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How to apply

Application for a New Passport / Reissue of Passport

[For the issue of an Indian (Normal - 36 pages or Jumbo - 60 pages) International Passport – New or after expiry of 10 years (Final) validity or when pages in the existing passport have been exhausted/and for Duplicate Passport in lieu of Lost/Damaged Passport/change of name/photograph/address / correction or endorsement requiring issue of a new booklet]

Please note the step by step procedure for applying new passport (re-issue)

  • A passport is generally issued for a validity period of 10 years.

  • A new passport (termed as Re-issue) is required to be obtained and may be applied one year before the expiry of validity of the current passport (at least 6 months) or if the pages in the Passport are getting exhausted (less than 4 pages).

  • Application for a new passport as re-issue case is required to be submitted well ahead of time, at least two to three months before the date of expiry of the current passport to facilitate processing of the application and issue of new passport in time, as a new passport is re-issued only after fresh police verification from India.

Procedure for application: 

  1. Application form: Indian Citizens are required to register online for a new Passport at
    https://embassy.passportindia.gov.in

  2. Current passport (original) along with photocopies of first page, last page, proof of residence in any one of the place under the jurisdiction of Consulate General of India, Guangzhou and the valid Resident Permit/Visa page.

  3. Four recent colour passport size photographs (Recent 5cm*5cm, front pose, full face photograph where the ears are visible in white backdrop).

  4. If any change needed in the Personal information in Passport (except change of date of birth), then submit documentary proof of the same.

Note:

  • The completed online application may be submitted at the Consulate’s counter on any working day between 09.30 to 12.00 hours. No Prior appointment is required.

  • Applicants may sometimes face difficulty in accessing the online application format due to technical reasons. In such circumstances, it is advisable to try after a while.  Applicants are also advised to use computers with latest version of software operating systems.

  • Applicants may please note that New Passport booklets are printed in India (Delhi).  Applicants are intimated through e-mail (cons.guangzhou@mea.gov.in) on arrival of their passports from India.

  • The Applicant has to come in person either to submit the application form or to collect the new passport.

Application for a New Passport / Reissue of Passport (For children below 18 years)

(I) For Children born in China:

Before applying for the passport for a newborn child, the parents should register the birth of the child by following the procedure given below:

REGISTRATION OF BIRTH (As Indian Citizen) 

  1. Refer link- https://indiancitizenshiponline.nic.in

  2. Click/select option “Registration of Birth child under section 4(1) - last option.

  3. Fill ONLINE application.

  4. Upload the documents (photo & birth certificate of the child; marriage certificate, passports, photograph & signature of the parents).

  5. Birth Certificate and Marriage certificate, if issued by Chinese authorities, must be notarized / authenticated by MFA, China. For Indian marriage certificate, it should be notarized by MEA, Patiala House New Delhi.

  6. Submit the application online and take two copies of the application after its online submission (a ref No will be allotted ONLINE).

  7. Visit the Consulate with all the original documents (passports of the parents, notarized Birth & Marriage certificate, above downloaded ONLINE Forms) along with a copy of each document.

  8. Submit the application along with fee of RMB 184 (in cash).

  9. Indian Birth certificate will be issued after necessary formalities.

  10. All original documents (including passport) are to be submitted for verification and will be returned.

Procedure for application: 

  1. Duly filled in online application form, refer link at https://embassy.passportindia.gov.in. .

  2. Birth certificate along with a photocopy.

  3. Marriage certificate of parents with a photocopy.

    1. Birth Certificate and Marriage certificate, if in Chinese, must be notarised/ authenticated by MFA, China.

    2. For marriage certificate issued in India, it should be notarised by MEA, Patiala House New Delhi.

  4. Current passports of parents along with photocopies.

  5. Four recent coloured passport size photos of the child (Recent 5cm*5cm, front pose, full face photograph where the ears are visible in white backdrop).

  6. Print out of the online registration of birth.

  7. Declaration to be signed by the parents – Annexure D (Declaration Form)

(II) For Children born outside China:

Passport is issued for a validity of 05 years or up to the age of 18 years whichever happens earlier. Children between the ages of 15 and 18 have the option to apply for minor passport valid until he/she attains 18 years of age or a 10 year validity passport.

Both the parents need to be present during the time of submission of the application.

Procedure for application: (Fresh issue / Reissue)

  1. Duly filled in online application form, refer link at https://embassy.passportindia.gov.in..

  2. Current passport (original) along with photocopies of first page, last page and the valid Resident Permit/Visa page, if applicable.

  3. Four recent coloured passport size photos of the child (Recent 5cm*5cm, front pose, full face photograph where the ears are visible in white backdrop).

  4. Declaration to be signed by the parents – Annexure D (Declaration Form)

Note:

  • The completed online application may be submitted at the Consulate’s counter on any working day between 09.30 to 12.00 hours. No Prior appointment is required

  •  Applicants may sometimes face difficulty in accessing the online application format due to technical reasons. In such circumstances, it is advisable to try after a while.  Applicants are also advised to use computers with latest version of software operating systems.

  • Applicants may please note that New Passport booklets are printed in India (Delhi).  Applicants are intimated through e-mail (cons.guangzhou@mea.gov.in) on arrival of their passports from India.

