Passport for Minor or an Infant

I recently applied for passport for my two daughters aged 3 and 8. It was a renewal for the 8 year old and a fresh passport for the 3 year old. I am sharing my experience for the benefit of others. While applying for passports for my daughters, I didn't get much direction online, though there was information on the passport website about the forms and formalities but not on the exact process and how one should prepare. There are few forums and blogs which talk about this but do not provide much direction.

I am sure all those who have kids will want to apply for passports irrespective of their travel plans. My  elder kid already had a passport which was due for renewal in November’14 and I had to apply for a fresh passport for the younger one. You can apply for a renewal of old passport anytime within one year from the date of expiry of the passport. Since I had to apply fresh passport for the younger one, I decided to renew the elder ones passport also at the same time, save time of running around on two different times and also I have all address proofs of the current address hence I want to get the passport’s before I change the house (just in case since it’s a rented house).

I will share my experience with the Sai Arcade, Bangalore PSK center. Though the PSK address or center might be different the process remains the same at all the PSK’s.

I will cover my experience in two sections. First section on the online form filling and appointment seeking and second part would be on the process at the PSK.

Part 1 – The Online experience

The first step for applying for a passport (be it renewal or fresh) is to create an ID on the passport website at http://passportindia.gov.in/AppOnlineProject/welcomeLink. Even though I was applying for 2 passports, I created only one ID. You can submit up to 3 application forms on one ID. Sometimes, people create two 2 ID’s if they have to apply for multiple passports, more so in case of Tatkal services to get convenient and similar timings for all the applications. The appointment system is very effective. I got the appointment in general category after two weeks’ time, for younger one at 2.15 PM and the elder one at 2.30 PM.

Application Form: You can login to the account created and click on the link “Apply for fresh passport/reissue of passport”, it will open the form. You have to upload the form online. The form has to be downloaded from the link, filled up and then uploaded again on the website as an XML file. You will be using Adobe Acrobat PDF reader for opening the application form; this will allow you to type in the fields. All mandatory fields are outlined or marked in red. Ensure you have the latest version of Adobe Acrobat PDF reader as there are sections which will change based on your selection of some of the fields and old version might not display those sections properly. Based on your requirement, you can select General or Tatkal services while applying for the passport. Needless to say Tatkal passport comes with an extra fees (Normal passport fees is Rs.1000/- whereas Tatkal services would be Rs.3000/- approximately). I was informed at the counter that I would get the passport in 10 days’ time, which means it would take approximately around a months’ time to get your passport from the time you submitted your application. Based on this, you can decide if you need passport earlier than a month or one month is acceptable time. Once you fill all the information on the form, click on ‘Validate and Save’ button at the bottom of the page. This will automatically save the file in XML format. Log in to the website and upload the file. Once you upload the file, you will get an Application Reference Number (ARN). This marks the completion of the first stage. You can go the application page and click on schedule appointment link. Just follow the instructions on the screen step by step. You will be asked to make the payment before getting the final appointment slot. For general passport, you can do this anytime and get an appointment. However, in case of Tatkal, the appointment window opens at 6 PM everyday. You can either opt for the appointment slot selected by default by the system or can check of specific slot using the left side navigation links. The slots are usually given 2 days in advance for Tatkal and based on first availability for General Services. At times there would be cancellations and hence you can check for those as well, you might get an earlier slot.

You can and are allowed to postpone or change your appointment if you are not able to make it on that day. In case you think you are not able to make it, cancel or modify your appointment accordingly so that the slot is released and someone else can get an appointment at that time.

Documents required: Based on my experience I am sharing the information, however please do check the passport website for updated information on the documents required. Usually people advise you to carry all the documents possible, however I would say it is not required. Carry what is specified and what is required.

A)     For fresh Passport: Carry one copy of both the parents’ passport (one copy of fathers passport and one copy of mothers passport), copies need to be self-attested by the parents, ensure you have both the spouses names endorsed/included in the passport and carry the original passport of both the parents, print-out of application receipt, Annexure H (check what category you fall into and accordingly choose the option) duly signed by both the parents and a copy of the birth certificate along with original. Any one of the parents can go to the center with all the documents for the passport formalities. In case the kid is Minor (below the age of 4 years), carry a Passport size photograph with white background. Only one photograph is sufficient as they will scan the photograph and return it back. For kids, they will capture the photograph at the center and hence you don’t have to carry them along with you. Since my current address and address on passport are same I did not have to submit any other documents. However, if you don’t have the current address on your passport, carry other forms of identity proof as specified in the passport website, a copy and original as well.

B)      For Renewal of passport: For renewal, copy of the current passport along with original, copy of parents passport along with original, printout of the appointment form (application receipt) and Annexure H. Here birth certificate is not required since the old passport has already captured the DOB. Again, remember to check the passport website for required documents based on your situation. They have FAQ’s section on the website which address most of the questions, but in case you still have any doubts you can call at the passport helpline number 1-800-258-1800 (check their website for any change in numbers or any advisory with downtime). This line is open from 8 AM to 10 PM.

You will have to show the application receipt or application form printout at the gate to get an entry. In case you have to make any other payments, they will accept only cash at the PSK, however in my case since I had already made the applicable passport fee online I did not have to pay anything.

