10 Common Indian passport application mistakes you can avoid

India passport application is a tedious process, I get it. Minor errors can happen which may delay your application processing time. Avoiding such tiny errors will save your time, energy, and money as well.

After handling hundreds of Indian passport applications I have put together the 10 most common mistakes people make while applying for an Indian passport application from the USA + a bonus which is totally avoidable if you know if you are making errors 🙂 .

1.Mail your document checklist.

Oh yes! You have to sign your document checklist and send the same with your whole package. I know you may be thinking a document checklist is just for you to know what document to send. Let me tell you, a document checklist is for you to collect all documents and then mark what documents you are sending and then sign the document checklist (now you can not say you did not know what to send). Refer to the second last page for signatures, which says Signature of the Applicant. Also, fill out the following information on top of all pages (yes, all) of the document checklist Applicant’s Name, Passport no, Email ID, Mobile no.

2.Exactly as per Passport

Before you even start the application, collect all the documents required for you to submit with the application, like USA address proof, Indian address proof, your passport (of course), your spouse’s passport (if applicable), and more.

Hear me out, this is important. When you fill out an application fill out all information such as your name, place of birth, passport issue place, father name, and mother name exactly as per your current (expiring/expired) passport (unless you are changing any of the information) and USA address (exactly as per proof you are going to submit) Indian Address (as per proof you are going to submit).

Example:

Let’s say your name on the passport is <first name, middle name, and last name> fill out the same way and not just <first name and last name>.
Let’s say your place of birth is <Mumbai, Maharashtra> don’t fill out just <Mumbai>.
Let’s say the parent’s name is <first name and last name> fill out the same way, do not try to complicate it by <first name, middle name, and last name>. But if you are changing your parents’ how it’s spelled on your current passport then for sure you are submitting supporting documentation for that.

3.Signatures

Imagine if you miss one signature and you are asked to mail a signed document again. I have seen those cases, but do not worry I got covered, here are common documents that require signatures (maybe more depending on your case):

Document checklist (on a last-second page)
Two (2) signatures on the government form, first below the photo, second on the last page
Affidavit of change of appearance and signature (In presence of Notary)
Annexure E
Annexure D -both parents sign (in presence of Notary Public-if applying for minor)
Self-attested all supporting documents like Indian address proof, Marriage certificate
Letter (if applicable)

3.Indian address proof

One more time loud and clear, even if you are not changing/removing your Indian address, you still have to submit self-attested Indian address proof. I know you want to say something but kindly verify this information on your own.

Have a look at the first section in supporting documents (on the third page) – Indian address proof (If Applicants want to add/change their Indian Address). Okay, I understand you are not changing or adding. Now look at the last page just before the signature of the application it says, “INDIAN ADDRESS Applicants must write their Indian address / last known Indian address in the Passport Application Form. This could be in either the ‘To be printed on Passport’ or ‘Other Address Details’ columns or the same Indian address can be mentioned in both the columns”

It says SELF ATTESTED COPY. So, please send an Indian address proof from the list mentioned on the third page of the document checklist. In case, the applicant does not have Indian address proof on their name one can submit their parent’s Indian address proof.

4.Mail original passport and copy of passport as well

Submit you’re most recent expired/expiring passport original and a copy of the same. Copy of first 5 pages and last 2 pages.

Note: Do not submit more than one original passport. I felt the urge to mention this because people may have the question of whether to submit the last two passports as they are stapled together or if you have been traveling with both passports because of a visa. Whatever the case may be, submit just the latest (one) expired/expiring passport.

5.Photos

You are required to submit two (2) photos. We all have our passport size photos which we got in bulk but wait do not use them if they are older than six months nor DIY (do it yourself) your passport photo, useless you are a professional photographer yourself 😉 . I have seen many applications on hold because of just one reason- photos not as per specification. Find the specification here and kindly submit 2 photos accordingly. One photo on the Government form and the second photo on the Affidavit of change of appearance.

6.Date format

In the USA we write dates in MM/DD/YYYY format and in India we write in DD/MM/YYYY. This is an application for an Indian passport renewal so all the date formats must be in DD/MM/YYYY format. I like to do it in DD/MMM/YYYY format wherever possible to avoid confusion.

7.Notarize your document

Several documents are required to be notarized before you mail your application. I have already written a detailed post about the same.

8.Adding spouse name or not

When you add your spouse’s name for the first time, submit supporting documents like a Marriage certificate (self-attested by both) and a Spouse Passport copy (self-attested).

Spouse name already in passport: In one of the groups for passport and visa I came across a case where the applicant already had a spouse’s name on her passport, but VFS asked for additional documents like a copy of the spouse’s passport and marriage certificate. So take your call!

9.Writing a letter

It’s not on the document checklist but writing a letter to VFS/Indian consulate will help them understand your genuine situation/case clearly and assist you accordingly.

I will share 3 real situations where writing a letter was a good idea.

#1 – Mr. ABC had no change in Indian address location, but the district name has changed from P to PQ. Writing a letter explaining the same will make it easy for a person to check your documents.

#2 – Mrs. DEF had a long name and on her Green card her whole name did not fit so she had an initial for a second middle name. Write the same thing so no question as for names not matching exactly as per passport on a green card.

#3 – The mother visiting her son in the USA on a B2, tourist visa, and the mother’s passport was expiring soon. Son applied for passport renewal from the USA and submitted his US address proof and wrote a letter explaining the reason for renewal from the USA and why not from India and submitted the required documents along with the application.

10.On the envelope

If you see on the first page of the Document checklist it says -Envelope should be super scribed as “RE-ISSUANCE OF PASSPORT IN LIEU OF EXISTING PASSPORT – ADULT”.

When you drop off your package at the shipping center, write on the envelope with a marker or a pen what you read in red on your checklist. What this will do is, when a package is received by a person at VFS they know what’s inside the package and what needs to be done. Just think they may receive hundreds of applications daily you’ll help them sort applications and may speed up the process by a few minutes 🙂 .

Bonus tip

Scan your application: This is not required but, when you have printed all documents, signed them, notarized them, and checked them (High five! if you checked 100 times), you are ready to scan the whole application before mailing. Let me tell you why, It’s always a good practice to keep a scanned copy of documents, you all know that is right but worth mentioning, people may forget. I have two reasons for scanning all documents, One is to have proof of all documents you sent (as if you didn’t figure it out, duh!) and I think if you ever have a question as to something that was not right, not signed you can check, second you can help your friends or maybe help yourself when you fill in an application next time for another family member and refer the same.

Feel free to contact me if you have any further queries, I am more than happy to help you.

Disclaimer: This information is purely for your guidance, I highly encourage checking on the VFS website for more updated information. Share this Article if you find it helpful to your friends and family.