Consulate General of India, Osaka-Kobe, Japan
Passport Passport

Passport

GUIDELINES FOR APPLICATIONS RELATED TO PASSPORT / EMERGENCY CERTIFICATE / POLICE CLEARANCE CERTIFICATE / SURRENDER OF INDIAN PASSPORT / IDENTITY CERTIFICATE

  1. The Consulate is rolling out the process of issuance of E Passport(electronic chip inserted passport) for new as well as renewal of old passport from September 03, 2025. The link for applying for new passport and any service based on passport is available at https://mportal.passportindia.gov.in/mission/ 
  2. ‘Register’ to get a login ID and Password and then ‘Login’ with the registered login ID and Password. Or directly ‘Login’ if login ID and Password are already available.
  3. In the Applicant Home Page, click on "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. The applicant must select ‘Japan-Osaka Kobe’ as Mission / Region / Country from where the applicant is applying.
  4. Fill the online form, upload ICAO compliant photograph, signature and all relevant self-attested documents. After successful submission, take a printout of the online submitted form. Guidelines on uploading photograph, signature and documents are given below.
  5. Bring the application form with ARN No., original passport, residence card and copies of all relevant documents (self-attested) as mentioned below to the Consulate’s Counter for physical verification and fees payment.
  6. Applicants are required to appear in person at the Consulate to submit their application. Postal applications will not be accepted for passport applications henceforth. However, new passport when issued can be requested for dispatch by postal delivery. For this, an empty letter pack addressed to the applicant must be submitted with the form.
  7. It may be noted that the applicants seeking delivery by post should choose this option at their own risk. The Consulate is not responsible for any loss of documents.
  8. The processing time are only indicative and not binding as due to unavoidable/unforeseen circumstances, it may not be possible to provide the services within the indicated time frame.
  9. Applied service is not guaranteed as all applications are subject to checks and procedures.
  10. Telephonic queries about the status of the applications before the due date is not entertained.
  11. The documents as mentioned in each category of applications below are mandatory. However, the applicants may be requested to submit additional documents, if required, on case-to-case basis.
  12. The printable address should be the Indian address and the other address should be the Japan address. You can only print your Japan address on the passport if you are a Permanent Resident of Japan.
  13. All fees are payable in CASH only. Please go through the fees schedule for various services carefully and bring the exact required cash.
  14. Following are the guidelines related to photograph as per ICAO standards and signature:

Photograph

a) The photograph should have full face, front view, eyes open. Photo should show full head from top of hair to bottom of chin. Close up of the head and top of the shoulders such that the face takes up 80-85% of the photograph. head should not be tilted

b) The photograph should be in color and dimensions should be 630*810 Pixels. Photograph should be in ‘jpeg’ format and must not exceed 250 kb in size. (MS-Paint can be used to change the dimension to 630 * 810 by clicking on ‘Resize and skew’ under the ‘Image’ tab).

c) Photos should be unaltered by computer software or apps for face editing/beautification.

d) Background of the photograph should be White. (MS-Paint can also be used to make the background white by clicking on ‘Remove background’ under the ‘Image’ tab).

e) The photograph must- show the applicant looking directly at the camera, show the skin tones naturally, have appropriate brightness and contrast, show the applicant’s eyes open and clearly visible, not have hair across the eyes, be taken with uniform lighting, not show shadows, not show flash reflections on the face, not show red eye, not show mouth open, be taken from distance of 1.5 meters from a camera (not too close), not be blurred.

f) There should not be any distracting shadows on the face or in the background (should not have reflection of the glasses; glasses to be taken off to avoid reflections).

g) Illumination shall not cause any red eye effects visible in the eyes or other effects reducing the visibility of the eyes.

h) Head coverings are not permitted except for religious reasons, but the facial features from bottom of chin to top of forehead and both edges of the face must be clearly shown.

i) The expression on the face should look natural.

Signature

a) Upload scanned copy of the signature / thumb impression (for minor applicant not able to sign).

b) Signature / thumb impression image should be in ‘jpeg’ format and must not exceed 100 kb in size.

c) Applicant must put the signature / thumb impression on the printed application form in the Consulate in front of the Consulate’s staff.
  1. Following are the list of self-attested copy of documents required to be uploaded online. These may then be submitted physically along with printout of application form submitted online. Relevant documents in original must be presented at the Consulate for verification.

S.No.

Types of application

Documents to be submitted

1

All types of re-issue of Passports

(without any changes in personal details)

· Printout of completely filled in and signed passport application form with ARN No.

