1
Applying for a passport from outside the UK
Visit www.gov.uk/overseas-passports
Important information
We want to help you get your application right first
time and avoid your passport being delayed. These
are the 3 most common mistakes, please read the
guidance carefully before filling in your form.
Write your reference number
below. This can be found on the
top of your application form
under the barcode.
Supporting
documents
See pages 15-16
2 recent photos
See pages 17-18
Correct fee
See page 19
Contents
Important information before you start 1
How to fill in each section of the
application form 2
Section 1: Which type of passport do you need and
sections to complete 2
Renewal 2
First British passport 3
Replacement 3
Changes 3
Extension 4
Section 2: Who is the passport for? 5
Section 3: Details of previous and current
passports held 6
Section 4: Parent’s details 7
Section 5: Certificate of registration or
naturalisation 9
Section 6: Children aged 12 to 15 9
Section 7: 10
Section 8: More information 10
Section 9: Declaration 11
Section 10: Countersignature 13
Accepted occupations for
countersignatories 14
Documents you need to send us 15
Change of name table 16
Photo guidance 17
Getting your photos right 18
Once you’ve filled in your application 19
Passport fee 19
Passport ownership 19
How much 19
How to pay 19
Where to send 19
Delivery information 19
Contact us 20
Other information 20
Protecting your personal information 20
Service standards 20
Complaints about passports 21
Identity interviews 22
A checklist before you send in your
application Back cover
Look out for these helpful boxes throughout this guidance booklet.
TOP TIP AVOID DELAYS
For additional help and advice, please visit our website at www.gov.uk
To help you find information quicker
throughout this booklet we’ve given
each type of passport a logo.
If you look through this booklet you’ll
see the logo at sections that you need
to be aware of. Pages 2-4 tell you which
passport you need to apply for.
1
This guidance is for British applicants from
certain countries applying for a passport from
outside the UK, using the OS application form.
Don’t book travel or visas until you have your
passport.
We cannot accept responsibility for travel
you book before it arrives. We do our best,
but cannot guarantee to return your passport
within a certain time.
Go to www.gov.uk/overseas-passports to
find out how long it is likely to take for your
passport to arrive.
We do not send form or document
acknowledgements.
If you want to check progress with your
application, please leave at least 4 weeks from
when you submitted your application before
contacting us. For some countries this may be
longer, please check the guidance at www.gov.
uk/overseas-passports
If there isn’t enough space in the boxes
provided please use section 8 of the application
form to give us full details.
AVOID DELAYS
Give us an email address and telephone
number so we can contact you quickly if
needed. This will help us to continue with
your application.
To make sure our emails don’t get missed,
check your spam or junk folder regularly, or
adjust your spam filter settings.
We will contact you on your mobile phone
number if we have any queries about
delivery.
Important information before you start
IMPORTANT:
Please don’t book travel until you’ve received your new passport, as we can’t accept
responsibility for any travel that you book. To avoid delays, we’ll need a fully completed form,
2 suitable photos, the right documents and fee.
IMPORTANT:
Once we have considered your application, we may still need to ask you for more information.
2
Read the information in this section to find out
which type of passport you need to apply for
and what sections you need to fill in. There are 5
different types of application; these are explained
on pages 2-4.
The Child box is for under 16s.
The Adult box is for those 16 or over and those
turning 16 within the next 3 weeks.
Adult passports are normally valid for 10 years
and child passports are normally valid for 5 years.
How to fill in each section of the paper application form
Top tips before you fill in your form
1
Get it right
̐ Don’t book travel until you have your
passport.
̐ We cannot accept responsibility for travel
you book before it arrives. We do our best,
but cannot guarantee to return your
passport within a certain time.
̐ Go to www.direct.gov.uk/passports to find
out how long it is likely to take for your
passport to arrive.
̐ We won’t send you an acknowledgement
of your form.
̐ If you want to check progress with your
application please leave three weeks before
contacting us.
̐ We deal as soon as we can with applications
sent through Check & Send and post.
However, we don’t guarantee we will get the
passport back to you within a certain time.
Can I download a new application form?
No, but you can fill in an application form
online at www.direct.gov.uk/passports and
we will print and post it to you to sign and add
your photographs and supporting documents.
Some of the boxes are small, can I
write outside them?
No. See the example below.
First and middle names
Signature – (keep within the border)
NW
O
RBNHOJ
I’ve made a mistake on the form,
what should I do?
Cross out any mistakes. Do not use correction
fluid. If you make more than three mistakes
on any line or do not provide a clear signature
in section 9, you will need to fill in a new form.
Do I need to send in photos?
Yes, two photos. See page 16 for more advice.
Can I send in a photocopy of a
birth certificate or other supporting
document?
No, you must send in the original. See page 12
for the correct documents.
What is an ‘old blue’ passport?
This is a passport with a blue cover that was
issued in the UK up until 1989. You can’t renew
an expired ‘old blue’ style passport. You must
apply as a first-time applicant and send the blue
passport to us with your supporting documents.
I live abroad. Can I apply in the UK?
Visit www.fco.gov.uk and follow the link
for passports advice. If you do not have access
to the internet, contact your nearest embassy,
consulate or high commission. Do not use the
form that came with these guidance notes
unless you are visiting the UK and plan to replace
your passport while you are here.
I live abroad but I am visiting the UK,
can I apply during my visit?
Yes but you need a UK address we can deliver
your new passport to.
Will I need an interview?
Please see page 23 for more details.
When can I renew my passport?
You can renew your passport whenever you
want. You do not have to wait for it to run out.
We will add any period that your passport has
left to run (in whole months up to nine months),
to your new passport.
Do all applications need
a countersignatory?
No. Check page 10 to find out if you need one.
Things you need to know
Carrier_Layout 1 10/07/2012 16:54 Page 4
2
Get it right
̐ If you have previously held a British
passport as an adult or child that was
issued for five or ten years, it isn’t
damaged and you don’t need to change
any personal details, you need to apply
for a renewal.
̐ Put a cross in the Child box for under 16s.
Put a cross in the Adult box if you are
going to turn 16 in the next few weeks.
̐ Put a cross in the Adult box or Child box
in the Extension option if you are
applying for a full five- or 10-year
passport to replace a passport that was
issued for one year or less.
