Overview

Overview

PASSPORT AND CONSULAR SERVICES

Receipt of applications

(with prior appointment only)

Working Days - 9.30am to 11.30am

Delivery of documents

Working Days - 3.00pm to 4.00pm

Applications for issue of passport (new passport, renewal of passport, duplicate passport and change of name in passport) and Birth Registration Certificate are to be made online. Hard copies of all filled in applications are to be submitted along with relevant documents and photographs at the High Commission (details below).

Applications for Emergency Certificate, Attestation of documents/Power of Attorney, Affidavits, Police Clearance Certificate, Renunciation of Indian Citizenship are to be submitted in hard copy at the High Commission along with relevant documents and photographs (details below).

Applications could be submitted on any working day as per timings mentioned above. Please see list of holidays for the year 2018.

Imp: Prior appointment is needed before visiting this Mission for any Consular Service. The appointment can be scheduled from the link: https://www.hcinairobi.co.ke/appointment.php .

Information on Services required by Indian Passport Holders

Birth Registration

For this office to issue any type of travel document to a child born within the jurisdiction of this Mission, the child’s birth first needs to be registered with this Mission.

When either both parents or one parent of a newborn child born in Kenya or Somalia, are Indian nationals, the child’s birth can be registered at this High Commission within one year of child’s Birth. Application for Birth Registration to be made under Section 5(1)(d) of the Citizenship Act, 1955.


Documents required: Completed Birth Registration Form in duplicate + Birth certificate + both Parent(s) passports (original + copy) + Parents’ marriage Certificate (original + copy) + 3 color photos of the child (of size 51 mm x 51 mm with light color background) + Fee (KSh 1,900 + KSh300 for ICWF).


If the child is more than one year old at the time of registration/application, in addition to the above documents, an affidavit from both parents, stating the reasons for delay in registration and a declaration that the parents have not applied for citizenship or passport of any other country for their child, is required to be submitted. In such cases, processing of the application for registration will take longer duration. Application for Birth Registration to be made under Section 4(1) of the Citizenship Act, 1955.

Link for birth Registration: https://indiancitizenshiponline.nic.in/

B. ISSUE OF NEW PASSPORT (for infants)

Application for a new passport for an infant can be made along with the application for registration of birth. However, the application for issue of Passport will be processed after completion of formalities for registration of birth.

C. PASSPORT RENEWAL (when existing passport is expiring or has expired / pages have been exhausted)

Indian nationals can apply for reissue of their passports one year before the expiry of existing passport or when its pages are about to be exhausted.

Documents required:

Completed Online Passport Application Form + Passport in original with photocopy of personal particulars pages + Original Residence Permit / Dependent Pass with photocopy(if resident in Kenya or Somalia) + 3 color photos of 51 mm x 51 mm with light color background+ Passports in original of parents with photocopy (in case of a minor child)+ Residence Permit / Dependent Pass of the parents (in case of a minor child).

Please note that certain other documents may also be required which can be ascertained only when the applicant comes in person along with all the original documents.

The standard Indian passport booklet contains 36 pages. One may also apply for a ‘Jumbo’ booklet which contains 64 pages.

The normal validity of a passport for applicants who have attained 15 years of age on the date of application will be 10 years; otherwise it will be 5 years. If the passport has expired more than one year before the time of application for renewal of passport, an additional Sworn Affidavit stating that the applicant has not acquired any other nationality has to be furnished. If the pages of the existing passport have been exhausted, a new passport is issued with a fresh 10 or 5 years validity as the case may be. The documents required remain the same.

D. ISSUE OF PASSPORT (when existing passport has been damaged, lost or stolen)

An Indian national whose passport is lost, damaged or stolen within the boundaries of Kenya or Somalia can apply for issue of passport in lieu of their lost/damaged/stolen passport at this High Commission. In cases where the passport of an individual is lost/stolen/damaged, a regular passport shall be issued only to those individuals who hold a valid Residence Permit/Work Permit/Dependent’s Pass in Kenya or Somalia. In all other cases, the type of passport/travel document to be issued and its validity shall be decided on a case-to-case basis.

Documents required: Completed Online Passport Application Form + Copy of lost/damaged/stolen passport + Police Report for Lost Passport (original + photocopy) + Affidavit for Lost Passport + Residence Permit/Dependent Pass if resident in Kenya/Somalia + Passports in original of parents with photocopy (in case of a minor child) + Residence Permit / Dependent Pass of the parents (in case of a minor child) + Written statement from applicants explaining the circumstances in which the passport was lost + 3 color photos of 51 mm x 51 mm with light color background

Please note that certain other documents may also be required which can be ascertained only when the applicant comes in person along with all the original documents.

E. CHANGE OF NAME IN PASSPORT

Applicant who wishes to change his/her name mentioned in the passport can apply for issue of a new passport with new name. They will be required to submit the following documents with the application for change of name, depending on the circumstances, as given below:

i.For complete/substantial name change: an applicant should furnish:

(a) Prescribed Deed Poll/Sworn affidavit;

(b) Original Newspapers cuttings announcing the change of name published in two leading daily newspapers (one popular daily newspaper in the area of the applicant’s present address and another at his/her permanent address).

