a non-MRP passport.

All handwritten passports with pasted photos earlier issued by Government of India are considered non-MRP passports. All 20-year validity passports will also fall in this category. The Government started issuing MRP passports since 2001. All new Indian passports are ICAO-compliant MRP passports.

Indian citizens residing in India and abroad and holding handwritten passports as well as 20-year passports with validity beyond the 24th November 2015, should, therefore, apply for re-issue of passports and obtain MRP passports well before the deadline in order to avoid any inconvenience in obtaining foreign visa or immigration problem.

It may also be noted that any changes in the particulars inside the laminated pages will henceforth require re-issue of passport. Holders of short validity passports may also apply for issue of a new passport upon expiry of the validity of the existing passport.

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Fee Structure (Passport, OCI, PIO and miscellaneous services)

(Updated on 1st October 2012, valid until further revision)
Mode of payment: By cash at Embassy counter, by giro postal for applications sent by post or courier)

I. Passport

a. Normal Fees

(1) Re-issue of passport on expiry of validity of existing passport (can be reissued up to one year before the actual date of expiry);Fresh passport after exhausting all visa pages in existing passport; New passport on change in Appearance/signature;10 yr validity passport for Minor children between 15-18 years of age; Married woman applying for reissue of Passport to include surname of husband with her name in the passport €63
(2) As in (i) above with change in name/surname (excluding a married woman applying for reissue of Passport to include surname of husband with her name in the passport) OR when applied for after three years from final expiry of passport (with affidavit) €75
(3) Duplicate in lieu of Lost/Stolen/Damaged passport €113
(4) Passport for minor children below the age of 18 years with 5 year validity/ or up to 18 years, whichever is less (children above 15 years has option to take 10 year validity passport on payment of fee of €63)(For new born child registration of birth fee €28 should also be paid, in addition). €43

Note: Embassy issues only 36 page passport.

II. Travel documents

(6) Emergency Certificate €15
(7) Duplicate EC in lieu of lost/stolen/damaged EC €30
(8)Certificate of identity (only additional booklet)[IC cannot be reissued by the Mission on final expiry] €43
(9)Duplicate Certificate of Identity in lieu of a valid IC which has been lost/stolen/damaged €43

III. Misc. services on Indian passport/Travel document (including surrender of Indian passport/Renunciation of Indian citizenship on acquisition of foreign nationality)

(10) Renewal of passports no more permitted – Passports to be Reissued only.
(11) Misc. services on passport such as change of address in passport, inclusion/deletion of spouse name in passport, any other change in laminated pages in passport – now requires Reissue of passport.
(12) Surrender of Indian Passport in respect of acquisition of foreign nationality on or before 31st May 2010 €28
(13) Renunciation of Indian citizenship and surrender of Indian passport onacquisition of foreign nationality on or after 1st June 2010 €127
"(14) Renewal of Certificate of Identity up to final validity of 10 years (if issued initially for shorter validity)/Misc. service on IC €6
(15)Registration of birth (of new born child) €28
(15)Registration of birth (of new born child) €28
(16) Death Certificate €25
(17) Power of Attorney relating to property (moveable or immoveable), Police Clearance Certificate, various other Certificates (except Death Certificate) €28
(18) Pension papers/Life Certificate for Pension purpose Free

IV. Other Miscellaneous Consular Services (mainly attestation) for both Indian and foreign nationals

(19) Attestation of civil documents (affidavits, educational certificates, Sponsorship certificates, marriage certificates, wills, Power of Attorney, etc) €15
(20) Attestation of affidavits/documents relating to property (sale/purchase/mortgage/transfer/gift/power of attorney, etc) €28
(21) Attestation of Trade/Commercial documents or issue of certificate relating to exports from India (each document) €28
(22) Attestation of Trade/Commercial documents or issue of certificate relating to imports in to India (each document) €65
(23)Attestation of documents pertaining to sale,purchase, mortgage, transfer of vessel or transfer of one's interest in merchant vessel (each document) €323
(24)Attestation of other documents pertaining to ship/vessel (such as, certificate, verification, etc.) (eachdocument) €65

V. OCI Card

(25) New OCI card €219
(26) Duplicate OCI Card in the event of loss/damage €79
(27) Re-issue of OCI card, in case of issue of new passport, change of particulars, correction of particulars, etc. €23

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Guidelines for Photographs

It has been observed that the photos submitted by applicants are of unacceptable quality as they do not meet the requirements specified in International Civil Aviation Organization (ICAO) Document 9303 Part 1, Volume 1, page IV-54) for Machine Readable Passports.

The International Civil Aviation Organisation (ICAO) has stipulated certain mandatory specifications for passport photos. The salient points are given below:-

  1. The image should be 2 inches by 2 inches;
  2. The image must have adequate brightness and contrast;
  3. The skin tone should be natural.  In case of over-exposure or under-exposure of the photo, the skin is either too dark or too light, photo will not be acceptable;
  4. It should show a close up of the head and (partial) shoulders;
  5. The image should be straight looking, centered with neutral expression;
  6. Face should be in sharp focus and clear with no ink marks/creases/lines;
  7. The face (from forehead edge to bottom of chin) should be 70 to 80% of the photo or one inch height;
  8. The eyes must be open and no hair obscuring the face;
  9. Prescription glasses if worn should be clear and thin framed and should not have flash reflection or obscure the eyes;
  10. Head coverings, hair, head-dress or facial ornaments should not obscure the face;
  11. The photo must have plain  light background;
  12. There must be no other people or object in the photo;
  13. The lighting must be uniform with no shadows on the face or behind;
  14. Red eye photos are not allowed;
  15. No lines are allowed.
  16. The photo should be ideally printed by professional photo studio with continuous tone; and good resolution.  Polaroid photos or photos printed with ordinary printers will not be suitable for scanning.