̐ Put a cross in the relevant ‘Changes
to your existing passport’ box. We will
send you a new passport and you should
pay the same as if you were renewing
your passport.
Adult application
An adult is 16 or over. If you are going to turn 16
in the next few weeks, put a cross in the Adult box.
Adult passports are normally valid for 10 years.
Child application
A child is under 16. Child passports are normally
valid for five years.
Renewal
This applies if your existing undamaged British
passport, your name and British national status
have not changed. If you are renewing a Child’s
passport, put a cross in the Child box if they
are under 16 or Adult box if they are 16 or over.
(Please see ‘Changes’ below if your appearance
has changed.)
First British passport
This applies if you have never had a British
passport before or you were previously
included as a child on someone else’s passport.
This includes those who were not British at
birth but have gained naturalisation or
registration as a British national and are
applying for their first British passport.
Replacement
This applies if you want to replace a British
passport that has been lost, stolen or damaged.
Extension
If your last passport was issued for one year
or less, put a cross in the Extension box.
Changes
This applies to a change in your name, photo
(including where you cannot be recognised
from your current passport photo) or British
national status.
What is a 48-page passport?
A standard passport is 32 pages. If you are a
frequent traveller and need extra space for visas,
select ‘48-page passport’ on the application
form. This is not available for children.
Section 1: What type of passport are you applying for?
How to fill in each section of your application form
Carrier_Layout 1 10/07/2012 16:54 Page 5
Complete your paper form in CAPITAL LETTERS
and BLACK ballpoint pen only.
Do not write outside the white boxes or outside
the signature borders.
AVOID DELAYS
If you make a mistake, cross it out. Do not
use correction fluid. If you make more than 3
mistakes on any line or do not provide a clear
signature in sections 6 or 9, you will need to
fill out a new form.
If your form needs countersigning, your
countersignatory must also write in the
white boxes and sign within the signature
box at section 10.
TOP TIP
To help you find information quicker
throughout this booklet, we have given each
type of passport a logo. If you look through
this booklet you will see the logo at sections
that you need to be aware of.
Renewal
This applies if:
your existing British passport is not damaged
AND
your name, date of birth, place of birth, gender,
appearance and nationality has not changed
Renewal
Sections to complete
Adult
16 or above*
1 2 3 9
Child
Under 16
1 2 3 4 6
If aged
12-15**
9
* Or about to turn 16 in the next 3 weeks
** Or about to turn 12 in the next 3 weeks
Section 10 must be completed for:
all children aged 11 or under
everyone who is not recognisable from their previous passport photo.
The countersignatory must complete section 10 and correctly certify one of your photos.
See countersignatory section on pages 13-14.
Section 1: Which type of passport do you need and sections to complete
3
First British passport
This applies if you:
have never had a British passport before
were included as a child on someone else’s passport
are renewing a passport that is handwritten
have become a British national by naturalisation
or registration
First British passport
Sections to complete
Adult
16 or above*
1 2 3 4 5 9
Child
Under 16
1 2 3 4 5 6
If aged
12-15**
9
* Or about to turn 16 in the next 3 weeks
** Or about to turn 12 in the next 3 weeks
Section 10 must be completed for: all adult and child applications
The countersignatory must complete section 10 and correctly certify one of your photos.
See countersignatory section on page 13-14.
Replacement
This applies if:
you want to replace a British passport that has
been lost, stolen or damaged
Replacement
Sections to complete
Adult
16 or above*
1 2 3 4 8
if passport
damaged
9
Child
Under 16
1 2 3 4 6
If aged
12-15**
8
if passport
damaged
9
* Or about to turn 16 in the next 3 weeks
** Or about to turn 12 in the next 3 weeks
Section 10 must be completed for: all adult and child applications
The countersignatory must complete section 10 and correctly certify one of your photos.
See countersignatory section on page 13-14.
Changes
This applies if you want to change your current
British passport. You’re changing:
your name, date of birth, place of birth, gender
or nationality
your photo (including where you cannot be
recognised from your current passport photo)
Changes
Sections to complete
Adult
16 or above*
1 2 3 4 5 9
Child
Under 16
1 2 3 4 5 6
If aged
12-15**
9
* Or about to turn 16 in the next 3 weeks
** Or about to turn 12 in the next 3 weeks
Section 10 must be completed for:
all children aged 11 or under
everyone who is not recognisable from their previous passport photo.
The countersignatory must complete section 10 and correctly certify one of your photos.
See countersignatory section on pages 13-14.
4
Extension
This applies if your last passport was issued for
one year or less.
Extension
Sections to complete
Adult
16 or above*
1 2 3 4 9
Child
Under 16
1
2 3
4 6
If aged
12-15**
9
* Or about to turn 16 in the next 3 weeks
** Or about to turn 12 in the next 3 weeks
Section 10 must be completed for:
all children aged 11 or under
everyone who is not recognisable from their previous passport photo.
The countersignatory must complete section 10 and correctly certify one of your photos.
See countersignatory section on page 13-14
Need a 50-page passport?
A standard passport is 34 pages. If you are a
frequent traveller and need extra space for visas,
select ‘50-page passport’ on the application form.
This costs more than a 34-page passport.
Need a Braille sticker on your new
passport?
If you or the applicant has eyesight difficulties
and need a Braille sticker put on the new
passport, put a ‘X’ in the ‘Braille’ box.
5
AVOID DELAYS
The name you enter on the form should
fully match your previous British passport
or the documents you send us. For
example your birth or adoption certificate,
marriage certificate, nationality certificate.
If there isn’t enough space in the boxes
provided please use section 8 of the
application form to give us your full name.
Names to be shown on your passport
We can add a limited number of titles to your
British passport if you ask. See www.gov.uk/
changing-passport-information for details.
Please give the name of the person who the
passport is for under ‘surname’ and ‘first and
middle names’
The name that is shown on the passport should
be the name that you use for all purposes – that
is, the name on your new passport should match
the name that appears on your supporting
documents (such as your birth certificate or
previous passport). If you’re a dual national and
hold a non-British passport in a different name,
you must change it to match the name you
want on your British passport. You must do this
before you make your application.
