How To Fill the Passport Application Form

One must be highly careful and follow the instructions while filling the passport application form - both the main and supplementary forms. An error in the form might reflect on your passport. Moreover, those submitting manually filled up hard copy forms must be aware that the forms are read and processed by machines and illegible handwriting or scribbles will lead to the rejection of the application.  Thus, it is imperative that clear and accurate details are provided on the form. Moreover, deliberately providing false information or withholding any required information is a criminal offense.

Filling up the Passport Form Offline

• Writing: All details in the form are to be filled using capital letters; each box must contain only one letter, and nothing should spill out of the boxes.  Leave a space to separate each word.

• Name: The applicant's name should be clearly written with one letter in each box following the instructions. Leave a space to separate each name.

• Pen: A ball-point pen with blue or black ink should be used. Fountain pens or ink pens are not allowed. The ball pen should have a thin  nib to ensure maximum legibility.

• Fill only relevant columns: Fill those details that are relevant and required. The remaining should be left as blank. There is no need to strike out or mark as 'not applicable' for fields that don't apply to the applicant.

• The form must not be folded. Also, avoid smudges on the form.

Passport Photograph Dimensions

A photograph is to be attached to the passport application form if it is submitted at the DPCs, SPCs or CSCs. In such cases, the applicant must paste a photograph on the form according to the following particulars.

• A clear photograph - do not sign over it.

• Paste the photo in the provided space provided - it should be neither bigger nor smaller.

• The photograph must be in color and printed in one continuous tone.

• The photograph must contain the frontal view of the applicant - the head should be in the center, both the ears and the facial edges should be visible, the eyes must be open, the facial expression must be neutral.

• The photo must be clicked against a white background; the applicant must be in a dark colored outfit/dress.

• The photo dimensions should be 4.5 cms X 3.5 cms.

• The photo must be printed on good quality paper; printouts on normal paper are not permitted; damaged or torn photos are also not permitted.

• The applicant must sign under the photograph in the box provided. Minor applicants must either sign or put their thumb impression in  the given box. Parents/guardians are not allowed to sign on behalf of the minor.

Column-Wise Guidelines for Filling the Passport Application Form

The passport application form has 10 main columns along with their sub-columns:

• Column 1 - Required Services

• Column 2 - Details of the applicant

• Column 3 - Details of the applicant's family

• Column 4 - Details of current residence

• Column 5 - Details of emergency contacts

• Column 6 - References

• Column 7 - Details of old passports or passports held previously (in case of reissue)

• Column 8 - Other details (related to criminal cases)

• Column 9 - Details of passport fees (not for applications submitted directly at the PSK)

• Column 10 - Attached supporting documents

Column 1 - Details of the type of Passport Service

• 1.1: Specify whether you are applying for a fresh or a reissue passport.

• 1.2: In case you are applying for the reissue of passport for reasons like lost or damaged passport, expiry, exhausted pages, etc.,, it should be mentioned here.

• 1.3: If you are looking to modify your personal information in the existing passport, this where you have to specify the change and mention the  reason.

• 1.4: This column needs you to enter whether you want a normal passport (regular application) or a tatkal passport (urgent application). The application fee depends upon this selection.

• 1.5: Specify the desired number of pages (36 or 60) by marking in the appropriate box. The application fee also depends upon this selection.

• 1.6: In case of a minor's passport, specify the validity required by marking in the appropriate box.

Column 2 - Particulars of the Applicant

• 2.1: Enter your full name as you want it to appear on the passport. The 'Given name' includes the first and middle name; surname has a separate space; initials, titles, and honorifics are not allowed. Leave the surname space blank if you don't have one. If your surname has two or more names, fill them all. At least a single space (one blank box) should separate each name.

• 2.2: If you have an alias (a name other than your given name), declare and enter the relevant information. If  you do not have an alias, select 'no.'

• 2.3: Specify in case if you have ever changed your name in the past and provide the required details.

• 2.4: Enter your date of birth in the dd-mm-yyyy format.

• 2.5: Enter the details of your birthplace. Those who were born in India must fill the first three options. For those who were born outside India should leave the first three options blank and go ahead to fill the last option by naming the country where he/she was born in. Those who were born outside India before independence (in present Pakistan or Bangladesh), must fill the boxes with 'Undivided India.'

• 2.6: Select the gender from the three given options: male, female, transgender.

• 2.7: Select the marital status from the five given options: Single, Married, Divorced, Widowed, Separated.

• 2.8:  Select the nature of citizenship from the three given options: Citizen by birth, citizen by descent, citizen by registration or naturalization

• 2.9: Enter the PAN (Permanent Account Number). Leave this section blank in case PAN is unavailable.

• 2.10: Enter the Voter ID/EPIC card number. Leave this section blank in case it is unavailable.

• 2.11: Select the type or nature of employment or occupation from the twelve given options.

• 2.12: Those who have selected either 'Public Sector Undertaking employee' or 'Government employee' or 'Employee of a Statutory Body' in column 2.11 must provide the name of the organization in this column.

• 2.13: This column is for minor applicants to specify if their parent(s) are government employees and for adults to specify if their spouse (if applicable) is a government employee.

• 2.14: The applicant's highest educational qualification has to be marked from the five levels enlisted: '5th standard or lower,' '6th to 9th standard,' '10th pass,' 'Graduate,' 'above graduate.'

• 2.15: Applicants must specify here whether they qualify for ECNR/Non-ECR status

• 2.16: This column is for entering any distinguished physical marks (like birthmark or scars) present on the body.

• 2.17: Aadhaar number is to be entered here.

Column 3 - Details of the Applicant's Family

• 3.1: The applicant's father's full name (starting with the first and middle name, followed by his surname) should be entered here.

