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Guidelines and Instructions for online applicants

WITH IMMEDIATE EFFECT 
    GUIDELINES FOR ONLINE REGISTRATION
      Eligible Applicants can do online registration for applying for Passport. Use Internet Explorer Browser for doing Online Registration. 
      Steps to be followed: Open 
      http://passport.gov.in/nri/ on internet; click "Continue" in the box provided; online Form will appear on the computer screen; select "Italy-Rome" in the box against Indian Mission, and also select "Passport of children up to 15 years old, Fresh passport, Re-issue of passport or New passport in lieu of damaged/lost passport" as per your requirement. For the rest, please continue reading below. Don't use Special characters while entering details in the Online Registration form. The Dates can be entered as per the format given in the website (DD/MM/YYYY). As all the details are filled in press "SAVE" to get the File number, Date and time of Appointment and also the provision to take the print outs of the Application Form. Please note that the data once registered cannot be modified, so ensure that you are entering the correct data while doing Online Registration. In case if you have registered wrong data, you have to register again with the correct details and get the print outs with fresh File numbers. In case if you haven't taken the print outs in the first time, you can get the copy of the already registered application using "REPRINT FORM" option by supplying the File number (web registration number) and also the Date of Birth. Note: While using "REPRINT FORM" option, File number (web Registration number) & Date of Birth pertaining to the concerned applicant has to be filled in to get the copy. There are still some columns in the application form which you will have to fill by hand. You will have to visit the concerned mission to submit the completed application form along with fee, supporting documents such as date of birth certificate etc. on the appointed day and time. The date and time of appointment at the Mission will be informed by the on-line system and will also be printed on the application form. Other details such as fees, documents required for submission with passport application Form, etc. may please be seen in other bullet headings underPassport and Consular Services of this Mission's website.

    INSTRUCTIONS FOR SUBMISSION OF APPLICATION FORM


    Please write/print fields in BLOCK LETTERS. Signature/Thumb impression should be confined in the prescribed box. In case of minor applicants, parent should NOT sign in the box. Applicants can visit Embassy of India, Rome at 9:30 a.m. on all working days. The tokens will be given on first come first served basis. Please bring print out of duly filled application form along with photocopies of all the required documents. Also bring originals for verification at the counter. 


    Timings

    Applications for Passport and other miscellaneous Consular services are accepted at the Embassy between 09.30 and 11.00 hrs on all working days (Monday to Friday). Saturday and Sunday are closed holidays. Delivery of documents will be at 17.00 hrs.

    Check here for Holidays to be observed by Embassy of India, Rome during the current year.


    General Information

    Your passport is a valuable document. It should always be kept either in your own custody or in the custody of a person duly authorised by you. If lost, or destroyed, the fact and circumstances should be immediately reported to the nearest Indian Mission/Post and the local police. Your passport must not be altered or mutilated in anyway nor any endorsement made on it by any person other than a duly authorised official of the Government of India. The maximum life of an Indian Passport is ten (10) years from the date of issue. Please ensure that you obtain a fresh passport within one year before its expiry, as issue of new passport, after expiry of previous passport, could take a number of weeks. Please keep a photocopy of your passport in a safe place. In the event of loss or damage of the original passport, its photocopy helps the applicant in providing important passport details, which are necessary to process the application for duplicate passport. Without these details, issuance of duplicate passport may be delayed. It is an offence under the Passport Act 1967 to give false information in the application. Passport facilities can be denied on grounds of suppression of factual information, submission of false particulars, wilful damage of passport and for making unauthorised changes in the passports. Your passport can be impounded or revoked by the Government of India under the provisions of the Passport Act 1967 in which event you will have to surrender the passport to the nearest Indian Passport Issuing Authority. Application forms should be filled in fully, legibly (in capital letters) and accurately and submitted with the passport. Misrepresentation of facts may result in denial of passport/consular services. Applications received with incomplete details will remain unprocessed. Every child should have a separate passport.

    WARNING

    If a holder of an Indian Passport acquires nationality of another country, he/she must immediately surrender his/her Indian Passport forthwith to the nearest Indian Mission/Post abroad. Unauthorised possession of an Indian Passport shall constitute an offence punishable under the Indian Passports Act, 1967.

