Renew Indian Child Passport in USA – Documents, Process

Anil Gupta  8 Jan, 19      475  USA

How to renew Indian Minor Passport in USA

Reissue or Renewal of Indian Minor (Child) Passport in USA is pretty similar to the one for adults.

Step by step guidance for re-issue of child passport with Cox and Kings (CKGS) in the jurisdiction of Indian embassy New York, Houston (Texas), Washington DC, Atlanta (Georgia), Chicago (Illinois) and SFO (San Francisco, California) Indian consulate.

The child is issued his/her own passport for 5 years and needs to be re-issued before its expiry.

Processing time: 4-6 weeks. 10 days if last passport was issued by Indian Embassy in USA.
You can apply 1 year in advance of passport expiry.

Documents required for Renew Indian Minor Passport – USA

  1. Child’s Expiring Passport (Most recent ONLY). All other OLD passports, if any, are not required.
  2. 2×2 Inch photographs (White background, off-white is NOT allowed) – Total 3 in number.
    New pictures clicked within last 30 days required. Bad and good photographs.
  3. Nationality Status form Dec 3, 2018 update – Not required now.
  4. Document checklist
  5. NRI passport renewal application form
  6. Affidavit for change in Appearance
  7. Annexure ‘D’- Affidavit of applicant parents for passport for Minor Child
  8. Annexure ‘E’- Specimen Declaration of the applicant on a plain paper
  9. U.S.A. Address proof – Any one parent’s name – Any utility bill (Electricity/gas) or driving license or Rental lease agreement or home mortgage bill.
  10. Indian Address Proof – Any one parent’s name – Aadhar Card OR Recent Bank Statement from Government bank like SBI, PNB (Should have affixed photograph) OR Drivers license OR Utility bill not older than 3 months.
  11. Child Birth Certificate – Should be in English.
  12. CHILD Passport copy – Photocopy of First 5 pages of YOUR passport + last 2 pages.
    First page with Photo, then page numbers 1, 2, 3, 4, 5.Page number 34, 35, 36 and last page with address. Total of 10 pages.
  13. CHILD (US Legal Status Proof) – Current Valid US Visa OR I-797 OR Green card OR Employment Authorization Card or I- 797 approval notice.
  14. Mother – Current Valid US Visa OR I-797 OR Green card OR Employment Authorization Card or I- 797 approval notice.
  15. Mother – Passport first (Photo) page and last page (address page).
  16. Father – Current Valid US Visa OR I-797 OR Green card OR Employment Authorization Card or I- 797 approval notice.
  17. Father – Passport first (Photo) page and last page (address) page.

Please note that US Visa – B1/B2 is not considered a valid visa for passport reissue.

CKGS Passport Online application

Start new application on CKGS website. Sample information:

All forms except NRI application form are automatically filled up by CKGS online application.

Postal Envelopes, payment and shipping

Choose CKGS’s shipping option (UPS or Fedex) to avoid any issues later costing i.e. $15 each way. Total = $30.

Remember that CKGS does not allow USPS as the option.

Payment is accepted only by online mode at step 5 in CGKS.

Please note your application’s web reference here before clicking the ‘Pay Online’ button.

Fees for child passport renewal in USA
Fees for child passport renewal in USA

Indian Government’s NRI passport Application form

At step 6 in CKGS application, you need to fill Indian passport renewal USA application form. It belongs to Indian embassy.

CKGS creates a web reference ID to attach NRI form and gives you a link to go to Indian government’s website.

If you fill the government’s form before CKGS step 6, then CKGS has a separate process for you. You will find it on their home page. We are assuming you started with CKGS.

Indian NRI form Digital Picture upload – Optional

DIGITAL photo uploading is optional at this time. NO option to upload it later if you have moved past the upload photo step.

Made a Mistake in Online Passport Application Form?

DO NOT try to fill out another new “Online Passport Application Form” if you made a mistake since both CKGS and Online Passport Application Web Reference numbers are linked together. Instead, start all over again and follow the process (CKGS >>>Online Passport Application>>>CKGS) if you have not yet paid the fees.

If you have already paid the fees and made a mistake (which cannot be edited), then cancel your CKGS application with refund and RESTART the CKGS process.

NRI application form Links

Government form online link – New Form Direct link We recommend you use the link given in Step 6 of CKGS application.

Government form online link – Edit your form – Re-visiting to complete partially filled form. Temporary Application Id required (This is different than CKGS’s own application web reference ID).

Print application form, after ‘saved and exit’ application – Government site’s Web file number (shown to you on LAST page when you are done filling the form) required. This is different than ‘Temporary application ID’ and ‘CKGS web application reference’ ID.