We can only show up to 30 characters
(including spaces) on your passport for first and
middle names and a further 30 characters for
surnames. If your names don’t fit in the boxes
provided, shorten them in a way you would
want them to be shown on your passport.
You should then write your full name in section
8 of the form. We will add your full name on the
observation page in your passport.
If you have changed your name, enter your
name as it is now.
Change of name in passport
If you are changing your name, put your new
name in the ‘surname’ and ‘first and middle
names’ boxes and put your previous names in
the ‘maiden or all previous names’ boxes.
If you no longer want your middle name to
be included in your new passport when it has
been on previous passports, tell us in section 8
of the application form and provide evidence
of the change. See the change of name table
on page 16 for details. If you don’t, we will
add your name to match what is in your
previous passport.
If you spell your name differently, change
the order of your names or add a new name
compared to what is in your previous passport,
then you will need to provide evidence of the
name change. See the change of name table on
page 16 for more details.
Provide proof of your change of name if this
is different from your supporting documents.
Send proof to support every name change.
This applies if you are getting married or
forming a civil partnership and you want
your passport to be in your new name.
See the change of name table on page 16
for more details.
List all of your maiden or previous names that
you have been known by (surname first then
first and middle names). Leave a space between
each name. If they won’t fit in the boxes,
you should write them in full in section 8.
You cannot change a child’s name unless you
have the permission of everyone who has
parental responsibility for the child. Please see
section 9 on parental responsibility for more
information.
Current address
Give your full residential address (where you
live) including state or province, and postcode
(where applicable).
We may check you live at the address you
give. If you don’t, it may delay your application
unless you explain the circumstances in section
8 of the form.
We won’t normally return your passport to
an address that is different from your current
address. If you want it delivered to a different
address, please explain why and give the other
address in section 8. We may contact you for
evidence of your connection to that address.
If you live in a country where we deliver directly
to your address please ensure there is someone
available to sign for receipt of the passport and
documents.
Section 2: Who is the passport for?
Use the logos to find information
quicker. See page 2-4
6
AVOID DELAYS
Everyone must fill in section 3A.
Uncancelled passports
In part B, enter details of all uncancelled
passports that you are sending us.
A British cancelled passport has the top right-hand
corner of the cover cut off. An uncancelled passport
has not been cancelled by its issuing authority
(British or another country). This may include:
an expired passport (one that has run out)
passports you are or were included on (for
example, as a child), and
passports issued to you by other countries.
Lost or stolen
We strongly recommend you report your
passport as lost or stolen as soon as possible to
prevent someone misusing your passport and
your identity.
Do this online at www.gov.uk/ report-a-lost-or-
stolen-passport. You can ask a trusted friend or
relative to help you. The sooner you report it, the
sooner you will be protected against the passport
being misused.
If your passport has been lost or stolen, but you
haven’t reported it yet, fill in part C. Give us as
many details as you can and tell us how the
passport was lost or stolen. Please use section 8 if
there is not enough space in the boxes provided.
If your passport was stolen, report the theft to
the local police and include the crime reference
number at section 8. We will cancel your lost or
stolen passport when we receive your application.
If you later find the passport which you reported
lost or stolen, you must return it to us. You will
no longer be able to use the passport. You may be
held by the immigration authorities or the police
if you try to do so.
For security reasons, any passport which is found
should be returned to us or to a third party
such as the Police so it can be returned to us for
cancellation.
Section 3: Details of previous and current passports held
Gender
Put a cross in the relevant box to say whether
the person the passport is for is male or female.
If you are transgender (live as a different
gender to that shown on your birth certificate)
or if you have changed or are in the process
of changing your gender, you can get more
guidance at www.gov.uk/changing-passport-
information.
Date of birth
Give your date of birth as shown on your birth,
registration or naturalisation certificate or
previous British passport.
Place of birth
Give the names of the town and country
you were born in as shown on your birth,
registration or naturalisation certificate or
previous British passport.
Contact details
AVOID DELAYS
Please give as many contact details as
possible and make sure the information is
accurate as we may need to contact you
about your application. If you don’t include
an email address and mobile phone
number, it may delay your application.
To make sure our emails don’t get missed
in your spam folder, check your spam or
junk folder regularly, or adjust your spam
filter settings.
We will contact you on your mobile phone
number if we have any queries about
delivery.
Use the logos to find information
quicker. See page 2-4
7
AVOID DELAYS
You need to fill in this section if:
the passport is for someone under 16
you are applying for your first adult passport
you are applying to replace a passport that
has been lost, stolen or damaged
you are applying to extend your passport
Give all the details for both parents of the person
named at section 2 of the application form.
For nationality purposes parents are defined in
law as ‘mother’ and ‘father’. Nationality by birth
cannot always be gained through either parent’s
national status. This includes parents who are
of the same sex. Because of this, it is important
that the ‘mother’ and ‘father’ are entered in the
correct boxes.
If both parents were born on or after 1 January
1983, or were both born outside the UK, please
give the following details in section 8 of the
application form. Either:
the full name, town, country of birth and date
of marriage of your mother’s or parent 1’s
parents and your father’s or parent 2’s parents,
or
details of your parents’ claim to British
nationality.
If your ‘mother’ is married to someone else (not
your biological father) at the time of your birth
your ‘biological father’ is not your ‘father’ for
nationality purposes. Please see gov.uk for more
information.
Step-parents and others taking a parental role
that are not defined as either a ‘mother’ or a
‘father’ for nationality purposes must not fill in
their details in section 4.
Adoption
When a child is adopted in the UK, British
nationality can be gained through either parent. If
adoptive parents are of the same sex, the parent
who appears first on the adoption certificate
should enter their details in the box ‘mother or
parent 1’ and the parent named second on the
adoption certificate should enter their details in
the box ‘father or parent 2’ regardless of sex.
If a child is adopted outside the UK under the
Hague Convention, nationality may be gained
through the adoptive parents depending on
when the adoption took place, the nationality
and residence of the adopters at the time of the
adoption. For passport purposes an adoption
order or certificate issued by the relevant foreign
authority is required, validly certified under Article
23 of the Hague Convention. Until a full adoption
order is made, whether in the State of origin or in
the UK, an Article 23 certificate will not be issued.