(c) Name change by Gazette notification published in the Indian Union/State Official Gazette in cases of complete name change abroad.

ii. Consequent to Marriage, Divorce or Remarriage:  A woman applying for the first time in her married name or for a change or name/surname in existing passport after marriage, must furnish:

(a) Attested copy of marriage certificate issued by the Registrar of Marriages; or

(b) A notarized joint photo affidavit signed by both husband and wife

(c) Photocopy of the husband’s passport, if any;

(d) Deed Poll or Sworn Affidavit regarding change of name. The deed poll is not required for substitution of maiden surname with surname of husband.

iii.Divorcees/Widow(er): Divorcees/Widow(er) applying for change of name must furnish:

(a) Certified copy of Divorce Decree/Court Order; or Divorce Certificate from Jama-at/Kazi etc., in accordance with Personal Law of Muslims.

(b) Death Certificate (in case of expired spouse), and

(c) Deed Poll/Sworn affidavit regarding change of name.

iv.Remarried Applicants applying for change of Name/Spouse’s Name must furnish:

(a)Certified copy of Divorce Decree/Court Order; or Divorce Certificate from Jama-at/Qazi etc, in accordance with Personal Law of Muslims.

(b) Death Certificate (in case of expired spouse), and

(c) Deed Poll/Sworn affidavit regarding change of name

An Indian national can apply for reissue of his/her passport if there is any change in his/her their name.

Documents required : Completed Online Passport Application Form  + Passport in original with photocopy of personal particulars pages + Original Residence Permit / Dependent Pass with photocopy(if resident in Kenya or Somalia) + 3 color photos of 51 mm x 51 mm with light color background+ Passports in original of parents with photocopy (in case of a minor child)+ Residence Permit / Dependent Pass of the parents (in case of a minor child).

Please note that certain other documents may also be required which can be ascertained only when the applicant comes in person along with all the original documents.

F. CHANGE OF ADDRESS IN PASSPORT

For change in address, the applicant should produce at least two of the following documents (containing the new address) to substantiate the claim for change in address:

Driving License, Voter Id, Aadhar Card, Bank Passbook, Electricity/Telephone Bill, Land Registry documents showing the ownership of the new house/plot etc.

G. ISSUE OF EMERGENCY CERTIFICATE (EC) (TO ENABLE APPLICANT TO URGENTLY RETURN TO INDIA WHEN PASSPORT HAS BEEN LOST, DAMAGED, STOLEN OR WRONGLY WITHHELD)

In case the existing passport is lost, damaged or stolen or is wrongly withheld by employer and the applicant needs to travel urgently, an Emergency Certificate (EC) may be issued if the consular officer is satisfied of the nature of urgency. An EC can only permit travel back to India. Documents required: Completed EC Application Form + Application explaining the circumstances and reasons for urgency + Previous Passport copy or details + Police Report for Lost or stolen Passport (original + photocopy) + Copy of Air Ticket + Affidavit for Lost/Damaged Passport.

Please note that certain other documents may also be required which can be ascertained only when the applicant comes in person along with all the original documents.

H. ATTESTATION OF DOCUMENTS / AFFIDAVITS 

For attestation related to Affidavits/any document, the applicant needs to appear in person for submitting his/her application. In case of joint affidavits, all the deponents need to present themselves before the consular officer of this Mission. If there is a provision for signature by witnesses in the Affidavits/Power of Attorney, the witnesses need to appear in person along with their ID cards/Passport.

Documents required: Completed Miscellaneous Services Form + Power of Attorney/Document required to be attested (in duplicate) + Passport (original + photocopy) + 2 colour Photos (51 mm x 51 mm)

Please be informed that if the applicant does not hold Indian Passport/Overseas Citizen of India (OCI) Card/PIO Card, the affidavit/document to be attested needs to be first attested by the Ministry of Foreign Affairs, Republic of Kenya.

Please also note that all the documents issued in Kenya by Kenyan authorities including all public institutions, schools, colleges, banks, companies, private organizations etc. need to be first attested by the Ministry of Foreign Affairs, Republic of Kenya, before they can be attested by this Mission.

The attestation is done within two working days excluding day of submission of application.

I. POLICE CLEARANCE CERTIFICATE (PCC)

Following documents are required for Police Clearance Certificate:

Miscellaneous Services Form

Police Clearance Certificate Application Form

Passport (Original +Photocopy)

PIO/OCI (Original + Photocopy), in case the applicant is PIO/OCI cardholder

3 Photographs

In case of Indian citizens, following additional documents are required

Personal Particulars Form

ATTESTATION ON POWER OF ATTORNEY

For attestation related to Power of Attorney, the applicant shall appear in person for submitting his/her application. In case of Joint Power of Attorney, all the deponents shall present themselves before the consular officer of this Mission. If there is a provision for signature by witnesses in the Power of Attorney, the witnesses need to appear in person along with their ID cards/Passport.

