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Issue / Re-issue of passport

Overview

In compliance with the regulations of International Civil Aviation Organisation (ICAO), only machine readable printed passports are now to be accepted for international travel.

Indian Passports are generally issued with a validity of 10 years (except in the case of children up to the age of 15 years where it is issued for a validity of 5 years). Their re-issue thereafter involves the issuance of a new passport. Wherever any change are required in personal particulars pages of the passport, a new passport needs to be obtained as the practice of hand written endorsements in the existing passport no longer exists.

Similarly, a new passport needs to be obtained where the existing Passports have run out of available pages for visas etc. A new passport can be issued one year before final expiry or on final expiry of any passport issued for full validity of 10 years (5 years in the case of minors).

Cases of passport re-issue can be considered as follows:

  • If there are insufficient pages in the current passport
  • If the applicant has lost or damaged their passport
  • If the passport is expired and the validity of visa/resident card has also expired
  • If the passport is expired and the visa/resident card is valid
  • If adding / deleting spouse name
  • If the applicant has changed their name subsequent to marriage/remarriage/divorce/death of spouse etc.
  • If the applicant has changed their name for other reasons
  • If the applicant has changed their signature
  • If the applicant has changed their address
  • If the applicant has changed their appearance

Fees

Your payment allows you to deposit an application. The latter can be accepted, refused or modified by the Embassy of India in its full right. Once fees have been paid, they cannot be refunded, even in a case of an application refusal or cancellation.

Modes of payment

Please refer to the page of the mode of submission that you are planning to use to find the list of accepted modes of payment.

Fees Chart

The price of your application is made up of fixed service charges and variable consular charges. Please consult the fees chart below in order to calculate the total amount to pay.

Print Fees Brochure

Documents Required

Kindly print the check list which corresponds with the service you wish to apply for and attach it with your application. It must be filled in and signed. Incomplete applications will not be accepted.

Print Passport Issue/Re-Issue Checklist

Photo Specifications

In case of passport or OCI card applications applicants must strictly follow the below guidelines. Note that your application may be refused due to incorrect photos.

A photo service is available in our centres however this may not be suitable in the case of new born babies and young children. We therefore advise you to obtain the photos before visiting the centre in these cases. 

Sample Photo example

  • 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.
  • Centre 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.

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

(i)Front View

Sample Photo example 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.

(ii)Lighting on face and background

Sample Photo example 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.

(iii) Photograph Print Properties

Sample Photo example 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.

(iv) Resolution and Printing Quality

Sample Photo example 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.

(v) Contrast and Colour

Sample Photo example 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.

(vi) Head & Eyes- Position and Background

Sample Photo example 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.

(vii) Eyeglasses

Sample Photo example Eyeglasses

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

(viii) Head coverings

Sample Photo example Eyeglasses

  • 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.

(ix) Exposure and Lighting

Sample Photo example 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.

(x) Flexibility in Children's photographs

Sample Photo example 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.

Processing Time

The Embassy of India and VFS Global Spain SL cannot, in any circumstances, be held responsible for any applications which are not completed in time for your intended date of departure. Kindly note that obtaining a passport is not automatic; your application may be accepted, modified or refused by the Embassy of India in its full right.

Applications processed individually

Each application is processed individually by the Embassy of India: as a result processing times may vary between applications that appear to be similar. It is particularly frequent for families and groups who have submitted their applications simultaneously to receive their passport with a few days gap.

Minimum processing times

The company VFS Global Spain SL has no influence over the processing times of a passport application: these depend essentially on the Embassy of India and to a lesser extent on the postal services (in case you have opted for a return courier service). We are therefore not in a position to guarantee maximum processing times. We are only able to communicate minimum processing times, provided for information purposes only. 

