Passport

• Please apply for a fresh passport in the following situations:-

 

(1)  When validity of the passport has expired (normally a passport is valid for ten years.  For a minor upto 15 years, passport is valid for 5 years).
(2)  When the validity of the passport is due to expire within 12 months.
(3)  When the pages in the passport have got exhausted.
(4)  When there is a change in appearance (with / without turban or with / without spectacles etc.)
(5)   In some instances of change of name (see details under change of  name)

Checklist for submission of application for a fresh passport

(1) Passport Application form – click here for the form. All columns of the form to be completed in block letters.  Signature to be signed (or thumb impression to be affixed) within the box in the first page without touching the lines.  In case of elaborate signatures, please furnish specimen signatures on a blank A4 size paper.

(2) Six passport size photographs (size 3.5 cm x 3.5 cm with light background showing front view of face).  One of the photos is to be pasted on the first page of the application form.  The remaining photographs should be submitted intact (please DO NOT staple the photos or sign over them).

(3) Current passport.  If the current passport is needed for travel purposes it can be shown and taken back at the counter.

(4) Photocopy of the current passport including photocopy of endorsements, if any,  done by Indian Passport Issuing Authorities. 

(5) Photocopy of the Residence Permit in Belgium / Luxembourg.  Original Resident Permit to be shown at the counter.

(6)  Fee  :   € 48 for a normal booklet comprising 36 pages plus
                    € 3 ICWF surcharge

                    € 30 for a normal booklet for a minor upto 15 years
                    € 3 ICWF surcharge

                    € 60 for a jumbo booklet comprising 60 pages plus
                    € 3 ICWF surcharge

(7) Old passport (if not submitted at the counter) should be presented for cancellation before issuance of the new passport.  Valid visas on the old passport are not cancelled.

Processing time for issuance of a fresh passport

Normally a passport is issued in three or four weeks’ time.  Delay could be caused when clearance from a passport office is awaited or due to objections raised by the central processing office (eg. quality of photos submitted).  In emergency / exceptional cases, a hand written passport of two year duration can be issued within a week.

Application for a fresh passport for a new born baby

 

Provided at least one of the parents is an Indian national, a baby born in Belgium / Luxembourg can be registered as an Indian national within one year of the birth of the child. Registration of birth after one year can be done with the specific approval of the Ministry of Home Affairs, New Delhi.

Checklist for submission of application for a fresh passport for a new born baby born in Belgium / Luxembourg

(1) Passport Application form – click here for the form.  All columns of the form to be completed in block letters. Thumb impression of the baby to be affixed within the box in the first page without touching the lines or on a blank A4 size paper. 

(2) Three passport size photographs (size 3.5 cm x 3.5 cm with a light background showing front view of face with eyes open).  One of  the photos is to be pasted on the first page of the application form.  The remaining photographs should be
submitted intact (please DO NOT staple the photos).

(3) Joint declaration by the parents (when both are residing in Belgium / Luxembourg) - click here for the declaration.

(4)  Photocopy of Birth Certificate of the baby (original to be shown at the counter).

(5)  Photocopies of passports of the parents (original passports to be shown at the counter).

(6)  Photocopies of Resident Permits of parents and the baby (originals to be shown at the counter).

(7)  Fee  :  € 30  (for passport) +  € 3 (ICWF surcharge)

                   € 16 (for birth registration) + € 3 (ICWF surcharge)

(8)  Hard copy of the online application for grant of Indian citizenship by descent under Section 4(1) of the Indian Citizenship Act, 1955.  If the application is made within one year of his / her birth in the prescribed form at the Embassy of India, Brussels, then the Embassy shall provide the Indian citizenship to the new born baby.  In case the application is made after one year at the Embassy of India, Brussels, then the application would be sent to the Ministry of Home Affairs, New Delhi for their approval.  The procedure is available on MHA’s website:  www.mha.nic.in and the online form is available at http:://mha.nic.in/icweb/ic_form_public.aspx.  under “Registration of birth of a minor child in an Indian Consulate under Section 4(1) of the Citizenship Act, 1955”

Processing time for issuance of a fresh passport for a new born baby

Normally a passport is issued in three or four weeks’ time.  Delay could be caused due to objections raised by the central processing office (eg. quality of photos submitted).  In emergency / exceptional cases, a handwritten passport of two year duration can be issued within a week.