For further guidance on adoptions outside the UK
visit www.gov.uk/child-adoption/ adopting-a-
child-from-overseas
Children conceived through
sperm donation
If your child was conceived through sperm
donation and born in the UK, you should complete
the form in the normal way. You do not need to
tell us your child was conceived through sperm
donation. If the parents are of the same sex, the
mother who gave birth should enter their details in
the box ‘mother or parent 1’ and the parent named
second on the child’s birth certificate should enter
their details in the box ‘father or parent 2’.
If your child was conceived through sperm
donation and born outside the UK see www.gov.
uk/government/publications/how-to-get-a-
passport-if-your-child-was-conceived-through-
sperm-donation for information on what
documents you’ll need to send.
Section 4: Parent’s details
TOP TIP
For more nationality information please visit
www.gov.uk
Use the logos to find information
quicker. See page 2-4
8
Surrogacy
When a child is born of a surrogacy arrangement
and a parental order has been granted in the
UK after 6 April 2010, nationality can be taken
through either parent named on the order. Where
these parents are of the same sex, the parent who
appears first on the parental order should enter
their details in the box ‘mother or parent 1’ and the
parent named second on the parental order should
enter their details in the box ‘father or parent 2’.
Where a child is born as a result of a surrogacy
arrangement outside the UK to a man and a
woman and a passport is being sought before a
parental order has been granted, the child may
have an automatic claim to British nationality as
long as:
(a) the child is biologically related to the British
father and,
(b) the British father is not British by descent and,
(c) the birth mother is not married at the time of
the birth.
If the child is biologically related to the father but
he is British by descent and/or the birth mother is
married at the time of the birth, the commissioning
surrogate parents must seek to register the child as
a British Citizen before applying for a passport for
the child. The child will not be British until this step
is taken. For further information on entering into
surrogacy arrangements in foreign countries please
visit www. gov.uk/government/publications/
surrogacy-overseas
It may be possible to apply for a passport before
a parental order has been granted. Passport
applications involving surrogacy are often highly
complex and we may need to ask for further
documentation or to talk to you in person after
you have sent us your application. Please allow
a lot more time than our average processing
times or such applications to be processed – we
recommend submitting an application involving
surrogacy at least 4 months before you need the
passport. We are not in a position to guarantee a
specific processing time for these cases.
No mention of parent’s details or ‘mother or
parent 1’ and ‘father or parent 2’ will appear on the
passport. This information is used simply to gather
the information we need to issue a passport.
Child with one parent
If you are the only parent of your child, fill in either
the ‘Mother or Parent 1’ or ‘Father or Parent 2’
sections of the form, whichever applies to you and
leave the spaces for an additional parent blank.
Add a note in section 8 to show that you are the
only parent and why (whether you do not know
the other parent of the child, are an individual
adopter, or an individual parent whose child was
conceived through sperm donation and so on).
For more information on the circumstances in
which nationality is decided please visit www.
gov.uk/british-passport-eligibility
9
AVOID DELAYS
A child aged 12 to 15, or a child who will turn
12 within the next 3 weeks, needs to sign this
declaration.
A date must be put in the date section.
A person with parental responsibility must
sign the declaration at section 9 of the form.
If your child is not able to sign the form, you
should:
leave this section blank, and
use section 8 or send a covering letter
confirming why the child cannot sign.
This can be written by the parent or the
child’s carer or doctor.
AVOID DELAYS
You must put a cross in the ‘No’ or ‘Yes’
box if you are applying for your first British
passport.
You must put a cross in the ‘No’ or ‘Yes’ box
if you are changing your national status to
British citizen.
Don’t include birth/adoption certificate or
passport details in this section.
The ‘No’ box applies if the person named in
section 2 has not applied to the Home Office to
become a British Citizen through registration or
naturalisation. A registration or naturalisation
certificate is only issued by the Home Office
when the applicant has satisfied all legislation
requirements. Put a ‘X’ in the ‘No’ box..
The ‘Yes’ box applies if the person named in
section 2 applied to the Home Office to become
a British Citizen through registration or
naturalisation. If the Home Office granted British
citizenship the Home Office will have issued a
certificate of registration or naturalisation. Put a
‘X’ in the ‘Yes’ box and give certificate details.
Section 5: Certificate of registration or naturalisation
Section 6: Children aged 12 to 15
Use the logos to find information
quicker. See page 2-4
Use the logos to find information
quicker. See page 2-4
10
Don’t write in this section. This area is intentionally blank.
AVOID DELAYS
Most people don’t need to fill in this section.
The sections below show when you should
give us extra information using this section.
Names
Names that you were not able to fit in the
boxes in section 2.
If you have changed your name as a result of
getting married, but you want to continue
to use your maiden name for professional
purposes, you should make a statement in
section 8 of the application form and we will
add a note on the observation page of your
passport showing your maiden name.
to keep an observation in your new passport.
Addresses
Tell us why you need to have your passport
sent to another address and give us the other
address.
Damaged passport
If your passport is damaged, explain briefly how
it was damaged.
Parental responsibility
You must disclose and give us any court orders
relating to the child, which might impact the
passport application.
If you have a disability
If you have a disability that means you can’t
meet the passport photo requirements. Please
include a letter from your doctor, and tell us if
it’s a permanent or temporary disability.
If you have a mental or physical condition
that would prevent you from taking part in an
identity interview. Please include a letter from
your doctor, and tell us if it’s a permanent or
temporary condition.
If a signature could not be provided in section 6
or 9, tell us in section 8 and include a letter of
explanation from an appropriate person such
as a parent (for section 6) or a doctor, carer
or social worker. They will need to sign the
application on your behalf.
Your Typetalk phone number or your preferred
method of communication if you are blind or
partially sighted (for example, by phone or in
large print).
Grandparents and surrogacy details
Grandparents’ details if both parents named
in section 4 were born after 1 January 1983 or
were born abroad.
If the applicant was born of a surrogacy
arrangement.
NOTE: Please give full name(s), date of birth, and
place of birth in addition to any British passport
details; for example a British passport number
and its place of issue. If grandparents were ever
married we will also need to know their date of
marriage for nationality purposes.
Not enough space in Section 8
If there is not enough space in section 8, please
include any extra information on a blank sheet
of paper. You should sign this and include it
with your application form.