• 3.2: The applicant's mother's full name (starting with the first and middle name, followed by her surname) should be entered here.

• 3.3: For minor applicants, the legal guardian's full name (starting with the first and middle name, followed by his/her surname) should be entered here.

• 3.4: The applicant's spouse's full name (starting with the first and middle name, followed by his/her surname) should be entered here.

• 3.5: In case of a minor applicant, the passport numbers (or file numbers in case they have applied but are yet to receive their passports) of the parents or legal guardian should be entered here.

Column 4 - Details of the Applicant's Current Residence

• 4.1: The applicant must enter the year and month since when he/she has been residing at the current address. In case the duration is less than a year, the Supplementary Form has to be filled.

• 4.2: The current address has to be entered with the required details.

• 4.3: If the permanent and present addresses are the same, then select 'yes'. If the two addresses differ, then choose 'No' and fill in supporting information.

Column 5 - Details of Emergency Contacts

• Enter the details of a person to be contacted in case of an emergency when you can't be reached. Enter the name, address as well as phone number and email ID of the person.

Column 6 - Details of Applicant's References

• 6.1: Name the first reference (residing in the same village, town or city) along with the address and phone number.

• 6.2: Name the second reference (residing in the same village, town or city) along with the address and phone number.

Column 7 - Details of Current/old Passports

• 7.1: Enter the details of the current or old passport, i.e., the passport number, the dates of issue and expiry, the place from where it was  issued, etc.

• 7.2: If the applicant doesn't have/ever had a passport, then select 'no.' If the applicant applied for a passport which was not issued, then select option 'Yes' and fill in the required details such as file number, date of application, etc.

Column 8 - Other Details

• 8.1: If the applicant has ever been charged for any criminal offense, provide the supporting details in the supplementary form after marking 'yes', else mark 'no'.

• 8.2: If the applicant has been convicted and imprisoned for two or more years within the last five years, provide the supporting details in the supplementary form after marking 'yes,' else mark 'no.'

• 8.3: If prior passport application(s) have been denied or rejected, provide the supporting details in the supplementary form after marking 'yes,' else mark 'no.'

• 8.4: If the applicant's passport has ever been revoked or impounded, provide the supporting details in the supplementary form after marking 'yes,' else mark 'no.'

• 8.5: If the applicant has ever been given or applied for political asylum by or to a country other than India, provide the supporting details in the supplementary form after marking 'yes,' else mark 'no.'

• 8.6: If the applicant has ever been deported or repatriated to India from a foreign country, or had returned to India using an Emergency Certificate, provide the supporting details in the supplementary form after marking 'yes,' else mark 'no.'

Column 9 - Details of Passport Fees for Those not Applying Through a PSK

• 9.1: Enter the amount of passport fee paid (in numbers)

• 9.2: If the fee was paid through Demand Draft, then enter the DD details (DD number, issue and expiry date, bank name, and branch name).

Column 10 - List of Documents/Enclosures Attached with the Application Form

• Correctly list out all the supporting documents included with the application form during submission.

Applicant's self-declaration

The passport application form ends with a declaration stating the applicant's allegiance to India and that the applicant has not chosen another country's citizenship. This declaration also states that all the information provided in the application is true and accurate; any discrepancies found in the information would be considered a criminal offense.

The applicant must read this declaration, fill in the spaces marked as 'place', 'date' and submit. (offline applications forms also require the applicant's signature)

The supplementary form is meant for collecting additional information to support certain sections of the main form. Let us discuss the guidelines for Filling the Supplementary Passport Application Form. This form has eight  columns with several sub-sections:

• Column 1 - Aliases

• Column 2 - Past names

• Column 3 - Past addresses

• Column 4 - Permanent address

• Column 5 - Address for temporary visits

• Column 6 - Official / Diplomatic passports

• Column 7 - Other information

• Column 8 - Self-declaration

Column 1: Details of other names or aliases

• 1.1: Enter in the first alias or the other name that the applicant is known by (other than the official names). Initials are not permitted here.

• 1.2: In case of multiple aliases, enter the other names.

Column 2: Details of the past name(s) or original name(s) before modification or changes

• The applicant may provide the latest two (most recent) names before the name change or modification in the passport. Provide the past given names as well as surnames.

Column 3: Details of past residences & relevant references

• Enter up to two addresses that the applicant has resided in before the current one. Enter the dates indicating the duration of stay at each address. A reference (with name, address, phone number, and email id) has to be provided for each of the addresses.

Column 4: Details of permanent address (if it's not the same as the current address)

• Fill in the permanent address with all required details.

Column 5: Details of current address (or, place of stay for temporary visitors to India)

• Enter the address with all required details.

Column 6: Details pertaining to Diplomatic/Official Passports

• Enter the passport number, the dates of issue and expiry and the place where it was issued.

Column 7: Details pertaining to past records

• 7.1 and  7.2: This is regarding criminal proceedings or warrants or convictions - enter the name and place of the concerned court, FIR/Case/Warrant Number as well as the Law with the Section(s)

• 7.3: State the reason for the passport being denied or refused earlier.

• 7.4: State the reason for the passport being impounded or revoked in the past. Also, provide the passport number that was impounded/revoked.

• 7.5: Enter the name of the foreign country related to the concerned political asylum.

• 7.6: Enter the required details of the Emergency Certificate used for traveling along with the reason for such a circumstance.

Column 8: Self-Declaration

• This is the last section, found at the end of the supplementary form. It is the same as the declaration on the main form. The applicant must read this declaration, fill in the spaces marked as 'place' and 'date' and then submit. (offline applications forms also require the applicant's signature.)