    Information related to Consular Services and Document Checklist 

    General Instructions:-

    For services related to issue of Passport and OCI card and other miscellaneous consular services:-

    - Applicant’s physical appearance is mandatory,
    - In case of minor applicants, presence of father & mother at the time of application is mandatory. The physical presence of infants below the age of 6 months is not required; their applications need to be submitted by either of the parents.
    - Applicants are advised to apply for a new passport at least 6 months before its expiry.
    - Cash paid for consular services is non refundable.
    - Consular Officer reserves the right to call for additional documents if required.
    - Application forms for various consular services may be downloaded from the embassy website or collected from the consular wing.

    Passport related services

    REQUIREMENTS FOR RE-ISSUE (RENEWAL) OF PASSPORTS


    1

    Existing Passport


    2

    Copies of relevant pages of the passport

    Page where passport number, name, date of birth, etc. appear, page where parentage is written, page where address is written and page where endorsement is given, if any

    3

    Application form, duly filled in all columns. To be filled in on-line, and take print out

    On-line Application form can be accessed from :

    http://passport.gov.in/nri/OnlineRegistration.jsp?pocode


    5

    Signature (Two signatures, one on the first page of the application form, where space is given and the second one on the second page of the application, under DECLARATION).

    If there is a change in signature, it can be done so, provided the applicant appends his/her new as well as old signature on the second page of the application, under DECLARATION).

    6

    Original PermessoD’Soggiorno and copy of the same


    7

    Residence Certificate, not older than six months, issued from Comune or any Utility bill, along with translation in English


    8

    Two photographs

    One photograph to be pasted at the space provided on the right hand top corner of the application form and the second one on the third page of the application form.

    Latest one (taken within the last 6 months), of the size of 2 inch x 2 inch, with light background and with any colour dress, but no white dress.

    No sunglass is allowed. If spectacles are worn, no reflection of light on the glass is allowed.

    No head coverings are allowed except in the case of religious purpose.

    Frontal view, showing both the ears.

    Hair should not distract the face

    9

    Marriage certificate, original, as well as self-attested copy

    In case the applicant wantsto endorse the spouse name

    10

    Change in appearance

    Affidavit required

    Fee of Euro 28, in case re-issue of passport required when the existing passport is still valid for more than one year

    11

    Change in permanent address

    Requires one of the following:

    Aadhar card, Indian driving license, Voter Identity Card, Bank passbook, electricity/water bill, etc.

    The above documents should be in the name of the applicant.


    REQUIREMENTS FOR RE-ISSUE (RENEWAL) OF PASSPORTS

    IN THE CASE OF MINOR CHILDREN BELOW THE AGE OF 18 YEARS


    1

    Existing Passport


    2

    Copies of relevant pages of the passport

    Page where passport number, name, date of birth, etc. appear, page where parentage is written, page where address is written and page where endorsement is given, if any

    3

    Application form, duly filled in all columns. To be filled in on-line, and take print out

    On-line Application form can be accessed from :

    http://passport.gov.in/nri/OnlineRegistration.jsp?pocode


    5

    Signature (Two signatures, one on the first page of the application form, where space is given and the second one on the second page of the application, under DECLARATION).

    If there is a change in signature, it can be done so, provided the applicant appends his/her new as well as old signature on the second one on the second page of the application, under DECLARATION).

    Those children who cannot sign, may append their thump impression (left hand thump impression in the case of male child and right hand thump impression in the case of female child)

    6

    Signature of parents

    Signature of both father and mother (exactly as given in their passports) on the third page of the application form, in the given space.

    For further details, please contact the Indian Consulate.

    7

    Original PermessoD’Soggiorno and copy of the same


    8

    Passports of both father and mother and clear copies of all relevant pages of their passports


    9

    Residence Certificate, not older than six months, issued from Comune or any Utility bill in the name of either of the parent.


    10

    Two photographs

    One photograph to be pasted at the space provided on the right hand top corner of the application form and the second one on the third page of the application form.

