cover letter for british passport application

Cover Letter for UK Citizenship Application (Naturalisation, Non-EEA)

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A covering letter is a formal document that accompanies a submission to a journal, conference, or other publication. The covering letter should outline the motivation for the submission and the contributions of the work. The covering letter also provides a venue for the authors to declare any potential conflicts of interest.

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How To Apply For A British Passport From Outside The UK: Step-by-Step Application Guide

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Welcome to our comprehensive guide on applying for your first British passport from outside the UK . Obtaining your British passport will solidify your status as a citizen of the United Kingdom, as well as bestowing you benefits associated with a British passport, as was explored in our previous blog . In this article we will steer you through each essential step of the British passport application process. From understanding eligibility criteria to gathering required documents, confirming your identity, and managing processing times and fees, we'll ensure that you have all the necessary information to navigate the British passport application process with confidence.

We have discussed in our previous post here the steps to follow after a British Citizenship application has been granted. There are different ways to acquire British Citizenship and these can be by Naturalisation , Registration or Automatic Acquisition .

Who Can Apply for a First British Passport Outside the UK?

You can apply for a first British passport from outside the UK if you:

• Have never had a British passport before; or
• Were included as a child on someone else's passport; or
• Are renewing a passport that is handwritten; or
• Have become a British national by naturalisation or registration.

Please also see our previous post: " How to Apply for a British Passport: Step-by-Step Application Guide " for further information on eligibility in general for a British passport, potential reasons for refusals, and First British Passport Applications for a Child ( excluding the fees ).

Ways to Apply for a British Passport From Overseas

There are different ways to apply for a British passport from outside the UK. You can apply online, or, alternatively, you can use a paper application form, which is called the OS application form.For some countries you may have to apply in person.

Documents Required When Applying for a British Passport Abroad

The documentation you will require will depend on your individual circumstances. Our immigration barristers can advise you on which documents would be applicable in your circumstances. Below is a summary of the general documents that may be required, but expert advice should always be sought.

Born before 01/01/83 (if applicable)

• Your birth/adoption certificate (if applicable)

Born on or after 01/01/83 (if applicable)

• Your 'full' birth certificate or adoption certificate that shows your parent's details (the 'short' version which is issued for free by the registrar is not acceptable) (if applicable)

If you have naturalised or registered as a British citizen (if applicable)

• Your certificate of naturalisation or registration and the passport that you used to come into the UK and any foreign passport you hold or are included on.

2 recent identical photographs

• You must ensure these meet the photo guidelines .

A full colour copy of any other uncancelled passports relating to you

Change of name documents (if applicable).

You should provide 3 documents as evidence of your name in current use dated within the last year, and at least one of the following for each change of name that has taken place. A list of examples can be found at Table D of the "Guidance Applying for a passport from outside the UK: supporting documents (group 3) (accessible)" .

If you are going back to your maiden or unmarried name, you also need to provide all of the following:

• A signed statement saying that you now use your maiden name for all purposes.
• Your birth certificate and either:
• A decree absolute showing both names or;
• A marriage certificate showing both names.

Identity documents

You must provide a minimum of 3 documents as evidence of name and address and/or residency. A full list of examples can be found at Table A of the " Guidance Applying for a passport from outside the UK: supporting documents (group 3) (accessible)" .

Other documents (if applicable)

If you are applying from a country that is not the country where you were born..

You must provide:

• The passport or travel document that you used to travel to your country of residence, and
• An explanation of why you are not applying in your country of birth

Documents relating to your parent's status at the time of your birth

Evidence of your grandparents' claim to British nationality by providing their birth certificates and, in the case of grandfathers, the marriage certificate to your grandmother. This does not apply if your parent's British nationality is based on registration, naturalisation or their immigration status. If you were born in the UK to settled parents, you will need to provide evidence of their immigration status at the time of your birth.

Confirming Your Identity

A countersignatory is someone who can confirm your identity (and confirm that the photograph is you), and confirm the details in your application are correct. They need to fill in section 10 of the form, give their passport number, sign the box, and give their full address and contact details.

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 );
• Live in the UK;
• Hold a current British or Irish passport.

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;
• Work for HM Passport Office;
• Or be a doctor or General Practitioner (GP), unless they state that they know you well (e.g. good friend) and that they recognise you easily from your photo.

Identity Interviews

The HM Passport Office may ask anyone to attend an identity interview. The interview will help to confirm your identity, legitimise your passport application, and reduce identity fraud.

The HM Passport Office will contact you if you need to have an identity interview. Their 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.

British Passport Overseas Application Fees

At the time of writing, the Home Office fees for a British passport application submitted outside the UK are as follows:

Online applications fees:

• £101.00 for an Adult (16 and over) standard passport;
• £113.00 for an Adult or veteran Frequent Traveller Passport;
• £65.50 for a Child (under 16) standard passport;
• £77.50 for a Child Frequent Traveller Passport.

Postal applications fees:

• £112.50 for an Adult (16 and over) standard passport application;
• £124.50 for an Adult or veteran Frequent Traveller Passport;
• £77.00 for a Child (under 16) standard passport;
• £89.00 for a Child Frequent Traveller Passport.

These costs may differ depending on which country you are applying from.

Premium services and fast track service fees have not been published online for those applying outside the UK.

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.