NRI passsport online application has a application ID
NRI passsport online application has a application ID
Sample NRI online passport form

First fill questions/fields online on the form and then take a print for rest. Online form will guide you.

Printed form has 3 pages in total with about 29 questions/points. Q 7 to 29 need to be filled manually with hand using BLUE or BLACK ink pen only.

Passport File Number is longer than 12 digits?

If your existing passport’s FILE NUMBER is longer than 12 digits and the govt. online passport form ONLY allows 12 digits to be entered, then, enter the LAST 12 digits of your file number.
This is an official response from CKGS to answer this question:

Use Last 12 digits of your passport FILE number is it is longer than 12 digits
Use Last 12 digits of your passport FILE number is it is longer than 12 digits

Other CKGS Passport forms

Now, download and print these forms from CGKS online application (they are pre-filled for you):

  • National Verification Form
  • Affidavit for Change in Appearance
  • Annexure ‘D’ – Affidavit of applicant parents for passport for Minor Child
  • Annexure ‘E’ – Specimen Declaration of the applicant on a plain paper

These are all pre-filled forms based on the information that you have provided to CKGS in your online application.

Self Attestation and Notarize

SELF-ATTEST – just sign yourself along with your child.
If Child > 5 years, should write his/her name them-self.
If your child is less than 5 years, he/she should use his/her thumb print.
Both parent and child need to self-attest.
Each parent should self-attest their OWN document. Get your child to sign all documents too.
Mother should sign her OWN and Father his own. Mother CANNOT sign father’s document and vice versa.
For general document (like forms), any one parent can sign.

  1. CHILD’s – Passport copies of First five and last two pages
  2. CHILD’s – Birth Certificate
  3. US Address proof – Utility bill or driving license or rental lease agreement on any one of parent’s name.
  4. Indian Address proof – Utility bill or driving license or rental lease agreement on any one of parent’s name.
  5. Mother’s – Color copy of passport pages that you have photocopied.
  6. Father’s – Color copy of passport pages that you have photocopied.
  7. Mother’s – Color copy of Visa or Green Card or I797 approval notice.
  8. Father’s – Color copy of Visa or Green Card or I797 approval notice.
  9. ANNEXURE ‘D’ – Affidavit for Applying Minor passport by parents
  10. Annexure ‘E’ – Specimen Declaration of the applicant on a plain paper
  11. CHILD’s – Color copy of Visa or Green Card or I797 approval notice.

NOTARIZE

  1. Affidavit for Change in Appearance.
  2. Page 3 of Passport Application Form – Specifically the Q 28’s answer needs to be notarized.

Free Notary?

Why not? Well, your town’s library or your Bank (most famous is Bank of America) and your own office (Almost all have notaries on their payroll) are the FREE options that I know and have utilized.

The paid ones (like USPS and others) should cost you around $5+ per page. So, to make it economical, use the free ones.

Mail application and Tracking

  1. Arrange documents in the order as mentioned in CKGS document checklist with checklist on top.
  2. Use a small letter style envelope to keep the passport to have an extra layer of protection.
  3. Original Passport.
  4. Use paper clip or paper pins to tie all the above documents together. Do NOT use stapler.
  5. Visit UPS/Fedex, pick upi free envelope (included with your shipping fees) and mail. No need to send ‘return envelope’. it will be take care off by CKGS.
  6. Tracking on CKGS website.

Related: Attestation Of Power Of Attorney At Indian Consulate In USA – For Managing Property In India

How to log back into CKGS website with Web reference number?

CKGS website might confuse you on this point, if you have already started the passport application and saved it. The only way to go back and see your saved documents is to use their web reference number on the box provided at the BOTTOM of the their website.

Here is the sample screen shot:

ckgs web reference return to application
ckgs web reference return to application

 

You can get new ones from CVS, Walgreens or any other store that you prefer.

A bit economical option would be ePassportPhoto. At the time of writing this article, they had the option of free delivery with just $1.5 per picture.

Most people use either CostCo or Sam’s club membership to get the passport photo economically. They charge approximately $4.96 for 2 of them.

   Read all 475 Q & A

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  1. vallabhaneni satya   16 Feb, 19 at 9:44 pm

    Hi Anil,

    My question is regarding place of birth. In my old passport my place of birth is mentioned as ‘Vijayawada AP'(City and State). As per the instructions, I need to enter place of birth same as it appeared in the old passport. So in CKGS form I have entered my place of birth as ‘Vijayawada AP’. If I enter same information in the Government form then it’s populated as ‘Vijayawada AP, Andhra Pradesh’. Could you please suggest what should i enter in the place of birth? Only City in both the forms? or state and city as it appeared in my passport?

    Thank You,
    Satya.

    • Anil Gupta   17 Feb, 19 at 9:24 am

      I think what you have entered is correct. Just fill the full exact place of birth name as shown on your passport and let the CKGS form automatically add state name (if it does) on the government form.