At the Center/PSK – Sai Arcade, Bangalore

Address: Sai Arcade, Survey No. 56/P, Devarabisanahalli, Marathalli, Outer Ring Road (Opp. To Intel), Bangalore

Landmark: It’s below the bridge after Ecospace on the left hand side, right next to Hyundai car showroom (near Hotel Novotel and Ibiss), you will see Sai Arcade written on top of the building if you are coming from Sarjapur Road. If you are coming from Marathalli, take right below the bridge which is before Ecospace. Check the location here. This points to Novotel hotel, but passport office is right next to Hyundai showroom.

Parking: There is enough parking for the visitors. It’s a paid parking and behind Sai Arcade (take left after Sai Arcade and about 100 meters ahead you will see the parking board). There is a direct entry to Sai Arcade or passport office from the parking.

Entry: Arrive about 15 minutes earlier to your appointment time. There will be a queue outside the main entry. Just about 5 minutes prior to your time just check with the security guard at the starting point of the queue by showing your appointment print-out. Based on your time, he will allow you to go inside.

Once you enter inside the main entrance, you will have to collect your token number from the counter. This is room number 1. Ensure to get in the appropriate queue. There are separate queues for senior citizens and Minor’s, General Queue and Tatkal Queue. Even though I had two applications, but since one was minor I headed to the minor queue and got the token for both the applicant’s at the same counter. You will have to provide them the copies of all the documents; they will put them in a file, check for original once and give you a token number along with the file which you need to carry along with you inside.

With the token number and file, you enter inside room 2. Room 2 is kind of waiting room, with lot of chairs and a small snacks counter. In the room they have put TV’s  to show the token number and respective counter numbers. From here, you have to go to counter A first, then to counter B, then to counter C and then while exiting you take a printout of the receipt from the security at the gate (they will print it when you give them the token number).

As soon as you enter the room, have a quick look at the display TV. You will see your number and respective counter number. There are people there to assist you and they keep calling the token number just in case you miss out. You proceed to counter A.

1.       Counter A: As soon as you enter the second room, you will get your slot for counter A, in most cases within 5 minutes. They have about 15/16 counters in A section. At the counter, they will verify your details, check the documents, take your bio-metrics and capture your picture. It will take about 10-15 minutes approximately. I had two applications and hence I had to finish one at a time and then wait for the number for second application. If there are any mistakes in your form, please point it out to the service executive so that it can be corrected, if not you will have to come back again at counter A and get this done, meaning more time will be spent. Once your application is processed at Counter A, you can go to the waiting area and relax. It will take approximately an hour for you to get your turn for Counter B as there only 4 or 5 counters in B section.

You can carry snacks or juices from home or you can buy at the snacks counter as well. Just carry enough change as they usually don’t have change at the snacks counter. All executives are professional and the process is very systematic. Your number will come as per your time and your token number. Hence do not fight or shout at the executives. If you have any complaints, you can speak to the passport officer. However I had a very good experience at all the counters and everyone is very helpful.

2.       Counter B: Keep looking at the display counter for your token number. When your token number flashes, go to the respective counter number. This is a second checkpoint for your documents. They will check the form and verify all details and check all copies and originals. The process will take about 5 minutes. From here you will have to go to counter C. In case there are any changes required in your details, you will be asked to go to Counter A again. Once you leave counter B, someone from Counter A will call your name, usually you don’t have to wait to go to Counter A but it’s better to get the details corrected first time itself at Counter A. Once you are done at Counter A, you will have to go back to Counter B (same counter) again once your token number flashes on the screen. Get your documents verified again (hardly two minutes) and then you will be asked to proceed to Counter C. Again look at the screen for your Token number. It might take about 20-25 minutes to get your number at Counter C.

3.       Counter C: This is the third point of screening of your details and documents. After verifying the details and checking the form, they will approve your application, keep the file and cancel the old passport (if applicable). It might take about 5 minutes at this counter once your number comes, however in my case it was over within 2 minutes. Once you are done with counter C, proceed towards the exit gate. Ensure you have the token number receipt with you since you will get the receipt only on producing this.

4.       Exit: Near the exit gate, provide your token number printout to the security guards, they will give you the receipt for your application and let you out of the exit gate.

The entire process from entry to exit will take about 2 hours. As mentioned earlier, the process is very smooth and very systematic. I found everyone very helpful; all the executives are professional, good and very polite. Some useful tips:

-          When you are applying, keep the overall time in mind and accordingly plan your timings

-          While booking the appointment, you can check the appointment options from the left hand navigation bar

-          Get familiar with the location if the location is new to you

-          Reach 15-20 minutes before the time and ensure to keep the traffic situation and your appointment time in mind

-          Snacks or eatables are allowed inside, just in case you forget they have a snacks counter

-          Keep your documents neatly arranged and don’t forget Annexure H for each applicant

-          Remember to carry the originals along for verification

-           The process is very systematic, hence have patience and be polite, a thank you with a smile will be wonderful

-          There is ATM in case you need to withdraw cash, however if you plan to buy snacks there keep sufficient change

I have shared my experience here for the passport for my two daughters, one minor and other one 8 year old. However, the process and experience will be same for any one applying for a fresh or renewal of the passport, just that the required documents might vary. Hence do check the passport website for updated information on the requirement’s and what type of documents are accepted for address and identity proof. I had a good hassle free experience.

With this blog, I want to take the opportunity to thank all the executives at the PSK for helping all the applicants and helping them in the process. I would also like to thank the Indian Government for such a seamless and smooth process for passport. Before applying, even I had lot of apprehensions and doubts but in the end it was a good experience. I hope this blog helps the applicant get an insight on the process and what they can expect at the center. All the best.