Home Office Guidance also states:

Online applications: " by debit or credit card in pounds sterling (HM Passport Office accepts only Mastercard, Visa, Electron, Diners Club and JCB)"

Postal applications: "by debit or credit card mandate ( a mandate – authorisation – form )

In person applications: "by debit or credit card mandate except for countries where, due to local laws, customers must pay in cash". "Customers overseas will use local currency if paying in person. (The pounds sterling fee will be converted to the local currency amount at the exchange rate when the customer applies.)"

Processing Times for a British Passport Application Outside the UK

The processing time starts from the date that the HM Passport Office receives the initial documents requested at the time of your application.

There is no published processing time for British passport applications made outside the UK. We estimate that the processing time may take anywhere between 4 weeks to 24 weeks, depending on the country you are applying from. An estimation of the processing time should be given by the HM Passport Office if applying online.

If you are asked for further information or documents or invited for an identity interview this may prolong the process. You will need to send missing or additional documents within 6 weeks. If you do not send the documents in 6 weeks your application will be withdrawn and you will not be eligible for a refund.

The content of this article is intended to provide a general guide to the subject matter. Specialist advice should be sought about your specific circumstances.

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How to write a compelling cover letter for UK visa (that will impress the ECO)

Updated: September 6, 2023

A cover letter for UK visa is instrumental in persuading the ECO that you meet the visa requirements and have no intention of overstaying your visa. It gives you the opportunity to convince the ECO that you are a genuine visitor and you will promptly return back to your country.

A cover letter is a document to convey additional information that wasn’t asked in the UK visa application. It’s not a mandatory document but by far the most helpful document in increasing your chances of UK visa approval.

Table of Contents

Why do you need a cover letter for uk visa.

The information asked in the UK visa application isn’t enough to convince the ECO that you will return back to your home country after your trip. 

Most questions on the UK visa application are close-ended. They don’t give you an opportunity to explain. 

A cover letter allows you to explain in your own words and be as descriptive as you can. You can use your own format and even use illustrations if needed.

Is a cover letter mandatory for UK visa?

No. A cover letter is not mandatory for UK visa. It’s not even a document in the documents checklist for UK visa.

When I applied for my UK visa, I did not submit a cover letter. At that time, I didn’t know the importance of a cover letter for UK visa. I didn’t feel the need to explain anything additional, so I didn’t submit one. My visa was still approved. 

That’s not the case for everyone. A cover letter will not hurt your chances of approval, it can only help. It gives you an additional opportunity to convince the ECO. 

If I apply again for my UK visa, I would definitely submit a cover letter. 

What should you write in the cover letter?

A cover letter is not a mandatory document for UK visa. So obviously, UK Visas and Immigration (UKVI) does not provide any guidelines on what to include in the cover letter.

As you all know, I started this website in 2016. Since then, I have been helping my readers with their visas. I figured that a cover letter was the most helpful for UK visa. 

I have been writing cover letters for my readers. Over time, I learned that a cover letter with a certain format worked the best for UK visa. 

I would like to impart all my knowledge in this article, so you can write the most compelling cover letter for your UK visa. It will not only impress the ECO but will greatly improve your chances of visa approval.

So without any further delay, let’s get started. 

Format of the cover letter

The goal of the cover letter is to convince the ECO that you are a genuine visitor. You must do this in a simple, short and clear manner. ECOs rarely will have time for anything other than what’s asked.

Write your cover letter in simple words as if it’s meant for a 5th grader. If the language is too complicated to read, ECO will not bother to read it. 

Do not use words that people from your country can only understand. ECOs are from the UK and they can only understand the terms that they use in the UK. 

Example: It’s common for people in India to say something like “ please do the needful and revert back to me “. Even though it’s still understandable, saying something like “ please let me know if you need anything else from me ” will help the ECO understand better. 

Remember, a cover letter is not a mandatory document. ECO is doing you a favor by reading it. So, make it easy for the ECO.

Your cover letter should never be longer than two pages. ECOs rarely have time for things other than what’s asked in the application. If you present them with a booklet, they will toss it in the trash without even looking at it. 

Again remember, a cover letter is not mandatory. It should not consume too much of ECO’s time.

To further simplify your cover letter, format it with subheadings, bullets and highlights. This helps the ECO to quickly glance over the letter and read any section that interests them. 

Example:   Instead of writing like this – 

“ I intend to travel to the UK for tourism from 20 June 2021 to 24 June 2021 and I plan to visit various attractions in London such as Buckingham Palace, Tower of London, Tower Bridge, London Eye, Madame Tussauds, National Gallery, etc. “

Write like this – 

• I intend to travel to the UK for tourism. My travel dates are from 20 June 2021 to 27 June 2021. 
• 20 June 2021: Arrive at Heathrow International Airport at 3 PM. Check-In and dinner.
• 21 June 2021: Visit Buckingham Palace and the Tower of London
• 22 June 2021: Visit Tower Bridge and London Eye
• 23 June 2021: Visit Madame Tussauds and National Gallery
• 24 June 2021: Depart from Heathrow International Airport at 10 AM

Sections in the cover letter

It’s important to break the cover letter into different sections. This helps the ECO quickly glance through the letter and understand the gist of it. If needed, the ECO can read specific sections. Your cover letter for UK visa must contain the following sections.

Section 1: Your previous UK visa refusals

In the UK visa application, there is a question on previous UK visa refusals. It asks about your previous UK visa refusal and its details. This question asks you to explain why your UK visa was refused but doesn’t ask why it shouldn’t have been refused

There is no other place in the application to address your previous visa refusals either. There is the “additional/extra information” area, but it’s only for text and not suitable for formatting or pictures. Therefore, the cover letter is the most appropriate place for addressing your previous UK visa refusal. 