British National (Overseas) passport
If you are applying for a British National
(Overseas) Passport you should enter the number
of your Hong Kong permanent identity card and
enclose a colour photocopy with your application.
Section 7:
Section 8: More information
Use the logos to find information
quicker. See page 2-4
11
AVOID DELAYS
Before you fill in and sign the declaration,
read the form again to make sure that the
information you have given is correct.
Fill in this section if you are 16 or over and
are applying for:
− your own passport
− a passport for the child named in
section 2
or
someone who cannot sign and you are
signing on their behalf.
Read points 1 to 9 in the declaration
section of the form before you sign and
date the form.
If you are applying for a child, give your full
name and relationship to the child.
People applying aged 16 and over
If you are 16 and over, or you will turn 16 within
3 weeks, sign the declaration yourself. You don’t
need permission from a person with parental
responsibility. Your ‘adult’ passport can’t be issued
before you turn 16.
For applicants with a learning disability who cannot
understand the consequences of signing the
declaration in section 9, someone with parental
responsibility should give their permission. Please
use section 8 of the form to explain why the
applicant cannot sign the declaration.
Parental responsibility
A child under 16 must have permission from a
person with parental responsibility.
The mother automatically has parental
responsibility for her child from birth, and can
give permission, providing the court has not
taken parental responsibility away.
The father can give permission if he:
was married to the mother at the time of the
child’s birth (or, for those living in Scotland,
when the mother became pregnant)
was married to the mother at any time after
the child’s birth
has a parental responsibility order or agreement
(which must be sent with the application)
has a child arrangements order which grants
parental responsibility (this must be sent with
the application), or
is named on the birth certificate (this must be
sent with the application) and the birth was
jointly registered on or after:
− 15 April 2002 in Northern Ireland
− 1 December 2003 in England and Wales, or
− 4 May 2006 in Scotland.
For children born to female same-sex partners
who conceived through sperm donation, the
second female parent can give permission if she:
was married or in a civil partnership at the time
of the child’s conception and consented to the
conception
has a parental responsibility order or agreement
(which must be sent with the application)
has a child arrangements order which grants
parental responsibility (this must be sent with
the application), or
is named on the birth certificate (this must be
sent with the application) and the birth was
jointly registered on or after:
− 15 April 2002 in Northern Ireland
− 1 December 2003 in England and Wales, or
− 4 May 2006 in Scotland.
If the child’s parent is under 16, they can sign
the declaration on behalf of the child.
If a child has been adopted, either adoptive
parent can give permission.
If parents are divorced, a child arrangements
order or maintenance order will not automatically
take away the parent’s parental responsibility.
If a child has been born of a surrogacy
arrangement, either parent named on the
parental order or birth certificate can give
permission. If the application is made before
the parental order is granted, the rules are more
complex. Please contact us for guidance if this
applies to you.
Section 9: Declaration
Use the logos to find information
quicker. See page 2-4
12
Apply for birth,
marriage, death
and adoption
certificates online.
Visit the website:
www.gov.uk/
bmdcertificates
Step-parents (adults who enter into a marriage
or civil partnership with someone who is already
defined as a parent as explained above) can
give permission, only if they have parental
responsibility by a parental responsibility
order, a child arrangements order giving
parental responsibility or parental responsibility
agreement.
If the child is in care or is living with foster
parents, we will need permission from the local
authority before we can issue a passport to the
child. For separate guidance notes for social
services, please visit www.gov.uk/ government/
publications
If the court has made an order about who
the child should live with, or about the child
having a passport, this must be sent in with the
application. If someone has made an objection to
the child having the passport, we may refuse to
issue the passport.
If an adult is acting as a parent in a situation other
than one described in this section, please explain
the circumstances in a letter with your application.
We will also need documentary proof of your
responsibility for the child.
If we have already issued a passport to a child
after an application has been made by one
parent, the other parent or anyone else with
parental responsibility cannot apply for a separate
passport for that child.
If you cannot sign the application form:
get someone else to sign on your behalf, and
tell us in section 8 and include a covering letter
to explain why you cannot sign. This is normally
done by the person filling in the application
form on your behalf. Your passport will note
that the holder does not have to sign.
For more advice or if the person with parental
responsibility is not able to give permission
please see page 20 for ways to contact us.
13
AVOID DELAYS
A ‘countersignatory’ will need to fill in this
section if you are applying:
for a first British passport
to replace a lost, stolen or damaged passport
renew a child passport (if the child is aged 11
or under)
to renew a passport (adult, or child aged 12
to 15 years) if you cannot be recognised from
the photograph in your current passport, or
to extend a passport.
Countersignatories
A countersignatory is someone who can confirm
your identity. They need to confirm that, to the
best of their knowledge, the details you have
given in your application are correct, and they
must also confirm that the photo is of you.
For child applications (aged under 16) it is also to
confirm that they have known, for at least 2 years,
the adult who signed the declaration in section 9 of
the application form. They must also confirm that
the person has parental responsibility for the child
and confirm the child’s photo is a true likeness.
The countersignatory must:
have known you personally for at least 2 years
(for example, a friend, neighbour or colleague,
and not someone who is related to you or only
knows you professionally)
be a professional person (please see
occupations for countersignatories on page 14)
hold a British, Irish, EU, US or Commonwealth
passport which has not run out
send us a colour photocopy of their passport
details page
The countersignatory needs to:
read through the completed application form
to make sure the information is accurate
fill in section 10 of the form, giving their
passport number, and then sign the box
give their full address and contact details,
including their email address. This can be a
business address or home address, but should
be one that we can contact them at. The
countersignatory can give an email address on a
separate piece of paper if this is more convenient.
for an adult application, ‘certify’ one (not both)
of your photos – signing and dating one of the
photos as shown in the example below.
for a child application (under 16), confirm that
they have known the adult who signed the
declaration in section 9 of the form for at least
2 years, and certify one photo (giving the child’s
full name), signing and dating it as shown in the
example below, and
put their initials next to any mistakes they may
make in section 10.
I certify that this is a
true likeness of
Mr John Smith
C
. Signature
1 December 2018
The countersignatory must not:
be related to you by birth or marriage (including
in-laws or partners of family members)
be in a personal relationship with you
live at your address, or
work for us at HM Passport Office.
