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Guidelines and Instructions for online applicants

WITH IMMEDIATE EFFECT 
GUIDELINES FOR ONLINE REGISTRATION
  1. Eligible Applicants can do online registration for applying for Passport.
  2. 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.
  3. Don't use Special characters while entering details in the Online Registration form.
  4. The Dates can be entered as per the format given in the website (DD/MM/YYYY).
  5. 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.
  6. Please note that the data once registered cannot be modified, so ensure that you are entering the correct data while doing Online Registration.
  7. 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.
  8. 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.
  9. 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.
  10. 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.
  11. 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. Please visit Embassy of India, Rome, on the appointed date. Online applicants are given special consideration and their applications will be entertained from 9:30 to 10:00 AM. Please arrive about 15 minutes before the appointed time. Online applicants do not need to obtain a token number for submitting their applications. They will be given separate slip/number and directly head to the counter for submission of Form. They will not have to wait long in the queue.


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.


Issue of New Passport

An application for a new passport can be made within one year before expiry of the old passport. For this purpose, an application form for an Indian passport along with your expiring passport, four recent photographs, a copy of "Resident Permit in Italy" or the receipt for the renewal of the resident permit (Ricevuta Fiscale - Fattura) and an affidavit should be submitted.


Extension of Short Validity Passport

The validity of Short Validity Passport can be extended up to 10 years from the date of issue. In the case of minors (upto 18 years), the passport will be extented upto 5 years from the date of issue. Application form for extension of validity along with three photographs may be submitted. References may be required to be made to the competent authorities in India, or Indian Missions/Posts abroad.


Duplicate Passports (in lieu of lost/damaged passports)

Please submit your application with the following documents:

  1. Original Police Report intimating about loss of passport.
  2. "Resident Permit in Italy" or the receipt for the renewal of the resident permit (Ricevuta Fiscale - Fattura) or photocopy of Italian Visa
  3. Eight photographs.
  4. Additional information form for issue of duplicate passports. Form to be obtained from the Embassy.
  5. Clear Photocopy of previous (lost) passport.
  6. Statement giving details of the date/place/circumstances of the loss of passport.
  7. Copies of any document indicating the personal particulars and the nationality status of the applicant. (The orginals may also be required to be shown to the Embassy).
  8. One copy of the relevant affidavit.

  • It normally takes at least about 3 months to complete the verification process before duplicate passports can be issued. Duplicate passports are issued only on receipt of clearances from the concerned authorities in India. Applicants are required to personally come to the Embassy for issue of a duplicate passport in lieu of a lost/damaged passport.
  • It is important to furnish full, accurate and truthful information in the form. Misrepresentation of facts may result in denial of passport facilities. Applications received with incomplete details will not be processed. In case of second loss/damage a triplicate passport is issued with a warning letter. Application in respect of habitual losers of passports require a longer period for processing.


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.


Change of Name
  • For change of name or surname, consequent to marriage/divorce, please submit original marriage certificate or the 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.

  • In all other cases of change of name/surname in the passport, the change has first to be advertised in a daily newspaper, both in Italy and India (circulation in the area of your permanent and present residence). Original newspapers are required to be submitted. A sworn affidavit is also to be submitted along with application. The relevant service is provided after 30 days from the date of publication of advertisement in the newspaper.


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.


Passports for Minors

Every child should have a separate passport. For applications for passport for a child, it is necessary to submit photocopies of the child's birth certificate, four photographs, passports of the parents, Residential Permit, and family certificate. The originals of these documents are also required to be presented before the Consular Officer at the time submitting the application form.


Registration of Marriage

The following documents are necessary for the marriage registrations in Embassy of India:

  1. A marriage notice in the prescribed format signed by both the applicants (given by the Embassy).
  2. 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).
  3. Two newspapers in original (one from India and one from Italy) containing the advertisements regarding the proposed marriage.
  4. Photocopies of the passports of both the bride and the bridegroom.
  5. Copy of permesso di soggiorno released by questura.
  6. After submitting the application, a notice to be displayed on the notice board.
  7. 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).
  8. They have to take appointment two days in advance of the registration of marriage.
  9. Marriage Registration will take place at 2.30 p.m. in the Embassy in any working days.

Fee: Euro 62,00


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:

  1. Parent's passports
  2. Resident permit in Italy
  3. Birth certificate issued from the Comune in Italy

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


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:

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

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


"No Objection" for Sending Human Remains

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

  1. Police report stating that there is no objection to transport the body to India.
  2. Medical report from the concerned Doctor/Hospital.
  3. Death Certificate issued by the Municipal authority (Comune).
  4. "No objection" from the Court (Procura) or from Comune for burial/cremation and to take the body out of the country (to India).
  5. 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).
  6. Original passport and photocopy of the deceased for its cancellation and copy of Permit of Stay.
  7. 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

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

 



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