If you are re-applying to challenge your UK visa refusal , include a section in your cover letter specifically for your previous visa refusal. Address your previous visa refusal with evidence, additional information and documentation. 

Keep this section as the first section in your cover letter. Having this section at the beginning of the cover letter will help the new ECO get straight to the point. Otherwise, they may overlook and your efforts of re-application may go to waste.

Here is an example.

Previous UK Visa Refusal

My previous application for the UK visitor visa with GWF number GWF12345678 was refused on 16 March 2021. 

I would like to address the reason for the refusal with additional information and documentation.

Reason for refusal: The sources of the deposit (£850) were not demonstrated by the documents provided.

Explanation: The deposit in question was made on 05-Dec-2020 for the amount of £850. This amount was the yearly bonus from my employer. Yearly bonuses are deposited in the first week of December every year. Please find the attached documentation to prove that these funds are available to me.

Additional Documentation: (1) Bonus slip, (2) bonus announcement email and (3) letter from my employer with details of bonus, amount and dates.

Section 2: Your travel purpose and itinerary

In this section, mention your purpose of visit and proposed itinerary in the UK. The itinerary must be detailed enough but not too descriptive to confuse the ECO. Format it with bullets and/or a table.

Proposed Travel Itinerary

• I intend to travel to the UK for tourism for a total of 7 days. My travel dates are from 14 Oct 2021 to 20 Oct 2021.
• My planned day-by-day itinerary is as follows

Section 3: People traveling with you to the UK

In this section, mention the people that will travel with you to the UK. If you are applying for the visa with your family members, mention their details such as name, passport number and GWF number. 

Each individual must submit one UK visa application. Say if a husband, wife and child are traveling to the UK together, each of them must submit a separate UK visa application. There is no easy way to tie these applications together. 

There is a question in the application asking for travel companions, but mentioning them again in your cover letter will help tie them all together. 

Travel Companions

I will be traveling to the UK with my wife and son. The GWF numbers of my wife’s and son’s UK visa applications are as follows.

Section 4: Your current employment/business or university details

In this section, mention your current employment details. Include details such as the employer’s name, how long you have been working and your current salary.

Employment Details

• I currently work for Samcore Logistics, LTD, Dubai as a product manager.
• I have been working as a product manager at Samcore Logistics, LTD since Nov 2014.
• My monthly salary is 7,000 AED after taxes.
• An original letter from my employer, a leave approval letter and bank statements indicating the salary deposits are attached.

If you are a business owner, mention the details of your business such as your business name, your role in the company, yearly revenue, etc.

Business Details

• I own a construction business in Dubai since 2016. I’m the founder and president of the business.
• The business has been in positive cash flow since its inception with yearly revenue of 300,000 AED.
• A copy of my business registration, business license, bank statements and tax returns are attached.

If you are currently a student at the university, mention your university details along with the program, major and semester details.

University Details

• I’m a full-time student enrolled in the undergraduate program at the University of the Philippines.
• I’m currently in the second semester of my second year with another four semesters remaining to graduate.
• A letter from my university and the fee payment receipts are attached.

Section 5: Your current financial situation

In this section, mention your source of income, savings and the bank statements for your UK visa . 

If you have multiple bank accounts, this section is a good place to talk about it. Explain why you have multiple bank accounts and how they are connected.

Financial Solvency

• I currently have 300,000 INR (approx. 2,900 GBP) in my bank account.
• The source of my savings is my salary from my employer, WinTech Corporation.
• The last 6 months bank statements and payslips are attached.

It’s quite common for many to work in a foreign country and send all their earnings back home for family maintenance or savings. In such cases, you will have to submit bank statements from both countries, but most importantly, mention that clearly in this section.

If you use a broker or third party to send cash back home, errors can occur and transactions may not match. I highly recommend using a money transfer service such as Wise to transfer cash back to your home country.

Section 6: Your sponsorship information

If you are paying for your trip yourself, this section does not apply to you. Have this section in your cover letter only if someone else is paying for your trip. 

In this section, mention your sponsor details, your relationship with the sponsor, what expenses they will bear, etc. 

Sponsorship Details

• My brother is sponsoring my trip to the UK.
• He will bear all my travel expenses while I’m in the UK including accommodation, food and transportation.
• A letter from my brother, his UK residence permit, employment proofs, bank statements, his apartment lease contract and the document to prove our relationship are attached.

Section 7: Your travel history

In this section, mention your travel history. Travel history is very important and highlighting it will only help with your UK visa. Your travel history can include all your previous travels to the UK and other countries. If you have traveled to a country multiple times, mention that country only once.

Travel History

• In the last 5 years, I have traveled to 8 countries for both tourism and business. 
• The countries I have traveled to are Hong Kong, South Korea, Japan, Indonesia, Malaysia, UAE, Turkey and Denmark.
• A copy of my visas and entry and exit stamps from all the above countries are attached.

Section 8: Any family members staying back at home

In this section, mention any family members remaining at home during your UK trip. This helps prove your family ties with your country. Family ties indicate that you will return back to your country after your trip. 

Do not include this section if it does not apply to you.

Family Remaining at Home

• I currently live with my wife and two children.
• My wife and children will remain at home during my trip to the UK.
• A copy of my wife’s employment proof and children’s school receipts are attached.

Section 9: Your intention to return back

In this section, mention that you will promptly return back after your trip and the reasons for that. Reasons can be employment, business or attending to family needs. 