What we do with the details of the
countersignatory
As part of our work we will check that the
countersignatory is genuine. This may include
checking their passport and other records to
confirm their identity and their profession or
professional qualification.
Please make sure that your countersignatory
knows that we may contact them and carry out
these checks.
We may ask you to provide another application
form with a different countersignatory if we are
not satisfied with your choice of countersignatory
Section 10: Countersignature
Use the logos to find information
quicker. See page 2-4
14
Accepted occupations for countersignatories
AVOID DELAYS
You’ll be asked to find someone else if
your countersignatory doesn’t meet the
requirements
Your countersignatory must either:
work in (or be retired from) a recognised
profession
be ‘a person of good standing in their
community’
Recognised professions
Examples of recognised professions include:
accountant
articled clerk of a limited company
assurance agent of recognised company
bank/building society official
barrister
chairman/director of limited company
chiropodist
councillor, eg local or county
civil servant (permanent)
dentist
director/manager/personnel officer of a VAT-
registered company
engineer – with professional qualifications
financial services intermediary, eg a stockbroker
or insurance broker
fire service official
funeral director
insurance agent (full time) of a recognised
company
journalist
legal secretary – fellow or associate member of
the Institute of Legal Secretaries and PAs
licensee of public house
local government officer
manager/personnel officer of a limited
company
member, associate or fellow of a professional
body
Member of Parliament
Merchant Navy officer
minister of a recognised religion – including
Christian Science
nurse – RGN or RMN
officer of the armed services
optician
paralegal – certified paralegal, qualified
paralegal or associate member of the Institute
of Paralegals
person with honours, eg an OBE or MBE
pharmacist
photographer – professional
police officer
Post Office official
president/secretary of a recognised
organisation
Salvation Army officer
social worker
solicitor
surveyor
teacher, lecturer
trade union officer
travel agent – qualified
valuer or auctioneer – fellows and associate
members of the incorporated society
Warrant Officers and Chief Petty Officers
People who aren’t accepted
Your countersignatory can’t:
be related to you by birth or marriage (including
in-laws or partners of family members)
be in a personal relationship with you
work for HM Passport Office
be a doctor or General Practitioner (GP),
unless they state that they know you well
(eg good friend) and that they recognise you
easily from your photo
You can find more information at www.gov.uk/
countersigning-passport-applications
15
Use the logos to find information
quicker. See page 2-4
Documents you need to send us
You must:
Check the supporting documents guidance at www.
gov.uk/overseas-passports. Your application will be
delayed if you do not send us all the right documents.
All applications need:
2 recent identical photos (which meet photo
guidelines – see photo guidance section)
Your last British passport or any valid passports
that were issued in another country
AVOID DELAYS
Send us original or replacement
documents. Unless stated, we do not
accept photocopies or documents that
have been laminated. If you were born in
the UK, documents must have been issued
by the General Register Office for England
and Wales or Scotland or Northern Ireland,
or the local registration service.
If you need to send a UK birth certificate
and were born on or after 01/01/1983:
− it must be a full birth certificate.
(This is the one that contains the
details of both you and your parents.)
If any document you are providing is
in a language other than English or
Welsh, also provide an official translation.
This must be signed and stamped by a
translator who is a member of a recognised
professional organisation to prove it is
genuine.
We can’t accept damaged documents.
You’ll need to send us a replacement
document.
Replacement certificates
To get copies of birth, marriage or death
certificates issued in England or Wales, go to
www.gov.uk/bmdcertificates
To replace documents issued in Northern
Ireland, go to www.nidirect.gov.uk and for
Scotland go to www.gro-scotland.gov.uk
To replace documents issued abroad, get advice
from the relevant embassy or consulate of
that country.
We may contact you for more information if you
don’t provide original documents.
Change of name
If you have changed your name since the issue of
your last British passport to get your passport in
a new name you will need to send us documents
that show the name change. If you are applying
for your first British passport and have changed
your name from birth, you will need to send us
documents that show your name change. See
page 16 for more information.
IMPORTANT:
Once we have considered your application, we may still need to ask you for more information.
16
Change of name table
You will have either changed your name from birth or have changed your name since the issue of your
British passport. To get your passport in a new name you will need to send us documents that show the
name change.
Questions for person named at section 2 of
the form
Tick box
if yes
Send all documents that apply (if box ticked)
Q1. Have you changed your name by marriage
or civil partnership?
Marriage certificate, or
Civil partnership certificate
Q2. Are you are going back to your maiden or
unmarried name? Or to a previous name
once used?
one document from List A
a signed statement saying that you now use
your maiden name for all purposes
your birth certificate
your marriage certificate showing both names
your decree absolute (if applicable)
evidence of all previous names from List B
Q3. Do you want to travel in your new name
shortly after getting married or forming
a civil partnership?
Completed PD2 form (post dated form)
See www.gov.uk/changing-passport-
information for advice and to download the
PD2 form.
Q4. Are you changing the name on a child
passport?
a signed statement from everyone that has
parental responsibility for the child saying they
give permission to the name change, or
a court order allowing the change of name
and both of the following:
one piece of evidence from List A
at least one piece of evidence from List B
Q5. Are you are changing the spelling of your
name slightly? e.g. Bryan to Brian, changing
the order your forenames appear in your
passport or dropping a forename?
You must provide either:
one document from List A and one document
from List B, or
two documents from List A
Q6. Are you changing your name following
gender re-assignment?
Gender recognition certificate or re-registered
birth certificate
Or alternatively a letter from your doctor or
medical consultant together with:
one document from List A, and
at least one document from List B
Q7. Are you changing your name for any
other reason?
one document from List A, and
at least one document from List B
List A – please provide one document which
confirms your name in current use
Tax record eg a letter from a tax authority
National identity card or equivalent
Employment record eg an official letter from
your employer
Visa or residence permit
Educational record eg a school report
Letter sent to you from a central, regional or
local government department
Driving Licence
Medical/health card
Voter’s card
Bank statement
Baptism/Confirmation certificate
List B – please provide at least one document
for each name change that has taken place
Marriage certificate
Civil partnership certificate
Gender recognition certificate
Enrolled deed poll
Change of name deed signed in both your old
and new names
Certificate of naturalisation or registration
Statutory declaration or affidavit signed in your
new name
Birth certificate (upon re-registration)
Certificate from the Court of the Lord Lyon
of Scotland
Adoption order/certificate
Use the logos to find information
quicker. See page 2-4
17
Photo guidance
AVOID DELAYS
Every paper application needs 2 printed
identical photos – don’t attach them to
the form.