  • Both the parents of the applicant have to come in person to submit the passport form

Reissue of Passport in lieu of lost/damaged passport

Procedure for application: 

  1. Duly filled in online application form, refer link at https://embassy.passportindia.gov.in.  

  2. Police complaint regarding loss of passport.

  3. Certificate issued by the Exit-Entry Bureau mentioning the loss of passport.

    • If a student, current school/college/university ID, and Letter from school/college/university in China

  4. Photocopy of the lost passport and current visa page.

  5. Applicant should submit a written application stating the circumstances under which the passport was lost / damaged.

  6. Four recent passport size coloured photographs (Recent 5cm*5cm, front pose, full face photograph where the ears are visible in white backdrop)

Note:

  • Only applicants having residence visa in China will be issued new passports. Applicants on other visas will be issued Emergency Certificate in lieu of lost/damaged passport.

  • If the Passport is not issued from Shanghai, then a duplicate passport is issued only on receipt of confirmation from the concerned Regional Passport Office in India or the relevant Passport issuing authority.

  • The completed application may be submitted at the Consulate’s counter on any working day between 09.30 to 12.00 hours.

  • Applicants may sometimes face difficulty in accessing the online application format due to technical reasons. In such circumstances, it is advisable to try after a while.  Applicants are also advised to use computers with latest version software operating systems.

  • Applicants may please note that New Passport booklets are printed in India (Delhi). Applicants are intimated through e-mail (cons.guangzhou@mea.gov.in) on arrival of their passports from India.

Emergency Certificate

Guidelines

  1. Emergency certificate (EC) is a one-way travel document to India;

  2. EC can be issued only on an individual’s formal request;

  3. It is mandatory for an individual requesting an EC to apply in person at the Consulate. 

  4. EC is issued to individuals who have lost their passports; their passports are damaged; or their passports have expired for a long time;

  5. EC is issued only when a new passport cannot be issued.

  6. EC is issued primarily to facilitate the individual’s return to India in case of an emergency;

  7. EC can be issued only when the individual’s Indian nationality is confirmed;

  8. If an individual is under orders of deportation, the application should be submitted through the Chinese Government authority.  The EC will be delivered to the agency concerned and not to an agent or third party.

How to apply:

  1. Please register online at https://embassy.passportindia.gov.in and choose ‘Emergency Certificate’ in the service desired box. Please submit the print-out at the Consulate after completing the blank fields in the application by hand, paste the required no. of photos and enclosing the required documents. You can submit the online registered application any day during working hours 9.30 am to 1200 hours. No Prior appointment is required. The online registration is free of cost. 

  2. In case the Applicant is not able to complete the formalities as mentioned above, he may present himself to the consulate and request to complete the formalities.

  3. Attach a self-attested photocopy of the following:

    1. All previous passports in original and photocopy of the first two and last two pages, and of the page containing Chinese visa of the current passport.

    2. Indian Photo Identify Card – including Driving License, Ration Card, Election Commission ID, PAN card, or any other government issued document containing photo and indicating Indian nationality of the applicant

  4. Original Police Report lodged with the Police about loss of passport

  5. A letter from EXIT ENTRY BUREAU mentioning details of entry into China

  6. A letter on a plain paper addressed to the Consulate General of India, Shanghai, explaining the circumstances of the loss of passport and as to the reason why an Emergency Certificate is required;
  7. Proof of temporary residence in China issued by the Hotel in which the applicant is staying, if applicable.

  8. Submission: The completed application along with enclosures [please bring along originals for verification and return] should be submitted at the counter of the Consulate General of India, Shanghai between 0930 and 1200 hours on any working day. For security reasons, EC applications are accepted only from the applicants and not through third party.

Police Clearance Certificate

Documents required

(1). Current Passport.

(2). Photocopies of first page, last page of passport, proof of residence in one of the place under the jurisdiction of Consulate General of India, Guangzhou and valid Resident Permit/Visa page.

(3). Fill PCC form at the link : - https://embassy.passportindia.gov.in and bring hard copy of it.

(4). Photographs-3 (White background of 5x5 cm size)

(5). Employer letter (latest in English) mentioning offer details, with passport No and present residential address. For address proof - registration slip issued by local PSB for other cases.

(6). Fee: RMB 191.00 (in cash).

(7). Collection of fee/documents, Time – 09.30 AM to 12.00 Noon and Delivery of consular services - 4 to 5 PM on any working days.

(8). All original documents (including passport) are to be submitted for verification and returned.

Note: PCC will be issued only after receipt of fresh Police Verification on the PCC application from the relevant Police authorities in India. The Embassy would communicate to the applicant once the clearance is received and PCC is ready to be issued. Applicants are advised to apply for PCC well ahead of time as issue of PCC would only be done after due Police verification in accordance with revised instructions in this regard.

FAQs on Passport Services

FAQs on Consular Services & OCI Card

Personal Particulars Form(For availing passport services when your current passport was issued outside Guangzhou)
   
Application for ECNR endorsement ['Emigration Check Not Required']

Sworn Affidavit - general proforma

Sworn Affidavit for date of birth

Sworn Affidavit/Declaration of Parents who apply for passport in favour of a minor child

Sworn Affidavit by a parent to convey No Objection for issue of passport in favour of a minor child in India

Form H - Affidavit/Declaration by applicant's parent(s) or guardian for issue of passport to minor child

Change of Appearance - format of Sworn Affidavit

Change of name - format of Sworn Affidavit

Change of name of a minor child - format of Sworn Affidavit

Proforma for Declaration for English translation of documents in Hindi/regional languages

Proforma for Sponsorship Declaration

Sworn Affidavit for driving license

Sworn Affidavit for Marriage

Joint Sworn Affidavit for Marriage

Application Forms for solemnizing marriage under Foreign Marriage Act, 1969 (Consular Marriage)

Proforma for registration of death