Intention to Return Back

• I intend to return to Pakistan after the end of my UK trip on 27 Oct 2021 as I have to report back to my employer and continue at my job on 28 Oct 2021.
• An original leave approval letter from my employer is attached.

Section 10: Any miscellaneous information

If you want to add something that didn’t fall under any specific section above, you can include it here. This could be something about properties you own (economic tie), your rental situation, covid safety precautions, etc.

Miscellaneous

• I currently live in a rental apartment. A copy of my rental contract is attached.
• I own farmland with my wife. A copy of my property ownership document is attached. 
• I assure you that I will follow COVID safety precautions throughout my trip.

A cover letter is not a mandatory document for UK visa. But in my experience, it’s the most helpful document. The goal of the cover letter is to convince the ECO that you are a genuine visitor. Your cover letter must be simple, short and clear. Break the cover letter into sections, paragraphs and bullet lists. Use pictures and screenshots if necessary.

That’s it, folks! Now you know how to write a compelling cover letter for UK visa. This will greatly improve the chances of your UK visa approval. If you have any questions, please let me know in the comments below.

WRITTEN BY THIRUMAL MOTATI

Thirumal Motati is an expert in tourist visa matters. He has been traveling the world on tourist visas for more than a decade. With his expertise, he has obtained several tourist visas, including the most strenuous ones such as the US, UK, Canada, and Schengen, some of which were granted multiple times. He has also set foot inside US consulates on numerous occasions. Mr. Motati has uncovered the secrets to successful visa applications. His guidance has enabled countless individuals to obtain their visas and fulfill their travel dreams. His statements have been mentioned in publications like Yahoo, BBC, The Hindu, and Travel Zoo.

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LEGAL DISCLAIMER We are not affiliated with immigration, embassies or governments of any country. The content in this article is for educational and general informational purposes only, and shall not be understood or construed as, visa, immigration or legal advice. Your use of information provided in this article is solely at your own risk and you expressly agree not to rely upon any information contained in this article as a substitute for professional visa or immigration advice. Under no circumstance shall be held liable or responsible for any errors or omissions in this article or for any damage you may suffer in respect to any actions taken or not taken based on any or all of the information in this article. Please refer to our full disclaimer for further information.

AFFILIATE DISCLOSURE This post may contain affiliate links, which means we may receive a commission, at no extra cost to you, if you make a purchase through a link. Please refer to our full disclosure for further information.

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78 Comments

Kiesha says

March 5, 2023 at 8:53 am

Hi Thirumal, I love your articles and it has been really helpful, I applied for my Mums EUSS dependent Visa to travel to the UK which got rejected due to insufficient money transfers. It takes nearly 6 months to get a reply from them sometimes more than that. I need my mum to travel to the UK to be present for my delivery in July so I wanted to apply for a visiting visa. Do you think that would be an issue as I had applied for a dependent visa before? Thank you for your help.

Thirumal Motati says

March 6, 2023 at 2:07 pm

Hi Kiesha! Yes, it can pose an issue. I have seen cases where a visitor visa was refused due to a previous EUSS refusal. ECO assumes that the applicant is taking a different route to gain entry into the UK. So you will have to put more effort into convincing the ECO, through additional documentation and a cover letter.

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UK Cover Letter for Visa Application

Composing an effective cover letter for your UK visa application with expert guidance and free samples.

When applying for a UK visa, sometimes the Embassy may request to submit a cover letter. The cover letter needs to be short and to the point; it must give the Embassy an apparent reason why you are applying for a UK visa. Read the article below for further information regarding the UK cover letter, what to include, and other questions you might have.

Who Needs a Cover Letter When Applying for a UK Visa?

Everyone who applies for a UK visa can submit a printed and signed cover letter attached to their visa application form. However, It is only necessary to submit a cover letter if it is noted in your visa application form.

Important: The cover letter explains in more detail the reason and the purpose of your visit to the UK. By submitting a cover letter, the Embassy or Consulate of the UK will have a clearer vision of why you are applying for a UK visa.

Types of UK Cover Letters

The Republic of the United Kingdom has different visa types that apply to everyone who wishes to apply for a UK visa for any different purpose. With that being said, there are also other types of UK cover letters, such as:

• Work cover letter
• Student cover letter
• Family reunion cover letter
• Tourist cover letter
• Business cover letter

You can write any of the mentioned cover letters depending on the visa type you are applying for.

How to Write a Cover Letter for UK Visa Applications?

Here are a few tips to help you write the perfect cover letter when applying for a UK visa:

• The first step is to include the Embassy’s information and the name of the country you are applying from.
• Full name (first and last)
• Passport number
• Citizenship
• The city and country you live in
• Your professional career
• The third step is to introduce the purpose of your visit to the UK and how long you are planning to stay.
• The fourth step is to explain in detail your trip itinerary; you must also include the accommodation and financial information (where you will stay and how you will financially support yourself during your stay in the UK).
• The fifth step is to mention the documents you will submit together with your cover letter when applying for your UK visa.
• The sixth step is to include your personal contact information, such as your email address and phone number. This information will help the embassy to contact you regarding your UK visa application results.

What Not to Do in a Cover Letter for UK Visa Application

Make sure you avoid these mistakes when writing your UK visa application cover letter:

• Do not write long sentences or paragraphs
• Be straightforward
• Keep it simple
• Do not copy your cover letter
• Do not include unnecessary personal details
• Do not be rude
• Do not make grammatical mistakes
• Do not give false information
• Be formal and respectful
• Do not forget any important information

Cover Letter for UK Visa Application Sample

Here is a simple sample you can refer to when writing your cover letter:

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How to apply for a second UK passport

Updated on January 27, 2021

If you travel frequently, you may be eligible for a second UK passport.