Flexibility in Children's photographs:  Babies under one year do not have to have their eyes open. As regards the photograph of the children under ten years of age, requirements can be somewhat relaxed in respect of height of the face, and the position of the Eyes in the photographs; and in case of babies and infants also, the position of the face, the facial expression, the eyes and the line of sight can have some relaxation. However, a frontal photograph with clarity is required for children. I t s h o u l d show the child alone (no chair backs, toys or other people visible), looking at the camera with a neutral expression and the mouth closed. Photographs taken with a digital camera should be of high quality color.

Mission has been asked to reject the photos that are not in accordance to ICAO guidelines as the Passports issued with photos that do not match the ICAO specifications are liable to be rejected by foreign immigration authorities, and could result in extreme inconvenience to the passport holder.

Sample photos are given on the website of the Embassy at www.embassyindia.es.  Link to the sample photos is as follows: http://www.embassyindia.es/consular-services/passport-information/sample-photographs.   

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Sample Photographs

Sample Photographs for the purpose of Passport, OCI & PIO cards, Emergency Certificate and Certificate of Identity

The quality of the photograph appearing on the passport depends on the photograph that is submitted at the time of applying for a passport. The passport seekers are, therefore, advised to submit the photographs, as specified.

Sample Photo

  • The photograph should be in colour and of the size of 2 inches x 2 inches (51 mm x 51 mm)
  • The photo-print should be clear and with a continuous-tone quality.
  • It should have full face, front view, eyes open.
  • Photo should present full head from top of hair to bottom of chin.
  • Center head within frame.
  • The background should be a plain white or off-white.
  • There should not be any distracting shadows on the face or on the background.
  • Head coverings are not permitted except for religious reasons, but the facial features from bottom of chin to top of forehead and both edges of the face must be clearly shown.
  • The expression on the face should look natural.
Sample Photo example

Do's and Dont's for a Proper photo:

(i)Front View

  • The photo should capture full face, front view, with eyes open. The head should be in the centre of the frame.
  • There should be no distracting shadows on the face or background.




  • Make sure photo presents full head from top of hair to bottom of chin; height of head should measure 1 inch to 1-3/8 inches (25 mm to 35 mm).
  • Make sure eye height is between 1-1/8 inches to 1-3.
Sample Photo example Front View

(ii)Lighting on face and background

  • The light should be even and balanced to avoid shadows on the face.
  • Background behind the face should be properly illuminated to avoid shadows in the background.
Sample Photo example Lighting on face and background

(iii) Photograph Print Properties

  • The photograph should be in size 2 inch x 2 inch (51 mm x 51 mm) and in colour.
  • Print photo on thin photo paper or stock.
  • Ensure the print is clear and has a continuous-tone quality.
  • Do not retouch or otherwise enhance or soften the photo.
Sample Photo example Photograph Print Properties

(iv) Resolution and Printing Quality

  • High-resolution photography and printing are strongly recommended.
  • Both conventional and digital photography are acceptable, and conventional or digital printing methods may be used.
  • Resulting print should exhibit a continuous - tone quality regardless of the print method used (dye sublimation, ink jet, laser, etc.)
  • Digitally printed photos should be produced without visible pixels or dot patterns and should be of high quality colour.
  • Fine facial features should be discernible.
Sample Photo example Resolution and Printing Quality

(v) Contrast and Colour

  • Brightness and contrast should be adjusted to present the subject and background accurately.
  • Photos without proper contrast or colour may obscure unique facial features. Colour should reproduce natural skin tones.
  • Fluorescent or other lighting with unbalanced colour may cause unwanted colour cast in the photo. Appropriate filters can eliminate improper colour balance.
Sample Photo example Contrast and Colour

(vi) Head & Eyes- Position and Background

  • Head should face the camera directly and should not tilt or turned(portrait style).
  • Photo must show both edges of the face clearly.
  • The eyes must be open, level and clearly visible and must not be covered by hairs or eye-glass frames.
Sample Photo example Head & Eyes- Position and Background

(vii) Eyeglasses

  • Glare on eyeglasses should be avoided with a slight upward or downward tilt of the head. No tinted or dark glasses.
Sample Photo example Eyeglasses

(viii) Head coverings

  • Glare on eyeglasses should be avoided with a slight upward or downward tilt of the head. No tinted or dark glasses.It is not permitted except for religious reasons, but the facial features from bottom of chin to top of forehead and both edges of the face must be clearly shown.
Sample Photo example Eyeglasses

(ix) Exposure and Lighting

  • There should not be any over-exposure or under-exposure which results in an unusable photo.
  • There should be a three-point balanced lighting. Facial features
  • should be clearly evident in the photo.
  • Lighting should be adjusted to avoid shadows on the face or background. Diffuse sources of light, such as umbrella lights, are preferable to point sources.
Sample Photo example Exposure and Lighting

(x) Flexibility in Children's photographs

  • Babies under one year do not have to have their eyes open.
  • As regards the photograph of the children under ten years of age, requirements can be somewhat relaxed in respect of height of the face, and the position of the eyes in the photographs; and in case of babies and infants also, the position of the face, the facial expression, the eyes and the line of sight can have some relaxation. However, a frontal photograph with clarity is required for children. It should show the child alone (no chair backs, toys or other people visible), looking at the camera with a neutral expression and the mouth closed.
Sample Photo example Flexibility in Children's photographs

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