      • vallabhaneni satya   17 Feb, 19 at 10:19 am

        I really appreciate your quick response but need further clarification. I think i need to enter the same information in both CKGS and government form. But in the government form if i enter ‘Vijayawada AP’ as my place of birth then it’s populated in the final form as ‘Vijayawada AP, Andhra Pradesh’, it doesn’t look correct to me. So can i enter ‘Vijayawada AP’ in CKGS form and only ‘Vijayawada’ in government form? Please suggest.


  2. Hi,
    I am in the process of renewing my kid’s passport and have the following question. In his current passport he has Indian address on it, but since we are residing in the US now should the new passport have the US address in it. Meaning should we apply for change of address in the passport application form?

  3. Binod Tater   14 Jan, 19 at 9:47 am

    Hi anil,
    I m trying to submit passport renewal request for my 5+ year old son. Can you please clariry below:

    A. In online application form, just below the photo there is box. Do my son has to write his name/sign here?

    B. In last page of online application form, does myself and my wife both need to sign or it has to be signed by my son? Refer https://uploads.disquscdn.com/images/f6e8f044737942f428d6ba0afdd664cb1ee09a86c2cc38b7f715bda36c95fd8b.jpg


  4. Hi
    The government link confuses a lot! There is a page for “Passport Printable Address Details”. Should I give the same address in the old passport? Because I dont have the proof for that address.And Can I give my US address as “Other Address Details”?


    • Printable address should be the one that you want to be printed on passport. If you are NOT changing your current printed Indian address, then it should the one.

      Also, make sure that the address you gave in CKGS form matches on government form.


      • Do you mean the address in the affidavit, annexure e and annexure D in CKGS should match to address in the govenment form? I have given my US address in the annexures and affidavit in CKGS and india address in government form and my us address as other address in the government form


        • if I mention my indian address in CKGS ( affidavit and all annexures ), can it be notarized in US?

          • Anil Gupta   9 Feb, 19 at 10:44 am

            I am not sure what options have you chosen for address.
            At all places the intent for the address should be same.
            If you are opting to print US address in passport, it should be same on all forms.


            • I opted I dont need change of address. I wanted the same address in the old passport (which has a indian address) as the address in the new passport as well. So in this case, do I have to mention the indian address in CKGS for change of appearance affidavit, and annexures?

              But in CKGS in asks for present address in USA, which is being used in all annexures and affidavits.

              When you mention address should be same in CKGS and government form ( if i dont want to change the address), can you let me know in which page of CKGS it ask for the address

            • Anil Gupta   11 Feb, 19 at 8:14 am

              Your ‘current address’ means your US address at all places in the passport form.


            • Still I’m not very clear.

              In CKGS it asked for present USA address and it is being printed in all the annexures and affidavits. And in CKGS I chose I dont want to change the address.

              In government form, I have provided my indian address ( old passport address ) as the “Passport Printable Address Details” as I dont want to change the address.

              But you are saying “make sure that the address you gave in CKGS form matches on government form”. How can they match?


            • You are confusing yourself.
              The options you chose are correct.


            • Sorry Anil. I may be silly but I want to be clear.
              All the annexures and affidavits carries my present USA address and government form carries address to printable as my indian address and other address as my USA address( address given in CKGS). Is this correct or not? Hope you are clear with my question.


  5. Hi
    Im at step 6 of CKGS where it asks to fill the Government form. When I click, it does not attach the web id and gives the form rather it directs the URL https://portal4.passportindia.gov.in/Online/index.html which prompts to create the new login. is this correct?


  6. What is the FILE number on the last page of current passport? Is it the long string at the bottom next to passport number?
    But this string length is 19, do I only enter the allowed length of 15?

  7. jayapriya somu   14 Jan, 19 at 9:47 am

    Hi, I am renewing passport for my 10 year old. In the passport application form Page 4 (self declaration) there is a note “In case of minor – parent has to sign” – Should this be notarized ? In CKGS website nowhere it is mentioned that this page has to be notarized. Have appointment tomorrow, quick reply would help. Thank you.


  8. Hi
    Im applying the passport for my kid who is 11 years old.

    Q1: When it asks for the Indian address proof, should the address in the card ( aadhar/ driving license ) should match to the existing address in the indian passport or any address on the id card will do?
    Q2: While doing self-attestation, both father and mother should do attestation along with child OR any of the parent along with the child is good?

    • Anil Gupta   17 Dec, 18 at 6:35 pm

      1. Indian address is required only if you are changing the address currently printed on the passport.
      This new address should match with the address on addhar card or whatever proof you are submitting.

      2. The self attestation has been explained clearly in above article. Please read.

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