That’s not a replacement, renewal or extension, but a second valid passport. There are various reasons you might need one; some visas can take up to 30 working days to come back to you ( see Visas: Access granted ), and countries may not allow access to those who have travelled to an “incompatible country” (described as “a country that as political differences with a country the customer may have visited in the past), meaning you don’t want that stamp in your passport.

It’s not something the government shouts about – there is very little information about how to get a second passport on gov.uk, for example – so here is our step-by-step guide on how to apply.

Please note that if you are applying in any exceptional circumstances or seeking a fast track option, it may be worth contacting the passport office on (+44) 0300 222 0000 to clarify the correct course of action. 

1. Check if you are eligible 

You must be aged 16 or over and have a valid reason for needing a second passport, though it is not guaranteed that you will be granted one.

The most common applications for a second passport are from frequent business travellers. You will need a letterhead paper from your employer, signed and recently dated, explaining why you need the document for work. If you are a business owner or self-employed, the letter will need to come from a contractor or colleague. The document does not need to be signed by a British passport holder.

You will also need a colour copy of your current passport and all the visa pages.

If you want to query your eligibility, call the Passport Advice line on 0300 222 0000 (Monday to Friday 0800 to 2000, or 0900 to 1730 on weekends and bank holidays).

2. Fill out an application

You can do this by post or online.

Post Offices will have a passport application form – this will be the same form you would use if you were applying for a replacement or renewed passport.

If this is your first time applying for a second passport, tick the box for ‘Your first British passport’ in Section 1 (even though it isn’t). If it is not your first time, tick the ‘replacement’ box. In either case, you must write in Section 8 – ‘More information’ – that you are applying for a second passport for business reasons.

Fill in the rest of the form as normal. The same applies if you apply online at gov.uk/apply-renew-passport .

As well as the signed letter from your employer, you will need:

• A countersignature from a non-related individual you have known for at least two years, who works in a recognised profession. This person must  hold a British or Irish passport
• Two recent passport photos, one of which must be signed by your counter-signatory

Both options will require you to send your current valid passport with your application.

There are three things to note, and we recommend checking with the passport office if you are unsure: 

• The service is not available overseas. If you urgently need a passport overseas, you will need an emergency travel document , but this is only available if yours is lost, stolen, damaged, full, expired or with HM Passport Office or a foreign embassy.
• It is possible to get a fast-track option – see here for more details – however  the process changes in this instance.  You will need to book an appointment for a paper premium service  by phone. The digital premium service that is an option online can only be used for passport renewals . We advise you book over the phone to avoid confusion; choosing the wrong option may result in your passport being cancelled. Note that because of coronavirus, you cannot book an appointment at a passport office. Passport offices and the premium and fast track services are closed, and you are advised to call the Passport Adviceline to apply for a passport urgently.
• There is a way to get the second passport without sending your original one, but it will require you to send your birth certificate and scans of your picture page and any visas. Again, we recommend that you call the passport office to arrange this.

You will have to pay the same fee that is required for a first passport. The price can vary but it is usually around £80 – see the list of fees here. You can pay this by cash, cheque or by filling out the credit/debit card form at the back of the application.

The fee is non-refundable, even if your application is rejected.

4. Wait for a reply

Once you have sent off your application, you can track its status  online . It may take several weeks.

When your application has been processed, supporting documents will be returned to you free of charge via second-class post. You can pay an extra fee to have your documents returned by secure delivery. If you are successful, your passport will follow.

And as a commenter points out on this forum thread , it’s best not to show off both passports at immigration in foreign countries – it’s not a concept every officer will be familiar with.

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What Documents Do I Need for a Passport?

First-time passport applications and supporting documents

Supporting documents for a child’s passport, supporting documents required for a passport renewal.

Applying for a passport requires submitting the necessary supporting documents. First and foremost, they must be original documents or official copies in English or Welsh. You cannot submit photocopies or documents in a foreign language.

So, what documents do you need, exactly? That varies depending on your circumstances and place of birth.

Dive into our guide to know precisely what you must prepare for your UK passport application.

Apart from all those documents, you must also provide a compliant British passport photo with your application. Prepare one in 3 minutes with Passport Photo Online—just snap a picture with your smartphone, and we’ll take care of the rest!

Explore other helpful articles discussing British passport issues:

• How to Get an Emergency Passport
• Using The Post Office For Passport Application and Renewal
• British Passport Processing Time

Without further ado, let’s review what documents you will need for your passport application.

This paragraph discusses the documents necessary for an adult passport application. First-time passport documents for children will be covered later on in the guide.

First-time passport applications always require the most paperwork. Moreover, according to the HM Passport Office’s rules , you must also submit different documents depending on your birthplace (whether it was in the UK or abroad).

Below, you can find the necessary documents you must prepare for your first British passport depending on two scenarios.

Applicants born or adopted within the UK

Pay attention to your date of birth or adoption—different documents are required for different time frames. Check out the table below to see which documents you should prepare.

Applicants born or adopted before January 1, 1983, must provide only one document: either their full birth certificates or adoption documents.

Applicants born or adopted after January 1, 1983, must provide the three documents from the list above.

Note : If you provide your father’s documents, you must also add your parents’ marriage certificate.

Applicants born or adopted abroad

Applicants born or adopted outside of the UK must submit their supporting documents as per their family situation and/or citizenship status. Here’s the list of possible scenarios and the documents that must be provided in each case:

Note : If you provide your father’s documents, you must also add your parents’ marriage certificate showing their wedding date.

