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Process


Applicants please note that Indian Machine Readable Passports (MRP) are not prepared in the Embassy and issued to the individuals from its office in Warsaw. Passports are prepared and printed by the authorities in India and sent to us for onward despatch to their rightful owners. The process starts with the applicant depositing completely filled in Passport Application along with all the necessary documents; the case is then referred to authorities in India. If everything is found correct by them, the passport is printed and sent to the Embassy. 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.

1. RE-ISSUE OF PASSPORT AFTER FINAL EXPIRY OR IN CASE OF PAGES EXHAUSTED
2. RE-ISSUE OF PASSPORT OF MINOR (LESS THAN 18 YEARS)
3. BIRTH REGISTRATION OF A NEW-BORN BABY WITH THE EMBASSY WITHIN ONE YEAR FROM THE DATE OF BIRTH AND ISSUE OF PASSPORT- TO BE SUBMITTED IN PERSON
4. RE-ISSUE OF PASSPORT UPON LOSS OR DAMAGE OF EXISTING PASSORT
5. CHANGE OF NAME (SURNAME/MIDDLE NAME) FOLLOWING A MARRIAGE OF INDIAN WOMEN IN THEIR PASSPORTS
6. CHANGE OF NAME IN THE PASSPORT (NORMAL PROCEDURE)
6A. MINOR CORRECTION IN NAME AND SPLITTING OF NAME INTO GIVEN NAME AND SURNAME
7. EMERGENCY CERTIFICATE

To track the Application status and other Information, please visit https://portal3.passportindia.gov.in/Online/index.html

There will be additional payment of PLN 8.00 as ICWF charges for all Passport and Passport related Services

1. RE-ISSUE OF PASSPORT AFTER FINAL EXPIRY OR IN CASE OF PAGES EXHAUSTED

  • Online Passport Application form completely filled in on internet at https://embassy.passportindia.gov.in/ 
  • Indian passport along with self-attested first and last pages of passport
  • Original and self-attested photocopy of Polish Resident card
  • 4 passport size photographs with light backgroundClick here for photo specification
  • If married : original appostilled marriage certificate and its copy
  • Original and self-attested photocopies of spouse passport (first and last page)
  • Electricity or gas or telephone bill, voter ID card or Aadhar Card as proof of address (in case of change in address)
  • Fees

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2. RE-ISSUE OF PASSPORT OF MINOR (LESS THAN 18 YEARS)

Copy of marriage certificate of parents with English translation (original apostilled to be produced for verification). If mother’s name is entered in father’s passport or vice-versa, the marriage certificate need not be submitted.

Both the parents along with the minor have to be present at the time of submission of application form

2 A. RE-ISSUE OF 10 YEAR VALIDITY PASSPORT OF MINOR (Between 15-18 YEARS) :

Note: Both the parents along with the minor have to be present at the time of submission of application form

3.    BIRTH REGISTRATION OF A NEW-BORN BABY WITH THE EMBASSY WITHIN ONE YEAR FROM THE DATE OF BIRTH AND ISSUE OF PASSPORT- TO BE SUBMITTED IN PERSON

Documents for Birth Registration

  1. 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.

  2. Photocopy of apostilled birth certificate of the child and original for verification.

  3. Original valid passport of parents and self-attested photocopy of first and last page.

  4. Original valid Polish Visa/TRC of parents and self-attested photocopy.

  5. Copy of the certificate of Indian citizenship if acquired by registration/naturalization.

  6. Copy of the marriage certificate of the parents’ alongwith original for verification.

  7. Fee is to be paid by card only. Fees

Documents for passport application

  1. Online Passport Application form completely filled in on internet at  https://embassy.passportindia.gov.in/ 

  2. Annexure H

  3. Declaration of parents

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

  5. Original parents Polish Resident Card and their photocopy.

  6. Original apostilled birth certificate with English translation and its copy.

  7. Original apostilled marriage certificate of parents with English translation and its copy

  8. Original and photocopies of parents Polish Resident Card.

  9. 4 passport size photographs with light background Click here for photo specification

Note: Both the parents along with the new-born have to be present at the time of submission of application form.