Minimum processing times for a Passport application
Mode of  Submission Minimum Processing Time
In Madrid Minimum 3 weeks but may take longer
In Barcelona Minimum 4 weeks but may take longer
In Las Palmas Minimum 4 weeks but may take longer
By Post Minimum 4 weeks but may take longer

The Embassy of India reserves the right to withhold any application submitted for an in-depth examination


IMPORTANT:

Empadronamiento cases, where a confirmation is required to be made to Spanish authorities or other passport issuing authorities: There is no definite time-frame for this type of case, it may take up to 6-8 weeks or may take longer time.

Download Forms

Online Application Form

The Government of India has now introduced the Online Registration Form for all overseas Indian nationals seeking passport services. The procedure would now enable the Indian nationals residing overseas to obtain printed passports.

As a private outsourcing partner of the Embassy of India, Madrid, VFS Global Spain SL has no influence over the content of the website or the form and are not in a position to modify its content or structure.

Instructions to fill in the online application form

Link:Click Here

Step 1:

Select “Online Registration Form”

Step 2:

Choose Mission: - Spain

Step 3:

Fill details in online application form and click “Save & Continue”

Step 4:

Click “Generate PDF”

Step 5:

Take printout of the PDF File

Step 6:

Fill blank columns by blue/black pen and sign on all three pages

Frequent errors / Important Information

  • It is recommended to note the registration number for future use.
  • You should not to use any special characters or punctuation in any questions on the form: these could lead to errors during the processing of your application.
  • All the details in the application form should be as per your current passport unless you are requesting some changes in them. In case of a change, new details need to be filled in and required supporting documents need to be provided as per the checklist.
  • In case of a new born baby’s passport, details should be as per birth certificate and supporting documents as mentioned in the checklist.
  • In case of minor, Q28 needs to be filled in by parents by printing their name and signing.
  • Q29 is only for the signature / thumb impression of the applicant. In case applicant is unable to sign or provide thumb impression, Q 29 boxes need to be left blank. Parents cannot sign on behalf of the child in this column.
  • Where names of people are asked (parents, grandparents, spouse) please ensure to write their full name and not just the first name or surname.
  • No manual corrections should be made on the application form. In case of a mistake you will be required to fill a new form or modify the existing one online. Applicant will be responsible for any wrong entries in the application form
  • It is an offence under the Passports Act, 1967 to knowingly furnish false information or to suppress material information when applying for Passport Services.
  • If you observe printing mistake in your newly issued passport, please inform the centre immediately
  • In all cases of re-issue of passport applications (except in lost/stolen cases, where the prescribed procedure for new passport need to be followed) last held/expired passport in original needs to be submitted along with the duly filled-in application form and other required documents. Old Passports will be returned to the applicant after cancellation along with the new passport. Valid visas in the old passport(s) are not cancelled and can be used after cancellation of the passport until the date of expiry of the visa.
  • 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-Machine Readable Passport. All handwritten passports with pasted photos earlier issued by Government of India are considered non-Machine Readable Passports. All 20-years validity passports will also fall in this category. The government started issuing Machine Readable Passports since 2001. All new Indian passports are ICAO-compliant Machine Readable Passports. Indian citizens residing in France and holding handwritten passports as well as 20-years passports with validity beyond the 24th November 2015 should therefore apply for re-issue of passports and obtain Machine Readable Passports well before the deadline, in order to avoid any inconvenience in obtaining foreign visa or immigration problems.

Please note that if the supporting documents provided are not satisfactory, the applicant will be asked to provide more documentary evidence.

ADDITIONAL FORMS

Your application may require additional documents as per your situation or the age of the applicant. You may find all the additional forms on this page.

Form (click on the title to print) Description
Declaration Form Declaration Form to be filled by all applicants when submitting any application
Annexure C Affidavit for a single parent where child is born out of wedlock or other parent’s whereabouts is unknown
Annexure D Affidavit for name change after marriage
Annexure E Affidavit for change in name/deed poll
Annexure K Disputed spouse
Annexure L Affidavit for lost/damaged passport
Personal Particulars Form Personal Particulars Form