Important : If your situation includes any other circumstances (e.g., name change in your birth certificate, marriage, divorce, etc.), you must provide additional documents supporting this information.

Reminder : Until your child is 16, a new passport application must be submitted each time their passport expires as only adult British passports are eligible for renewals—we’ll discuss the necessary documents for that process in the following paragraph.

Remember that when applying for your child’s first passport, you must find someone who can confirm their identity .

Here’s a list of documents parents must prepare for their baby’s first passport:

• A full birth certificate or an adoption certificate
• Proof of your child’s British nationality
• Any valid foreign passport, if applicable
• Any relevant court orders, e.g., parental responsibility

Note : Children aged 12–15 must sign their passport form themselves.

The list includes documents necessary for first-time passports only. For subsequent passports, the child’s old passport must be provided along with any relevant documents (if a change of personal details has occurred). For children under 12, every new passport requires identity confirmation by a third party.

Important : If the passport office cannot recognise your child from the old passport photo, you must provide a countersignatory. See who can sign your baby’s British passport photo .

Renewing your passport requires the least paperwork. The only document that’s universally required is your old passport . Other than that, any further documentation depends on your current situation, e.g., if you’ve changed your appearance drastically, got married or divorced.

Important : If you’ve lost your passport or it got stolen , someone must confirm your identity when applying for a replacement passport.

Most importantly, don’t forget to support your passport application with a compliant passport photo. Passport Photo Online is here to help you achieve the perfect result—be it prints or a digital photo!

What documents are needed to get a passport?

The required documents for a British passport depend on your individual circumstances. Go through our section entitled “ First-time passport applications and supporting documents ,” then check which scenario best describes your situation for a list of mandatory documents.

Do I need my parents’ birth certificate to get a passport?

Yes, in some circumstances, you must provide your parents’ birth certificates to get a British passport. Such situations include being born or adopted in the UK after January 1, 1983, OR being born or adopted before January 1, 1983, with your father born in the UK.

What documents do I need for a passport renewal?

For a standard passport renewal, you only need to provide your previous passport. If some crucial information has changed, you must also provide relevant documents to support said changes. In the case of a lost/stolen passport, please remember that a third party must confirm your identity.

And there you have it—all the information you’ll need in order to prepare the necessary documents for your passport application. As you can see, what documents you need will largely depend on your specific situation.

We hope that this guide has helped you, and we implore you to always consult the official government website for the most up-to-date information. We hope you have fun on your next trip!

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Writing a covering letter to the Home Office

When you send an application to the home office, it is good to write a covering letter to send with it. in this letter, you can write down what kind of application you are making, which documents you are sending with it and why you think you meet the requirements set out in the rules. we recommend that any letters sent to the home office should be sent by recorded delivery. if you are sending important original documents, these should be sent by special delivery..

What you will need to include in this letter will depend on your individual case. However, below is a template with some ideas.  You can also download this template as a word document here .

Home Office address (in full)                                                                   Your address (in full)

Date: insert

Home Office Reference: insert

Recorded delivery reference: insert

Dear Sir/Madam, Your name, date of birth and nationality

Name, date of birth and nationality of each dependant

Repeat the Home Office Reference

I wish to make an application for [insert type of leave you wish to apply for and which rule/policy you are applying under].

[List the documents you are sending with the application. This helps to show the type of evidence you have to support your case.]

I enclose the following:

• Application form;
• Original, valid passport (number [insert] )
• Witness statement dated [insert date];

[List everything else you have enclosed]

Fees / Fee waiver / Fee exempt

[If you are applying for a fee waiver ( see here for our fact sheet for further information ) you need to completed and enclose the fee waiver application form along with your application for leave to remain. You should also explain how you meet the requirements for a fee waiver or why you are fee exempt here.]

[Include information about your/your family’s immigration history. You should explain why you are seeking to apply for/extend your leave to remain. If there are any compassionate aspects of your case (e.g. mental health problems/abuse or neglect/bereavement) it is important to explain them here.]

[Set out the rule/policy you are applying under and write underneath how you meet the rule. FOR EXAMPLE (please note that this is an example only, DO NOT just copy this because you will need to identify which rule applies to your case and include information specific to you):

Paragraph 276ADE. The requirements to be met by an applicant for leave to remain on the grounds of private life in the UK are that at the date of application, the applicant:

(i) does not fall for refusal under any of the grounds in Section S-LTR 1.2 to S-LTR 2.3. and S-LTR.3.1. in Appendix FM; and

I have no previous convictions and I am of good character. I do not fall within any of the exclusions.

 (iv) is under the age of 18 years and has lived continuously in the UK for at least 7 years (discounting any period of imprisonment) and it would not be reasonable to expect the applicant to leave the UK; or

I am 17 years old and I have lived in the UK since I was 9 years old. It would not be reasonable for me to leave the UK because I have lived here for a very long time. I have been to primary and secondary school here in the UK. As I have explained in my witness statement, I do not know anyone in [the country of your nationality] and all of my friends and family are here…]

[ Please see here for our fact sheets which   provide further information about some of the rules and policies.]

The best interests of child[ren]

[Explain here why it would be in the best interests of your child for you/them to remain in the UK. If you have any evidence to support this (e.g. letters from teachers, doctors or nurses), then refer to the evidence here. Refer to the Home Office’s obligation to ‘have regard to the need to safeguard and promote the welfare of children’ and to their duty to consider children’s best interests as a primary consideration.]