4. RE-ISSUE OF PASSPORT UPON LOSS OR DAMAGE OF EXISTING PASSPORT

  • Online Passport Application form completely filled in on internet at https://embassy.passportindia.gov.in/ 
  • 4 recent passport size photographs of with light background (identical ones) Click here for photo specification
  • Police declaration in original (which will be kept with the Embassy) where applicable
  • Self-attested photocopies of the first and last pages of the lost/damaged passport including Polish visa where applicable.
  • Photocopy of Polish Resident permit
  • Letter of explanation (circumstance under which loss of passport occurred)
  • Affidavit form L

5. CHANGE OF NAME (SURNAME/MIDDLE NAME) FOLLOWING A MARRIAGE OF INDIAN WOMEN IN THEIR PASSPORTS

Upon marriage, if Indian women citizens wish to change their names (change/addition of surname), they can do so by following a procedure of submitting the following documents with the Embassy:

  • Online Passport Application form completely filled in on internet at https://embassy.passportindia.gov.in/ 
  • 4 recent passport size photographs of with light background Click here for photo specification
  • Original Passport with Self-attested photocopies of the first and last pages of the passport
  • Original Passport of spouse with Self-attested photocopies of the first and last pages of the passport
  • Copy of Residence Permit/card
  • Affidavit regarding change of name
  • Marriage certificate issued by Registrar of Marriages (it must be attested by the Home Department of concerned State Government and then attested/apostilled by the Consular Division in the Ministry of External Affairs in New Delhi)

KINDLY NOTE THAT CHANGE OF NAME AFTER MARRIAGE AS PER THE ABOVE-MENTIONED PROCEDURE IS ALLOWED TO A FEMALE INDIAN APPLICANT ONLY. TO CHANGE THEIR NAMES, INDIAN MALE APPLICANTS IN ALL CASES AND INDIAN FEMALE APPLICANTS IN CASES OTHER THAN MARRIAGE ARE REQUIRED TO FOLLOW THE NORMAL PROCEDURE AS MENTIONED BELOW.

6. CHANGE OF NAME IN THE PASSPORT (NORMAL PROCEDURE)
The applicant (both male and female) should submit:

  • Online Passport Application form completely filled in on internet at https://embassy.passportindia.gov.in/ 
  • 4 recent passport size photographs of with light background Click here for photo specification
  • Original Passport with Self-attested photocopies of the first and last pages of the passport
  • Copy of self attested Residence Permit (Original to be produced for verification)
  • 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/Lithuania. Waiting time of 30 days is mandatory after the last publication.
  • Affidavit regarding change of name in prescribed format signed in the presence oaf Consular Officer (Issue of new passport)

If the appearance of an applicant has changed significantly since the issue of his/her last passport, an Indian national can apply for a fresh passport with a recent photograph. The following documents are required to be submitted:

  • Online Passport Application form
  • 4 recent passport size photographs of with light background Current Passport in original + photocopy of passport both (first and last) laminated pages
  • A notarised affidavit explaining the circumstances under which the service is requested.
  • Copy of Residence Permit (Original to be produced for verification)

At least two public/school documents issued in the desired/applied changed name[ new name] to ascertain that the applicant has actually changed his/her name

6A. MINOR CORRECTION IN NAME AND SPLITTING OF NAME INTO GIVEN NAME AND 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). The most recent name as shown in at least a couple of personal documents, educational certificates etc. issued by Government authorities are to be submitted in such cases.

(iv) 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.

7. EMERGENCY CERTIFICATE

IN CASE OF DEPORTATION OF INDIAN NATIONALS BY POLISH/LITHUANIAN AUTHORITIES

In the case of deportation of immigrants caught by the Polish/Lithuanian Police authorities for repatriation back to India, the police authorities need to either deposit or send by post the following documents to the Embassy for the Embassy to process the case further:

Completely filled in Emergency Certificate  Application ( https://embassy.passportindia.gov.in/  )
Letter from the police authorities explaining the circumstances (including the charges levied) under which the individual needs to be repatriated, four colour photographs, photocopy of passport of the person (to held in establishing the identity/nationality of the person)

CANCELLATION OF INDIAN PASSPORT/SURRENDER OF INDIAN NATIONALITY AFTER ACQUISITION OF FOREIGN NATIONALITY

INSTANCES HAVE COME TO THE NOTICE OF THE EMBASSY WHEREIN INDIAN NATIONALS HAVE BEEN FOUND TO BE USING THEIR INDIAN PASSPORT EVEN AFTER ACQUIRING FOREIGN CITIZENSHIP/PASSPORT.

If a holder of an Indian Passport acquires nationality of another country, he/she must immediately surrender his/her Indian Passport forthwith to the nearest Indian Mission/Post abroad. Unauthorised possession of an Indian Passport shall constitute an offence punishable under the Indian Passports Act, 1967.