You must get one photo certified (see
section 10 Countersignature) if you are
applying:
− for a first British passport (adult or
child)
− to replace a lost, stolen or damaged
passport (adult or child)
− to renew a child passport (if the child is
aged 11 or under)
− to renew a passport (adult, or child
aged 12 to 15 years) if you cannot be
recognised from the photograph in
your current British passport, or
− to extend a passport (adult or child)
For all other applications, you don’t need
to get a photo certified unless your
appearance has significantly changed from
your last British passport.
AVOID DELAYS
Passport photos are a vital part of your
application. If the photos you supply are not
suitable, your passport will be delayed.
Follow the instructions carefully so you can
get it right first time.
Photo style
The photo must be of the applicant (named at
section 2):
facing forward and looking straight at the
camera
in close-up of their face, head and shoulders
with a recommended head height (the distance
between the bottom of the chin and the crown
of the head) of between 29 and 34 millimetres
with a neutral expression and with the mouth
closed (no smiling, frowning or raised eyebrows)
with their eyes open and clearly visible (no
sunglasses or tinted glasses and no hair across
the eyes)
free from reflection or glare on glasses, and
frames must not cover eyes (we recommend,
if possible, glasses are removed for the photo)
showing their full head, without any head
covering, unless they wear one for religious
beliefs or medical reasons
with no other objects or people in the photo
(this also applies to a photo of a baby or young
child and babies should not have toys or a
dummy in the photo)
without shadows on the picture
without anything covering the face – nothing
should cover the outline of the eyes, nose or
mouth, and
not showing any ‘red-eye’.
Photo size must:
be the size of a standard passport
photograph taken in a photo booth or studio,
45 millimetres high x 35 millimetres wide,
and not be trimmed or cut down from a larger
photograph to the size of a standard passport
photograph.
Photo quality must:
be taken against a plain cream or plain light-
grey background
be printed to a high quality, such as photos
printed by a booth or studio (photographs
printed at home are unlikely to be of a high
enough quality)
be clear and in sharp focus
be taken within the last month
be in colour on plain white photographic paper
not be torn, creased, or marked, and
not have any writing on the front or back except
when one of the photos needs to be certified.
Children
Children aged 5 and under:
don’t need to have a neutral expression
don’t have to look directly at the camera.
All other photograph standards must be met.
Babies under one year:
don’t need to have their eyes open.
If the baby’s head needs to be supported, the
supporting hand must not be seen. You could lay
the baby down on a light cream blanket .
All other photograph standards must be met.
Get more advice at www.gov.uk/photos-for-
passports
Use the logos to find information
quicker. See page 2-4
18
Approved
Don’t look away
from camera
No fashion
hair covering
Approved No dummies
1 person only
in photo
Approved
Avoid
covering face
Keep hair
off face
Approved
No glare
on glasses
Don’t smile
19
Once you’ve filled in your application
The passport fee when applying from outside
the UK depends on the type of application you
are making. The fee is set in pounds sterling and
payable at the time of applying.
You will have to pay a courier fee to cover the cost
of the return of your new passport and supporting
documents.
In some countries where you have to apply
in person, the courier fee will cover the cost
of forwarding your application to the UK for
processing and the cost of returning the new
passport to a local office, for you to collect.
We cannot usually refund the fee if your
application is unsuccessful or withdrawn. This is
because we will already have carried out a lot of
work in processing it.
Passport Ownership
The passport remains the property of the Crown at
all times and can be cancelled at any time.
If payment is unsuccessful we will cancel the
passport and you will not be able to travel with it or
use it for identity purposes.
How much?
For information on passport fees visit www.
gov.uk/overseas-passports
If you were born on or before 2 September
1929, you don’t have to pay for a standard 34-
page passport. The passport and delivery to you
will be free of charge.
How to pay
You must pay in pounds sterling by credit card
or debit card using the payment instruction form
which you can download from www.gov.uk/
overseas-passports. The cards we accept are
Mastercard, Visa, Electron, Diners Club and JCB.
Passport fee
Use the logos to find information
quicker. See page 2-4
Where to send
For details of where to send your application visit
www.gov.uk/overseas-passports
In some countries you will have to apply in
person. For specific advice on where you need
to go and what you need to bring with you visit
www.gov.uk/overseas-passports
Delivery information
Your new passport and supporting documents
will be returned to you separately.
Our courier will aim to deliver packages direct
to customers. You should ensure that up to
date, correct contact details are included in the
passport application form.
In some countries you will have to collect your
new passport from a local office. For specific
advice on where you need to go and what you
need to bring with you visit www.gov.uk/
overseas-passports
If our courier has got your package you can track
it, or find full delivery information at: www.
logistics.dhl/gb-en/hmpo
If you need to have your passport and supporting
documents delivered to the UK please contact the
Passport Adviceline for further information.
We cannot:
take responsibility for applications and
supporting documentation which go
missing on their way to us. We can only
take responsibility once we have received
the application and supporting documents
into our care. Proof of posting is not proof of
delivery.
replace any documents that you report as
missing 6 months after we have issued the
passport; or
accept responsibility for passports and
supporting documents which are not delivered
if you quote an incorrect address or do not tell
20
Contact us
We will need to ask you personal information to
verify your identity when you contact us to
check the progress of your application form.
Passport advice
Visit www.gov.uk
For advice or to get a Braille or audio version
of this booklet please call the Passport
Adviceline on +44 (0)300 222 0000. (Call
charges to this number vary by telephone
provider).
Travel advice
HM Passport Office cannot answer questions
about passport entry requirements for
individual countries. Information about this can
be found on the FCO Travel Advice website at
www.gov.uk/foreign-traveladvice.
Advice includes information on when a passport
is valid, visa information and requirements to
enter certain countries, and information on
health, insurance, and money when you travel.
Protecting your personal information
Your identity and personal information are valuable.