[ Please see here for our fact sheet about children’s best interests.]

Rights under Article 8 ECHR

[Explain why it would breach your rights/your family’s rights under Article 8 of the European Convention on Human Rights (right to respect for private and family life) if you/your family were removed from the UK.]

[ Please see here for our fact sheets  about rights under Article 8. ]

[If you make an application on the basis of your human rights protected by Article 8 ECHR and it is refused, you may not get an in-country right of appeal if the Home Office decides that your case is ‘clearly unfounded’. This means that your case clearly does not meet the rules/ policy and is bound to fail. If you are not given an in-country right of appeal, you have to leave the UK and appeal the refusal from somewhere else. The Home Office has stated that this should not apply if your application relies on a British child, a child who has lived in the UK for at least seven years, or if there are exceptional circumstances which mean that family life cannot continue outside of the UK or that it is in a child’s best interest to remain in the UK. An application based on Article 8 ECHR should not be certified if you are extending your leave to remain. If you are concerned that your case may be certified as clearly unfounded, you should set out why you should be granted an in-country right of appeal if your application is refused here.]

Access to public funds

[Even if you are granted leave to remain, you will normally not be allowed to access public funds. For some types of leave (for example, if you are applying on the basis of your family or private life on the ’10 year route to settlement’), you can ask to be given access to public funds. If you already have leave to remain and you are applying to extend it, and you currently have access to public funds, you will need to explain that you still need public funds for your next grant of leave. If you are granted leave without access to public funds, and you need to apply for access, please see here for further information . You will need to provide evidence of why you need access to public funds and you should explain how you meet the requirements here.]

[Explain why you believe you/your family should be granted leave to remain in the UK. Emphasise any compassionate circumstances and request that the application is considered as soon as possible.]

Yours faithfully,

Your signature

For more help with making your own application,  click here .

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• Careers advice
• Cover letters

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How to write a cover letter.

A cover letter introduces you to an employer and asks them to think about your application. 

It’s a short letter, usually 3 to 5 paragraphs long.

When to include a cover letter

You should always include a cover letter when you apply for a job using a CV. 

You can write it as an email if you’re applying online or print a copy to go with a paper application.

When writing a cover letter, let the employer know you’re keen by showing that you’ve researched the company. Learn more about what they do through:

• their website
• recent news articles
• talking to people you know who work there

Send it to the right person

It's important to try to address your cover letter to someone by name. Check you have the details of the person you need to send it to. 

You'll need their name and preferred title. For example, ‘Dr’, ‘Mr’, ‘Mrs’, ‘Ms’, and their job title. You should also make sure you have the right company name and address, including postcode.

If you do not know their name

If the job advert does not include a name you can check the company website. Try to find details of the head of the department, head of human resources or a recruitment manager.

If you still cannot find a name, you can start your letter with ‘Dear Sir or Madam’.

Introduction

Introduce yourself and explain how you found the advertised job. You can mention the job title, and reference number if there is one. 

If you’re asking about any job openings and not applying to a vacancy, tell them what sort of job you’re looking for. Let the employer see how keen you are to work for them.

Show you're right for the job

Highlight the skills and experience you have that match what the employer is looking for. 

Convince them that you're enthusiastic about working for them. Let them know you share their work values, culture and style.

Give extra information

If you have gaps in your employment history, you could talk about the skills you gained while you were out of work.

If you’ve mentioned on your CV that you have a disability, you might want to talk more about this in your cover letter. Organisations like Disability UK can give you advice on how to do this. You do not have to mention your disability at this stage if you prefer not to.

You can get more help with specialist advice on finding work if you have a disability.

Ending your cover letter

Thank the employer for considering your application. Let them know that they can get more details from your CV, and tell them you're looking forward to hearing from them.

Let them know how they can best contact you. Make sure your contact details are correct on both your cover letter and CV.

Yours sincerely or yours faithfully

If you know the name of the person you’re writing to, you should end the letter with ‘Yours sincerely’.

If you’ve addressed the letter ‘Dear Sir or Madam’, you should end the letter with ‘Yours faithfully’.

Tips for writing a cover letter

When writing your cover letter, remember to:

• write a new one for every job you apply for and make sure it’s tailored to the company and the specific role
• use the same font and size as you do for your CV, so it looks consistent
• make sure the company name and recruiter’s details are correct
• use the right language and tone: keep it professional and match the keywords used by the employer in their job advert
• show you’ve done your research into the job and the company
• highlight your most relevant skills and experience to stand out from other applicants
• back up any statements you make with facts and use the STAR method
• double check spelling and grammar before you send it
• keep a copy of your cover letter as they may ask you about it in an interview

Related content

How to write a CV

Completing application forms

Interview tips

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Cover letter

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• That your absence/trips listing is to the best of your recollection.
• If you have visited several countries during a single trip, as the form only allows you to mention one country, and doesn't provide much space under the "reason" field to name other countries you visited. This is particularly important if you visited several countries outside the EU where your passport got stamped, for example, during a round the world trip or a cruise.
• That you are providing approximate dates (i.e. entry date, employment dates, trips, etc.) as you don't recall the exact ones;
• Employment details: i.e. working through an agency, change of employer's name, sporadic employment, overlapping dates due to having 2 jobs, etc.).
• Not having exact dates or details of all convictions, fines, cautions, penalties, etc. and any relevant explanations about these incidents,
• Name discrepancies (see Names ).