    Latest one (taken within the last 6 months), of the size of 2 inch x 2 inch, with light background and with any colour dress, but no white dress.

    No sunglass is allowed. If spectacles are worn, no reflection of light on the glass is allowed.

    No head coverings are allowed except in the case of religious purpose.

    Frontal view, showing both the ears.

    Hair should not distract the face

    11

    Change in permanent address

    Requires copies of the relevant pages of the passport of either of the parent where the new address is given.


    In case, the address given in parents’ passport is different, either of the parents should get a new passport with the new address, in the first instance.  Thereafter the child’s passport may be applied for.



    REQUIREMENTS FOR PASSPORTS

    IN THE CASE OF NEW BORN CHILDREN


    1

    Birth Registration, on-line

    On-line birth registration can be made from :

    http://indiancitizenshiponline.nic.in/ic_form_public.aspx

    After completing the on-line registration, photograph (not more than 20kb) of the child and signatures of both the mother and father required to be uploaded.

    Take print out and both the mother and father have to append their signatures (exactly as given in their passports) on the second page of the on-line registration form and submit along with passport application form

    2

    Birth should be registered, on-line, within one year of the child.

    In case the birth is not registered within one year of the birth of the child, a separate application on a white paper from the parents, giving reason for not doing so, in writing, duly signed by the parents and with a request to register the birth of the child, should also be submitted

    3

    Application form, duly filled in all columns. To be filled in on-line, and take print out

    On-line Application form can be accessed from :

    http://passport.gov.in/nri/OnlineRegistration.jsp?pocode

    4

    Birth Certificate issued by Comune along with English Translation and their copies

    Please attest (self-attestation) on the English translation of the birth certificate

    5

    Signature

    Thumb impression (left hand thumb impression in the case of male child and right hand thump impression in the case of female child) of the child on the first page of the passport application form, in the given space.

    6

    Signature of parents

    Signatures of both father and mother (exactly as given in their passports) on the second and third pages of the application form, where space has been given.

    7

    If one of the parent is not able to append his/her signature on the application form

    An Affidavit, in original, clearly stating that he or she doesn’t have any objection to his/her spouse applying for and obtaining passport in respect of his/her minor child

    The Affidavit should be notarized if the parent is in India or the same should be attested by the Indian Mission/Consulate in the country where the parent is at the time of making the affidavit.

    8

    Residence Certificate, not older than six months, issued from Comune or any other Utility bill


    9

    PermessoD’Soggiorno

    PermessoD’Soggiorno of both the parents is mandatory.

    10

    Passports of both father and mother and clear copies of all relevant pages of their passports


    11

    Original CartaD’Identita of both father and mother along with clear copies of the same


    12

    Two photographs

    One photograph to be pasted at the space provided on the right hand top corner of the application form and the second one on the third page of the application form.

    Latest one (taken within the last 6 months), of the size of 2 inch x 2 inch, with light background and with any colour dress, but no white dress.

    Frontal view, showing both the ears.


    13

    Change in permanent address other than what is given in the passport of the father

    Requires copies of the relevant pages of the passport of either of the parent where the new address is given.


    In case, the address given in parents’ passport is different, either of the parents should get a new passport with the new address, in the first instance.  Thereafter the child’s passport may be applied for.

    REQUIREMENTS FOR PASSPORT IN CASE OF LOST/DAMAGED PASSPORTS


    1

    Existing Passport


    2

    Copies of relevant pages of the passport

    Page where passport number, name, date of birth, etc. appear, page where parentage is written, page where address is written and page where endorsement is given, if any

    3

    Application form, duly filled in all columns. To be filled in on-line, and take print out

    On-line Application form can be accessed from :

    http://passport.gov.in/nri/OnlineRegistration.jsp?pocode


    5

    Signature (Two signatures, one on the first page of the application form, where space is given and the second one on the second page of the application, under DECLARATION).

    If there is a change in signature, it can be done so, provided the applicant appends his/her new as well as old signature on the second one on the second page of the application, under DECLARATION).

    6

    Original PermessoD’Soggiorno and copy of the same


    7



    8

    Two photographs

    One photograph to be pasted at the space provided on the right hand top corner of the application form and the second one on the third page of the application form.