· Passport (copy of Back and front page only).

· Residence Card.

· One recent passport-size photograph.

2

If there is change in address

· All above at S.No. 1.

· Any address proof given at the link below:

https://services1.passportindia.gov.in/psp/ListDocuments

3

For a change of surname by women applicant following marriage

or

For addition of Spouse Name

· All above at S.No. 1.

· Marriage Certificate or

Joint Photo Declaration signed by both husband and wife (Annexure J) at Annexure-J

· Passport of the spouse.

4

For a change of surname by women applicant following divorce

or

For deletion of Spouse Name

· All above at S.No. 1.

· Divorce Order / Decree (if name/surname change is based on divorce).

5

For change of spouse name

· All above at S.No. 1.

· Divorce Order/Decree or Death Certificate of first spouse's name

· Re-marriage certificate or Joint Photo Declaration signed by both husband and wife (Annexure J) at Annexure-J

6

If there is change in appearance

· All above at S.No. 1.

· Affidavit for the Change in Appearance at

AFFIDAVIT FOR CHANGE OF APPEARANCE

7

If there is change of signature

· All above at S.No. 1.

· Affidavit for the Change of Signature at

AFFIDAVIT FOR CHANGE OF SIGNATURE

8

Passport for newborn child and Registration of birth

· Printout of form generated after applying online Birth Registration of the child at the link https://indiancitizenshiponline.nic.in/initial?formcode=09.

· All above at S.No. 1 after applying online for fresh passport of the newborn child.

· Child’s Residence Card.

· One recent (taken within the last six months) passport-size photograph.

· Parents passports and Resident cards.

· Consent letter signed by both parents given at Annexure D at (Annexure-D) or Annexure C at Annexure-C) as the case may be.

· Birth Certificate from the Ward office (Shussei Todoke Kisai Shomeisho). The Birth certificate should be attested by Ministry of Foreign Affairs of Japan. English translation of the certificate is also required from a certified agency/organisation.

· Parents’ Marriage Certificate.

· Request letter from parents for registration of the child as Indian National.

9

Re-issue of passport for minor (Children below 18 years old)

· All above at S.No. 1.

· Child’s current passport

· Child’s Residence card

· One recent (taken within the last six months) passport-size photograph

· Parents passports and Residence cards

· Consent letter signed by both parents given at Annexure D at (Annexure-D) or Annexure C at Annexure-C) as the case may be.

· Marriage certificate if spouse’s name is not mentioned in either parents’ passport

10

Emergency Certificate

· Printout of the Emergency Certificate Form filled online at https://mportal.passportindia.gov.in/mission 

· If passport is not available, supporting evidence of Indian nationality like passport copy / driving license with a copy / residence card with a copy etc.

· If passport is lost/stolen, Police report.

· Current passport if available.

· Residence Card if available.

· Documents issued by the Immigration Authority, if any.

· One recent (taken within the last six months) passport-size photograph with ICAO compliant (guidelines provided above).

· Copy of Flight Details (Air Ticket) in case of tourists/visitors.

· Request letter explaining the circumstances warranting issuance of Emergency Certificate.

11

Certificate of Identity (IC)

· Printout of the Emergency Certificate Form filled online at https://mportal.passportindia.gov.in/mission 

· Current IC and a self-attested copy thereof

· Original Residence Card and a self-attested copy thereof

12

Police Clearance Certificate

· Printout of the PCC Form filled online at https://mportal.passportindia.gov.in/mission 

· For Non-Indian National, please fill the manual application at POLICE CLEARANCE CERTIFICATE APPLICATION FORM

· One recent (taken within the last six months) passport-size photograph with ICAO compliant (guidelines provided above).

· Current Passport.

· Residence card.

· Documents and Invitation letter from organising country where applicant is planning to go explaining the purpose for which the service is required.

· For Non-Indian Nationals, please include the details (address and period) of your stay in India.

13

Replacement of lost / Damaged passport

· Printout of the Passport Form filled online at https://mportal.passportindia.gov.in/mission 

· If passport is not available, supporting evidence of Indian nationality like passport copy / driving license with a copy / residence card with a copy etc.

· If passport is lost/stolen, Police report.

· Current passport (if damaged) and a self-attested copy thereof.

· Residence card.

· One recent (taken within the last six months) passport-size photograph with ICAO compliant (guidelines provided above).

· Request letter explaining the circumstances for lost/damage.

Annexure F given at link:  Annexure-F