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• HM Passport Office

Applying for a passport from outside the UK: guidance notes (accessible)

Updated 18 May 2022

© Crown copyright 2022

This publication is licensed under the terms of the Open Government Licence v3.0 except where otherwise stated. To view this licence, visit nationalarchives.gov.uk/doc/open-government-licence/version/3 or write to the Information Policy Team, The National Archives, Kew, London TW9 4DU, or email: [email protected] .

Where we have identified any third party copyright information you will need to obtain permission from the copyright holders concerned.

This publication is available at https://www.gov.uk/government/publications/overseas-passports-guidance/applying-for-a-passport-from-outside-the-uk-guidance-notes-accessible

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.

• 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.
• 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

Additional support is available for anyone who has a disability. Find out more about the services we offer and how to access them at www.gov.uk/passport-services-disabled

Top tips before you fill in your form

• Complete your paper form in CAPITAL LETTERS and BLACK BIRO only.
• Don’t write outside the white boxes or outside the signature borders.

If you make a mistake, cross it out. Don’t use correction fluid. If you make more than 3 mistakes on any line or don’t 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.

Section 1: Which type of passport do you need and sections to complete

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.

• 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

This applies if:

• your existing British passport isn’t damaged AND
• your name, date of birth, place of birth, gender, appearance and nationality hasn’t changed AND
• you aren’t renewing a passport that is handwritten. If you are renewing a handwritten passport, see First British Passport

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 .

Sections to complete

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

Section 10 must be completed for: all adult and child applications.

Replacement

• you want to replace a British passport that has been lost, stolen or damaged

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

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)

This applies if your last passport was issued for one year or less.

Need a 50-page frequent traveller 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. 50-page frequent traveller passports cost 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.

Section 2: Who is the passport for?

• 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 GOV.UK 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 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 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 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.
• 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

We recommend you give us a mobile phone number, so we can send you a text message when we receive your form and when your passport is being printed. Our courier may also use it to help deliver your passport faster.

• 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.

Section 3: Details of previous and current passports held

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 4: Parent’s details

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 either parent was born on or after 1 January 1983, or were 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.

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

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 GOV.UK for information on what documents you’ll need to send.

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 GOV.UK

Section 5: Certificate of registration or naturalisation

• 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 6: Children aged 12 to 15

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.

Don’t write in this section. This area is intentionally blank.

Section 8: More information

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 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.
• 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

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 9: Declaration

• Before you fill in and sign the declaration, read the form again to make sure that the information you have given is correct.
• your own passport
• a passport for the child named in section 2
• 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.

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

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.

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 [ways to contact us](#contact}.

Section 10: Countersignature

Countersignatories.

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
• to extend a passport

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
• live in the UK, and
• hold a British or Irish passport which has not run out.

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. 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 by writing on the reverse “I certify that this is a true likeness of ——————, [signature], [Date]”
• 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) by writing on the reverse “I certify that this is a true likeness of ——————, [signature], [Date]”
• put their initials next to any mistakes they may make in section 10.

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 or if we cannot contact them.

Accepted occupations for countersignatories

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:

• articled clerk of a limited company
• assurance agent of recognised company
• bank/building society official
• chairman/director of limited company chiropodist
• councillor, eg local or county
• civil servant (permanent)
• 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
• legal secretary – fellow or associate member of the Institute of Legal Secretaries and Pas
• holder of a valid premises or personal licence under the Licensing Act
• 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
• paralegal – certified paralegal, qualified paralegal or associate member of the Institute of Paralegals
• person with honours, eg an OBE or MBE
• photographer – professional
• police officer
• Post Office official
• president/secretary of a recognised organisation
• Salvation Army officer
• social worker
• 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:

• 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

Documents you need to send us, including photos

You must check supporting documents guidance . 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 )

Your last British passport or any valid passports that were issued in another country.

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.

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.nrscotland.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.

Once we have considered your application, we may still need to ask you for more information.

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.

Have you changed your name by marriage or civil partnership?

If ‘yes’, send:

• Marriage certificate, or
• Civil partnership certificate

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

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

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

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?

• one document from List A and one document from List B , or
• two documents from List A

Are you changing your name following gender re-assignment?

• Gender recognition certificate
• a new birth or adoption certificate showing your acquired gender

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

Are you changing your name for any other reason?

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 one document that shows each name change that has taken place

• Marriage 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

Once you’ve filled in your application

Passport fee.

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.

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.

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.

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.

• 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

If you need to contact us you will need to give us the barcode number from the front of your application form.

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

• For advice or to get a large print, Braille or audio version of this booklet, please call the passport adviceline on 0300 222 0000. (Calls to this number will be charged at the normal rate you pay for national calls.)
• Textphone on 0300 222 0222 or Text Relay on 18001 0300 222 0000 (for customers who are deaf or hard of hearing).

Travel advice

Travel advice is provided by the Foreign and Commonwealth Office. For detailed, up-to-date information:

• visit www.gov.uk/foreign-travel-advice

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.

Other information

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/hmpoprivacy-information-notice . You can get a printed copy of the information by writing to us at:

Disclosure of Information Section HM 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.

Complaints about passports

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.

If you have followed step one and are not satisfied with our response, you can ask us to review your complaint.

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.

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.

Phone: 0300 222 0000

Textphone: 0300 222 0222

Text Relay: 18001 0300 222 0000

HM Passport Office PO Box 767 SOUTHPORT PR8 9PW

Online: 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.

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 will need this number should you need to contact us. You must send us:

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’

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 .

2 recent identical photos

(which meet photo guidelines )

The correct documents

Use the checklist for 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

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