    Latest one (taken within the last 6 months), of the size of 2 inch x 2 inch, with light background and with any colour dress, but no white dress.

    No sunglass is allowed. If spectacles are worn, no reflection of light on the glass is allowed.

    No head coverings are allowed except in the case of religious purpose.

    Frontal view, showing both the ears.

    Hair should not distract the face

    11

    FIR (Police Report) along with translation.

    Police Report should clearly mention the number of the lost passport

    12

    Annexure L


    13

    Personal Particulars Form (PP Form) and three additional passport size photograph

    Please give contact telephone numbers (both in India as well as in Italy)

    REQUIREMENTS FOR PASSPORT IN CASE OF THOSE APPLICANTS, WHO DO NOT HAVE LEGAL STAY PERMIT IN ITALY


    1

    Existing Passport


    2

    Copies of relevant pages of the passport

    Page where passport number, name, date of birth, etc. appear, page where parentage is written, page where address is written and page where endorsement is given, if any

    3

    Application form, duly filled in all columns. To be filled in on-line, and take print out

    On-line Application form can be accessed from :

    http://passport.gov.in/nri/OnlineRegistration.jsp?pocode


    4

    Signature (Two signatures, one on the first page of the application form, where space is given and the second one on the second page of the application, under DECLARATION).

    If there is a change in signature, it can be done so, provided the applicant appends his/her new as well as old signature on the second one on the second page of the application, under DECLARATION).

    5

    Ospity, in original, as well as copy of the same along with translation in English (self attested)


    6

    Job contract

    Job contract, in original, in the letter head with Registration number, address and contact phone/fax numbers and e-mail ID.  If the job contract is in Italian language, translation in English, duly signed by the employer and also his/her Identity (Copies of Passport, PermessoD’Soggiorno and CartaD’Identita).

    7

    Two photographs

    One photograph to be pasted at the space provided on the right hand top corner of the application form and the second one on the third page of the application form.

    Latest one (taken within the last 6 months), of the size of 2 inch x 2 inch, with white background and with any colour dress, but no white dress.

    No sunglass is allowed. If spectacles are worn, no reflection of light on the glass is allowed.

    No head coverings are allowed except in the case of religious purpose.

    Frontal view, showing both the ears.

    Hair should not distract the face

    8

    Annexure L

    Can be had from the Consulate

    9

    Personal Particulars Form (PP Form) and three additional passport size photographs

    Please give contact telephone numbers (both in India as well as in Italy)

    10

    Fee

    Euro 63

    11

    Those who are on a tourist visa will be issued EC (Emergency Certificate) only

    12

    Those who are on tourist visa from a third country, can be issued a short validity, hand written passport, provided they submit proof of their residence in the third country, to facilitate them to go back to the respective third country


    Emergency Certificate

    An Emergency Certificate (one way travel document) which authorises an Indian national to enter India, is issued to a citizen of India whose passport has been lost, stolen or damaged and to whom new passport cannot be issued without approval from India. This service is primarily extended with the objective of ensuring their return to India. The final decision of issuing an Emergency Certificate is subject to a detailed examination by the Embassy. It might also require certain clearances from the concerned authorities in India and/or the concerned Indian Missions/Posts abroad. It may be noted that confirmed air tickets are required for issue of Emergency Certificate.

    - Proof of Indian nationality 
    - Proof of the Reason, on the grounds of which Emergency Certificate  is being sought. 
    - Copy of passport and Resident Permit (Valid PDS)

    Miscellaneous Consular Services :

    Change of Name:


    1. In case of Marriage /Divorce:
    - Application to be submitted with the sworn affidavit. http://www.indianembassyrome.in/services.pdf 
    - Original Mariage certificate/Original “order” from the court pertaining to divorce along with photocopies and husband’s/wife’s passport. 
    - The Marriage certificate is required to be duly attested by the CPV division, MEA, Patiala House, New Delhi or by Banch Secetariat of MEA. 
    2. In all other cases,        
    - Application to be submitted with the sworn affidavit along with two witness passport and PDS copies. http://www.indianembassyrome.in/services.pdf 
    -  Newspaper advertisement in 2 daily newspapers of India and in one newspaper of Italy (circulation in the area of your permanent and present residence).Original copies to be submitted.