Documents required: Completed Miscellaneous Services Form + Power of Attorney/Document required to be attested (in duplicate) + Passport (original + photocopy) + 2 colour Photos (51 mm x 51 mm)

If the applicant does not hold Indian Passport/Overseas Citizen of India (OCI) Card/PIO Card, the Power of Attorney needs to be first attested by the Ministry of Foreign Affairs & International Trade, Republic of Kenya.

The attestation is done within two working days excluding day of submission of application. 

K. RENUNCIATION OF INDIAN CITIZENSHIP

Indian nationals who voluntarily acquire foreign citizenship cease to be Indian citizens. They are required to surrender their Indian passports within three months of acquiring the citizenship of another country. The following documents are required: Filled-in Miscellaneous Services Form + Application form for Renunciation of right to Indian citizenship + Indian passport (Original + Copy) + Current passport (Original + Copy) + Citizenship Certificate, if new citizenship acquired by Naturalization (Original + Copy) + Birth Certificate, if citizenship acquired by birth (Original + Copy) + 4 colour photos (51 mm x 51 mm).

Please note that certain other documents may also be required which can be ascertained only when the applicant comes in person along with all the original documents.

A Certificate of Renunciation of Indian Citizenship is issued within seven working days, excluding day of application.

Bachelorhood/Single-Status Certificate/No Impediment Certificate

A Certificate of Bachelorhood/ Single-Status can be issued by the area Sub-Divisional Magistrate (SDM) or District Magistrate or Court authorities (The area is to be determined as per the address mentioned in the applicant's passport). This certificate is required to be counter-attested by the Home Department of the State concerned. Thereafter, it is attested by the Attestation Section of the Consular, Passport & Visa (CPV) Division of the Ministry of External Affairs, New Delhi. (For details regarding attestation of documents, please log on to http://mea.gov.in/apostille.htm ). In case, for some reason, the applicant is unable to apply for this certificate personally, he can authorise an attorney to get the work done on his behalf, if this is acceptable to the concerned authorities in the State concerned. (Kindly note that issuance of this kind of certificate falls within the jurisdiction of the authorities of the concerned State Government/ Union Territory of India. Only the counter-attestation of the certificate is done by the Ministry of External Affairs.)

Caution: You are advised not to approach middle-men or agents for bachelorhood/ single-status certificates, as there is every possibility that you might get a fake/forged certificate which may be rejected by the concerned Indian Embassy/Consulate abroad.

M. PASSPORT STATUS INQUIRY:

Processing time for re-issue of Indian passport is three to four weeks. High Commission intends to contact the applicants as soon as the passport is ready for delivery. Applicants should clearly indicate their mobile telephone number/email id in the application form. If no call/email is received, the applicant may send an email to cons.nairobi@mea.gov.in  to enquire the status of their application while mentioning their fee receipt/challan number after four weeks.

N. Collection of Documents

Passports/Other consular documents can be collected from our counters between 1500-1600 hours on any working day.

The applicant has to come personally to collect the Passport. In case of minor children or elderly persons, members of the immediate family i.e. parents or children can collect the Passport. The applicants are also required to bring along the following documents at the time of collection:

Original bank receipt.

Old Indian Passport, if it was taken back at the time of submission of Passport application (Only for Passport collection).

Authorization letter in case of elderly individuals in favour of immediate family members.

 NOTE:

1.Original documents will be returned after verification at the counter.

2.After the submission of application at the High Commission, fee is to be deposited at any of the branches of the Bank of India in Nairobi (Nairobi Branch, Kenyatta Avenue; Westlands Branch; and Industrial Area Branch) in favour of the High Commission of India, Nairobi.

3.After the payment of fee, applicant need not visit High Commission to show the fee paid challan.

4.Additional documents may be sought, in certain cases.

5.Fee paid is non-refundable.

6.Fee paid challan should be produced at the time of collection of Services.

7.Each Service is subject to a surcharge of Ksh.300/-, in respect of Passport, Attestation & Miscellaneous Consular Services, and Ksh 400/-,  in respect Visa, OCI/PIO services,towards Indian Community Welfare Fund (ICWF), in addition to the passport/consular fees as mentioned above.

8.The applicant has to appear in person to collect his/her document. No third parties shall be allowed to collect documents on behalf of any applicant.

9.For any further query, please e-mail:  cons.nairobi@mea.gov.in

10.Suggestions/complaints may be sent to couns.nairobi@mea.gov.in

Forms and Affidavits

BIRTH CERTIFICATE

MISCELLANEOUS SERVICES

EMERGENCY CERTIFICATE

ANNEXURE L FOR LOST/DAMAGED PASSPORT

POLICE CLEARANCE CERTIFICATE

RENUNCIATION OF INDIAN CITIZENSHIP

 
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