High Commission of India

Freetown, Sierra Leone

High Commission of India
Freetown, Sierra Leone
*****

PASSPORT SERVICES - PROCEDURE AND DOCUMENTATION

All applicants whether applying for fresh passport, re-issue of passport, passport for a minor child, passport in lieu of lost/damaged/stolen or fresh passport on account of change of name, appearance, address, addition/deletion of spouse name etc are required to fill the passport application form online at the link https://embassy.passportindia.gov.in/ .  The following steps need to be followed for submission of the passport application:

STEPS TO BE FOLLOWED:

Step 1: Visit the website: https://embassy.passportindia.gov.in/ .

Step 2: Click ‘Africa & Middle East and click on “SIERRA LEONE” on the above link and the applicant shall be taken to a new page.

Step 3: Register yourself by clicking on the "REGISTER" Link.

Step 4: Activate your registration from the link sent on personal email ID

Step 5: Again, visit the above website and go to “USER LOGIN” link. Now login with the registered login ID and Password opted by the applicant

Step 6: In the “Applicant Home Page”, click on the service required for i.e.: "Apply for Ordinary Passport/Emergency Certificate/Police Clearance Certificate/Surrender of Indian Passport/Diplomatic Passport/Official Passport/Identity Certificate" link to file a new application

Step 7: After successful submission of the online application form, the applicants are required to take a print out of their application form and carry out the following:

(a) Fill up blank columns, if any, in the application form.

(b) Affix the signature/thumb impression.

The signature/thumb impression will be printed in the passport. Therefore, it must be kept strictly within the box, without touching the boundaries.

Illiterate applicants should put left hand thumb impression instead of signature.

Use right hand thumb in case the applicant’s left thumb is permanently disfigured and unfit for use. Clearly mention under the signature box that right hand thumb impression has been put.

In case of minor applicants, this box should contain the minor’s signature or thumb impression as the case may be. Minor’s parents should not put their signature or thumb impression in this box.

Use only blue/black ball point pen for signature.

Step 8: Submission of application form:

i) In Person: Application form can be submitted at the High Commission’s Consular Counter on any working day (Monday to Friday) between 1000 to 1200 hrs.  See the list of holidays here.

ii) Postal application: Application needs to sent by Courier only to:

Attaché (Consular)
High Commission of India
32-B Wilkinson Road
Freetown, Sierra Leone

Step 9: Payment of fee:

Payment is accepted in cash (Leones) at the HCI counter OR it can be deposited in the Mission’s account (details below) and submit a proof of deposit along with the application:

Account Name: High Commission of India
Account No.: 63400-30066
Bank Name: Ecobank Sierra Leone
Branch: Charlotte Street, Freetown

Step 10: Photograph: Three photographs of 2” x 2” (5x5 cms) needs to be submitted along with the application form. One pasted and two attached with the application. It should be in white background, no white/light shirt or dress, no shadow on face, sharp contrast, if applicant wear glasses, eyes should be clearly visible, both ears should also be visible. Computer generated/Polaroid photos are not acceptable. Photograph Guidance for Applicants.

Note: Applicants are required to attach self-attested photocopies of all the required documents with the application form. Original documents must be produced at the counter, which will be returned after verification.

Check-List for Fresh Passport/Re-issue of passport

• Current Passport along with the self attested copies of the first and the last pages of the Passport, i.e. pages having applicant’s personal details and pages with any observation(s).
•  
• Copy of the current valid visa/Residence Permit of Sierra Leone.
•  
• Personal Particulars form, as in ANNEXURE PPF.

Check-List for Issue of New Passport in lieu of Lost / Stolen / Damaged Passport

Police Report regarding lost or stolen passport

Photocopy of lost / damaged passport

Copy of Sierra Leone visa / Residence Permit / Proof of entry into Sierra Leone (If not available then a No visa undertaking form as given in APPENDIX V)

In case of photocopy of Lost passport is not available then documents establishing Indian identity, such as, copy of Indian Driving License, PAN card, Ration card, Election ID Card etc. (the IDs furnished should preferably be issued by Government of India or other Indian authorities like the State Governments, etc.)

• Declaration as in ANNEXURE - F
• Declaration as in ANNEXURE - E
• Personal Particulars form, as in ANNEXURE PPF.
• Company declaration Letter / Proof of Address in Sierra Leone.
• Letter from the applicant addressed to the High Commission explaining how the passport was lost/ damaged.

Check List for Re-issue of Passport for a minor child (below 15 years)

Note: A separate passport must be obtained by every individual including a new born or minor child. It is necessary that the child is in Sierra Leone at the time of application. It is illegal to apply for a passport for an individual not currently in Sierra Leone.