    For inclusion of spouse name in passport:-

    - One colour photo size  2x2 inches (35*35mm)  in white background of the applicant 
    -  Duly completed form for miscellaneous consular services. http://www.indianembassyrome.in/services.pdf
    - Copy of Marriage certificate (If marriage certificate is in Italian, translated notarized in Original)  
    - Copies of valid passport and resident permit (Valid PDS) of  the applicant 
    - Copy of spouse’s passport


    For issue of Identity Certificate:

    - Three colour photo size 2x2 inches (35*35mm)  in white background of the applicant 
    -  Duly completed form for miscellaneous consular services 
    - Copies of valid passport, valid Italian visa or valid PDF.


    Change of Address in Passport :

    -  2 Photos in white background 2x2 inches (35*35mm)   
    - Duly completed form for miscellaneous consular services. (Link may be given)   
    - Original Telephone bill/electricity bill of new address /attested copy of driving /voter/ID Card/PAN card as proof of address.

     

    Change of Date of Birth
    Applications for change in date of birth is not entertained unless accompanied by a Court Order issued by a Judicial Officer not below the rank of First Class Magistrate in India. Clarificatory orders/certificates of other authorities (who had issued the Date of Birth certification presented to the original Passport Issuing Authority) conveying any amendment may be produced before the Embassy for consideration.

    Registration services:

      (A) Registration of marriage :
          - A marriage notice in the prescribed format signed by both the applicants
          - The Affidavit from the parents of both sides duly notarized specifying that his/her son/daughter is unmarried and he/she has no objection for the marriage with the other person (Specifying the Name). 
          - Two newspapers in original (one from India and one from Italy) containing the advertisements regarding the proposed marriage. 
          - Photocopies of the passports of both the bride and the bridegroom. 
          -  Copy of valid permesso di soggiorno (PDS) released by questura


      After submitting the application, a notice to be displayed on the notice board.
      On completion of 30 days, applicants have to return to Embassy along with three witnesses and their passports (or any other valid documents in original).
      They have to take appointment two days in advance of the registration of marriage.
      Marriage Registration will take place at 2.30 p.m. in the Embassy on any working day.

        (B) Registration of Birth :


      Notice for registration of birth (w.e.f. 01-05-2011)
      All Indian nationals who are residents in Italy (other than the areas following under the jurisdiction of CGI, Milan) are required to register the birth of their children in the Embassy within six months from the date of birth. The applicants are required to submit the following documents for registration of birth of the children:
      Photocopies of:

      Parent's passports Resident permit in Italy Birth certificate issued from the Comune in Italy

      Note: All above original documents may also be furnished and will be returned after checking.

        (C) Registration of Death :


      Death of Indian nationals residing in Italy (other than the areas following under the jurisdiction of CGI, Milan) can be registered with Embassy. The following documents are required to register the death:

      Death certificate issued from the Comune in Italy. Passport of the deceased for cancellation. Resident permit in Italy of the deceased.

      Note: Original documents are also to be submitted along with photocopies for verification.

        (D) "No Objection" for sending Human Remains:


      The mandatory documents required by the Embassy for processing the request should include:

       Police report stating that there is no objection to transport the body to India.
        Medical report from the concerned Doctor/Hospital.
        Death Certificate issued by the Municipal authority (Comune).
       "No objection" from the Court (Procura) or from Comune for burial/cremation and to take the body out of the country (to India).
        Letter from the Funeral Transport Agency taking responsibility for: 
      completing all the required documents, transportation of the body to final destination, contacting the relatives of the deceased and inform them about the exact date and time of arrival of the body to India, informing the Embassy about the exact date and time of arrival of the body to India (by fax).
        Original passport and photocopy of the deceased for its cancellation and copy of Permit of Stay.
       If a person accompanies the body to India: Photocopy of the passport of the person who accompanies the body to its final destination in India with a written request from him/her undertaking full responsibility for the transportation of the body. The person concerned may please contact the Embassy. If the person who accompanies or collects the body in India is not a relative, the family of the deceased must convey its consent by fax to transport the body to India through the authorized person. 
      If the body is transported without any escort:
       Fax from India by next of kin taking full responsibility of collecting the body at the airport (along with photocopy of passport or any other document).