We protect your privacy and process your personal
information in line with data protection legislation
including the General Data Protection Regulation.
Your personal information will only be seen by
those who have a legitimate reason for seeing it.
We will check the information you give us with other
government departments and a credit-reference
agency to help us check your identity. We may
also pass the information you give us to UK law-
enforcement agencies or government departments
involved in preventing fraud to help prevent or
detect identity theft, fraud or other criminal activity.
You can find details about the personal information
we hold, how we protect it, who we pass it to and
how you can get a copy of that information and
other rights in our Privacy Information Notice (PIN)
on our website. You may be contacted by HM
Passport Office for additional information or to ask
you about our service at a later stage. For more
information or to find out how to opt out please visit
www.gov.uk/government/publications/hmpo-
privacy-information-notice
You can get a printed copy of the information by
writing to us at:
Disclosure of Information Section,
Her Majesty’s Passport Office, Aragon Court,
Northminster Road, Peterborough, PE1 1QG
Service standards
Providing a high level of service to all our
customers is very important to us. We sometimes
make mistakes, or circumstances beyond our
control affect the standards of service. When this
happens, we will apologise and do everything
we can to put things right. We welcome your
feedback on any aspect of our service, including
how we can improve in the future.
We have a disability equality scheme which sets
out clear and specific aims about how we will
promote equal opportunities for people with
disabilities. Your views are important to us, please
contact us by phone, letter, or email if you have
any ideas or suggestions to help us improve.
What you can expect from us:
our staff will be polite, helpful and professional.
the details in your passport (including the
chip) will be correct and we will return your
supporting documents using the delivery
method you choose.
we will give you a clear and helpful explanation
if you are refused a British passport because of
citizenship or other reasons.
Other information
21
Complaints about passports
Step one
If you have a complaint about how we handled
your passport application, please contact our
Customer Service Management Team by phone,
in writing or by using our online enquiry form.
Phone: 0300 222 0000
Textphone: 0300 222 0222
Text Relay: 18001 0300 222 0000
Write to:
HM Passport Office
PO Box 767
SOUTHPORT
PR8 9PW
Online: visit www.gov.uk/passport-advice-
line and complete our online enquiry form
When you write to us, please provide:
full details of the problem
the name and date of birth of the person the
passport was for
the date the application form was sent to us
which of our offices the application form was
sent to
the barcode number from the application form,
if you have a note of it
the passport number, if you have one
information so we can contact you (name,
address, postcode, day and evening phone
numbers, and email address if you have these),
and
the date and time of your appointment and an
appointment reference number if you visited
one of our offices to get your passport.
When we receive your complaint, we will
investigate and let you know what went wrong
and advise you what we are doing to put things
right. We will write to you within 10 working days
from receiving your complaint, either with a full
reply or to let you know what is happening if we
have not finished our investigation.
Step two
If you have followed step one and are not
satisfied with our response, you can ask us to
review your complaint.
Step three
If you have followed steps one and two and are
still not satisfied, you may ask your Member of
Parliament (MP) to raise the matter with our
Director General.
Follow the advice at https://www.parliament.
uk/mps-lords-and-offices/mps/ to find an MP
where you were last living in the UK. If you have
never lived in the UK, or you are having difficulty
contacting an MP, you can write to our Director
General using our general enquiry address
available at www.gov.uk/passport-adviceline
or a Home Office Minister via the Direct
Communications Unit by email: public.enquiries@
homeoffice.gsi.gov.uk.
Step four
If you are still not satisfied, you can ask
your MP to request an investigation by the
Parliamentary and Health Service Ombudsman
(the Ombudsman). You can only do this through
your MP.
The Ombudsman’s role is to investigate
complaints by members of the public about
the way government departments, and their
executive agencies, have treated them.
Compensation
We realise that sometimes our mistakes may
cause you expense or financial loss. In these cases,
you should follow the instructions in step one
and write us a letter. With the letter you should
send any documents that prove your claim (for
example, a receipt to show a cancelled flight).
We only normally offer compensation for
financial loss as a result of delays in our
guaranteed (Fast-track and Premium) services.
22
Identity Interviews
If you are 16 or over, or likely to become 16 before
we can issue your passport, you may need to
have an identity interview. However we may
ask anyone to attend an identity interview. The
interview will help us to confirm your identity and
that the passport application we have checked
actually belongs to you. This is an important part
of our commitment to help to reduce identity
fraud. It will help us to spot and prevent other
people using your identity and committing fraud
in your name. This process will increase the time it
takes for us to process your application.
We will contact you if you need to have an
identity interview. Our email/letter will explain
how to make an appointment, and give options
on where your interview can take place.
Interviews can be held in the UK or overseas over
a video link connection. Your interview will be
carried out in English and your email/letter will
give important information so you know what
to expect and what you need to do next. This
includes what you need to bring such as any
additional documents.
If you have a mental or physical condition that
would prevent you from taking part in an identity
interview, please let us know in section 8 of
the application form. You should also provide a
letter from your doctor or hospital consultant
explaining your condition and if this is likely to be
permanent or if an improvement can be expected.
If you would like to learn more about identity
interviews you can find out at www.gov.uk/
apply- first-adult-passport
A checklist before you send in your application
Make a note of your application number on
the front page of this guidance booklet. Your
application number can be found on the front of
your form under the barcode number.
You must send us Use the tick box
to confirm
A correctly filled-in application form
All sections should be completed as detailed in ‘Which type of passport are you applying for
and what sections to complete’. See pages 2-4.
The form has been signed and dated at section 9, and 6 if applicant is aged 12-15.
If the application is for a child, the adult signing the declaration must have parental
responsibility for the child.
If a countersignatory is needed they have fully completed section 10 and correctly certified,
signed and dated one photo. See countersignatory section on pages 13-14.
2 recent identical photos
(which meet photo guidelines, see page 17-18)
The correct documents
See page 15 to find out what documents you need to send us.
The correct fee
For information on passport fees visit www.gov.uk/overseas-passports
The correct address to send your form
In some countries you will have to apply in person, visit www.gov.uk/overseas-passports to
find out where you need to take your form or where you need to send it.
Use the logos to find information
quicker. See page 2-4
ILB 46 (09.18)