• Copy of first and last pages of the current passport.
• Photocopy of Father's and Mother's Passport (first and last pages)
• Copy of Valid Sierra Leone Visa / Residence Permit
• Declaration by Parents for issue of passport to minor as in ANNEXURE - D
• Declaration as in ANNEXURE - E
• Declaration / Affidavit of Change of Appearance as in APPENDIX IVA

Check List for Fresh Passport for a Child born in Sierra Leone

Children born in Sierra Leone to Indian parents (either one or both Indian citizens) are eligible to apply for Indian passport after obtaining Birth certificate from the Sierra Leonean authorities. Thereafter, Registration of Birth of Child must be done online as stated below. Take print of the online Birth Registration and Fresh Passport application and submit it to the High Commission. Child’s presence at High Commission is not mandatory. At least one of the parents has to come to the High Commission of India in person for submitting the application.

Birth Registration

Children born in Sierra Leone must be registered as Indian citizen within one year of his/her birth.  At least one of the parents must be an Indian citizen at the time of applying. In case one year has elapsed since the birth of child, an affidavit needs to be submitted stating that the child has not acquired foreign nationality. Local authorities should also confirm non-acquisition of Sierra Leonean nationality by the child.

In case more than seven years have elapsed since the birth of the child, the matter would have to be referred to relevant authorities in India.

Documents required for registration of birth:

• Original Birth Certificate issued by the local authorities
• Complete the online registration form (Form I) for Indian citizenship for minor Indian children on the link: http://indiancitizenshiponline.nic.in and submit the print out
• Photocopy of Father's and Mother's Passport (first and last pages)
• Copy of valid Sierra Leonean Visa / Residence Permit of parent’s
• Copy of parent’s marriage certificate (in case spouse name is not in their passport)

Issuance of Fresh Passport to newly born child

• Copy of the birth certificate issued by the High Commission (if birth registration and passport application are not submitted simultaneously)
• Declaration as in ANNEXURE - E
• Declaration by Parents for issue of passport to new born – Annexure D
• Child out of wedlock - Children born to parents (both Indian passport holders) who are not married to fill in Affidavit for ‘Child born out of wedlock’ (APPENDIX – II) and submit with supporting documents
• Child of a Single Parent – Annexure C in replacement of Annexure D

Re-Issue of Passport with Change in Personal Particulars like Change of Name, Splitting of name into given name and surname:

In case of change of name (major change/full name) at the time of re-issue of passport, following documents are required:

• Copy of first and last pages of the current passport.
• Copy of the current valid Sierra Leonean visa / Residence Permit.
• Clipping of the newspaper published in the last 1 month both in Sierra Leone and India or Gazette notification of the concerned State Government (Advert should be in English/Hindi language)
• Two IDs/documents issued by Government authorities in India, in the new name of the applicant (if applicable)
• At least two public/school documents issued in the name to ascertain that the applicant has actually changed his name (if applicable)
• In case of NRI applicants and their dependent family members who have been staying abroad on long term permanent or work visa/permit, two public documents issued by the local government / school/educational institution where the student is enrolled may be accepted. This would not be applicable for temporary residents and visitors from India or third countries.
• Sworn Affidavit for change of Name as in APPENDIX- I.
• Declaration as in ANNEXURE E
• Personal Particulars form, as in ANNEXURE PPF.
• Company declaration Letter.
• A letter written by applicant justifying the complete/substantial name change.

Re-Issue of Passport following Change of Name after Marriage, remarriage or divorce

Following marriage, remarriage or divorce, except details provide by the applicant in the application, no proof of marriage/dissolution of marriage or any court orders /decree is required in the following cases:

• An applicant applying for re-issue of passport for incorporation of the name of his/her spouse
• A woman applying for change of name/surname in existing passport due to marriage
• Divorcees applying for change of name or for deletion of spouse’s name in passport
• Re-married applicants applying for change of name/spouse’s name in passport

Documents required along with the application:

• Copy of first and last pages of the current passport.
• Copy of the current valid Sierra Leonean visa / Residence Permit.

Re-issue of passport due to change in Address

In case of change of address in India, any of the following documents are accepted as Proof of Residence:

(a) Aadhaar Card/e-Aadhar/Letter containing Unique Aadhar number
(b) Applicant’s current and valid Ration Card
(c) Driving License
(d) Duly certified/attested extract of the service record/book of the Government employees (serving/retired) or the bonafide certificate issued by the employer in respect of serving Government employees
(e) Election Commission Photo ID card
(f) Electricity / Water/Telephone (landline/postpaid mobile bill) Bill
(g) Employer Certificate on letterhead from reputed and widely known companies
(h) Gas Connection Bill
(i) Income Tax Assessment Order
(j) Marriage Certificates issued by the Registrar of Marriages along with address proof of spouse in respect of newly married women
(k) Parents’ passport and parents’ address proof in case of minors
(l) Passport of son/daughter in case of dependent parents
(m) Photo Passbook of running Bank Account (Scheduled Public Sector Banks, Scheduled Private Sector Indian Banks and Regional Rural Banks only)
(n) Proof of address issued by the India Post, Department of Posts
(o) Rent Agreement
(p) Spouse’s passport copy