      All documents are required to be submitted in duplicate (original and photocopy)

       


      Fee for Passport and Consular Services

      IMPORTANT NOTICE: With effect from 10.01.2011, a service charge of Euro 3/- (Three only) towards Indian Community Welfare Fund would be levied on every application for Passport, Visa and Consular services.Fee should be deposited in cash at the counter, and the receipt obtained.No refunds: Fees once received, cannot be refunded, even if the application is withdrawn or iF service cannot be rendered.

      REVISED FEE SCHEDULE w.e.f 01-10-2012

      Details of service

      Fees (in Euro)

      Passports:

      Issue of new passport
      (36 pages & 10 years validity)

      60.00

      Issue of new passport
      (Jumbo booklet 60 pages & 10 years validity)

      75.00

      Issue of new passport for change of appearance/signature

      60.00

      Issue of duplicate passport (36 pages)

      110.00

      Issue of duplicate passport (Jumbo booklet 60 pages)

      130.00

      Issue of passport for minor children
      (up to 18 years of age and 5 years validity)

      40.00

      Deletion of Child's Name

      No fees

      Replacement of Indian passport due to change in personal particulars
      (addition/deletion of name of spouse, change of address,change of name/maiden or married status, etc.)

      36 Pages - 60.00
      60 Pages - 75.00
      5 Years - 40.00

      Miscellaneous Services:

      Attestation

      25.00

      Birth certificate

      25.00

      Citizenship certificate

      25.00

      Chamber of Commerce/merchant shipping attestation

      62.00

      Passport replacement due to deletion ECR status

      60.00

      Equivalence certificate

      25.00

      Family certificate

      25.00

      Identity certificate

      40.00

      Marriage registration/certificate

      62.00

      Miscellaneous certificate

      25.00

      Miscellaneous service

      20.00

      Fresh normal Overseas Citizen of India (OCI) Card

      216.00 + 3.00 (Service Charge)

      Overseas Citizen of India (OCI) Card for PIO card holder

      20.00 + 3.00 (Service Charge)

      Overseas Citizen of India (OCI) Card for Minor PIO card holder

      114.00 + 3.00 (Service Charge)

      Police clearance certificate

      20.00

      Pension/Life certificate

      0.00

      Pension/Signature attestation

      0.00

      PIO card

      315.00

      PIO card minor

      160.00

      Registration of birth

      25.00

      Registration of death

      0.25

      Signature attestation

      12.00

      Surrender of indian citizenship

      20.00, and Rs 7000/- (Euro 172/-)

      Translation verification

      25.00

      True copy attestation

      12.00

      Tibetan Nationals:

      Certificate Identity/Additional booklet for Tibetan Nationals

      15.00

      Renewal of Identity certificate

      6.00

      Duplicate Emergency/Identity certificate

      30.00


      Application Forms

      Passport Application FormMiscellaneous Services Application Form

      Application forms for passports and miscellaneous services can be also collected from the reception counter at the Embassy from MONDAY to FRIDAY between 9.00 a.m. and 1.00 p.m., except Holidays.


      Address for Further Inquiries

      Embassy of India
      Consular Wing
      Via XX Settembre, 5
      00187 ROME (ITALY)
      Fax 0039 064824252
      e-mail cons.wing@indianembassy.it

      PLEASE CHECK WITH THE CONSULAR SECTION FOR ANY CHANGES

      Applicants may forward their complaints /grievances related to Consular/Visa matters on following e-mail addresses:

      HOM: amb.rome@mea.gov.in

      Supervisory Officer: dcm.office@indianembassy.it

      Consular Officer: cons.wing@indianembassy.it

       

      Indian Citizens, PIOs and OCIs within the jurisdiction of Embassy of India, Rome are requested to contact following mobile number in case of any emergency: 0039 3316142085



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