Re-issue of passport due to change in appearance

This also applies to Sikh applicants who want to change from turbaned image to clean shaven image or vice versa

• Declaration as in APPENDIX IVB  (In case of Change of appearance of adult)

EMERGENCY CERTIFICATE (EC)- PROCEDURE AND DOCUMENTATION

Where the applicant has to return to India immediately for any reasons, issue of an Emergency Certificate for one way travel can be considered, subject to verification of previous passport details.

All applicants applying for Emergency Certificate are required to fill the EC application form online at the link https://embassy.passportindia.gov.in/  Steps (1-10) mentioned above for passport applications needs to be followed for submission of the EC application. All copies of the documents submitted are to be self attested:

• Police Report in case of lost or stolen passport
• Photocopy of current passport.
• Copy of valid Sierra Leonean Visa / Residence Permit.
• If passport copy is not available, any of the two documents establishing Indian identity like Aadhaar, Driving License, PAN card, Ration card, Election ID Card etc. in original with a self attested copy (the IDs furnished should preferably be issued by Government of India or other Indian authorities like the state governments etc.)
• Company declaration Letter/ Proof of Address in Sierra Leone - If working in Sierra Leone
• Declaration as in Annexure F (in case of lost/stolen passport)
• Declaration as in ANNEXURE E
• Undertaking for a Non-Valid Visa as in APPENDIX - V
• Letter from the applicant addressed to the High Commission explaining loss/stolen of passport OR any other reason for not producing the current passport with reasons of emergency.

POLICE CLEARANCE CERTIFICATE (PCC)- PROCEDURE AND DOCUMENTATION

All applicants applying for Police Clearance Certificate (PCC) are required to fill the online application form from the link https://embassy.passportindia.gov.in/ Steps (1-10) mentioned above for passport applications needs to be followed for submission of the PCC application. All copies of the documents submitted are to be self attested:

For this service, applicants have to apply in person only

Documents Required:

Duly filled in and signed copy of online PCC Application Form
Applicant's valid passport in original and self-attested photocopy of pages containing personal particulars of the applicant. The applicant shall also bring the original passport for collection of PCC.

Visa Status:

(a) For Indian nationals: Self-attested photocopy of the passport page containing valid Visa or Sierra Leonean Residence Permit Card.
(b) For foreign nationals: Applicants who are foreign passport holders and who never held any Indian passport need to submit self-attested photocopy of page containing latest Indian visa on their passports and pages having Indian immigration’s entry and exit stamps.
(c) Foreign nationals who previously held Indian passport: Such foreign nationals need to submit any of the following.

Self-attested photocopy page containing valid Indian visa on their passports.
OR
Self-attested photocopy of the OCI or PIO Card (if the applicant holds OCI or PIO Card).
OR
Self-attested photocopy of Indian Passport Surrender Certificate (foreign passport holders who previously held an Indian passport are required to surrender their last held Indian passport at the nearest Indian Mission/Post and obtain Indian Passport Surrender Certificate).

Proof of Residence: Any of the following self-attested documents viz. copy of utility bill (landline telephone bill/electricity bill/gas bill/water bill) or lease deed (of house) etc. where the applicant’s address is clearly mentioned, should be provided.

Processing Time:

If you are an Indian national and if your complete passport particulars are not available in our data base, this service is rendered after obtaining the confirmation/clearance from the original Passport Issuing Authority and it may normally take up to 45 days.

In case of foreign nationals, this service is rendered normally within 3 working days after receipt of application, subject to fulfillment of all documentation required.

Note: Apart from the general mandatory requirements mentioned above, applicant may be advised to submit additional documents, after scrutiny, on case to case basis.

SPECIMEN DECLARATION / AFFIDAVITS

Appendix I  : Affidavit for change of name

Appendix II  : Affidavit for Child born out of wedlock

Appendix III  : Affidavit in lieu of Marriage Certificate

Appendix IVA   : Declaration for Change of appearance (Minor)

Appendix IVB   : Declaration for Change of appearance (Adult)

Appendix V  : Undertaking for Non- valid visa

Annexure C   : Declaration by applicant’s parent or guardian for issue of passport to minor when one parent has not given consent

Annexure D  : Declaration by applicant’s parent(s) or guardian for issue of passport to minor

ANNEXURE E  : Declaration of the applicant on a plain paper

Annexure F  : Declaration of applicant for obtaining a passport in lieu of Lost/ Damaged Passport

Annexure PPF . :Personal Particulars Form