     

Renewal of a short validity passport

A short validity passport cannot be renewed further. The applicant has to apply for a fresh passport.
 

Loss / Damage of Passport

Please contact the Embassy at the following address:-
215 or 217, Chaussee de Vleurgat,
1050 Brussels
Tel : 0032-2-6409140
Bus Stop :  Van Eyck [Board Bus no. 38 from De Brouckere (starting point) or from Gare Centrale Brussels (Central Train Station Brussels)]

The Embassy can also be reached by tram (no. 94) from Midi Railway Station.  Get off  tram 94 at Vleurgat.  The Embassy is about 5 minutes walk from Vleurgat.

Checklist for a new passport in lieu of a lost / damaged passport

(1)  Passport Application form – click here for the form.  All columns of the form to be completed in block letters.

(2)  Seven passport size photographs (size 3.5 cm x 3.5 cm with alight background Showing front view od face).  Three photographs to be pasted on the passport application form at the relevant pages.  The remaining photographs should be
submitted intact (please DO NOT staple the photos).

(3)  Police Report about loss of passport.

(4)  A statement indicating circumstances of loss / damage of passport.

(5)  Photocopy of the lost / damaged passport, including photocopy of endorsements, if any, done by Indian Passport Issuing Authorities.

(6)  If available, photocopy of the valid visa / Residential Proof in Belgium /  Luxembourg.

(7)  Any photo identity proof (if sought by the embassy).

(8)  Fee :  € 150 +  € 3 (ICWF surcharge)

Processing time for issuance of a new passport in lieu of a lost / damaged passport

Normally visitors to Belgium / Luxembourg would be issued a short validity passport within one or two days.  For residents of Belgium / Luxembourg, a passport is issued in three or four weeks’ time.  Delay could be caused when clearance from a passport office is awaited or due to objections from the central processing office (eg. quality of photos submitted).  In emergency / exceptional cases, a handwritten passport of two year duration can be issued within a week to residents of Belgium / Luxembourg.

 

Change of Name

A change of name may occur due to the following reasons:-

(1)  Change in “Given Name” / “Surname”.
(2)  Addition of “Surname” where a person previously only had “Given Name”.
(3)  For ladies, change of name from maiden name to married name.
(4)  For widows / divorcees, change of name on re-marriage.
(5)  When a person has no “Surname” and wishes to split his “Given Name” as “Given Name” and “Surname”

Checklist for Change of Name (Sl. Nos. 1 & 2)

(1) Passport Application form – click here for the form. All columns of the form to be   completed in block letters.  Signature to be signed (or thumb impression to be affixed) within the box in the first page without touching the lines.  In case of elaborate signatures, please furnish specimen signatures on a blank A4 size paper.

(2) Six passport size photographs (size 3.5 cm x 3.5 cm with light background showing front view of face).  One of the photos is to be pasted on the first page of the application form.  The remaining photographs should be submitted intact (please DO NOT staple the photos or sign over them).

(3) Two newspaper advertisements about change of name (circulation of the newspapers in the area of permanent address in India and present address in Belgium / Luxembourg).

(4) Current passport.  If the current passport is needed for travel purposes it can be shown and taken back at the counter.

(5) Photocopy of the current passport, including photocopy of endorsements, if any, done by Indian Passport Issuing Authorities. 

(6) Photocopy of the Residence Permit in Belgium / Luxembourg.  Original Resident Permit to be shown at the counter.

(7)  Fee  :   € 48 for a normal booklet comprising 36 pages plus
                    € 3 (ICWF surcharge)

                    € 60 for a jumbo booklet comprising 60 pages plus
                    € 3 (ICWF surcharge)

(8) Old passport (if not submitted at the counter) should be presented for cancellation before issuance of the new passport.  Valid visas on the old passport are not cancelled.

Processing time for Change of Name (Sl. Nos. 1 & 2)

After submission of documents, listed in the checklist above, processing time is the same as for issuance of a new passport.

 

Checklist for Change of Name (Sl. Nos. 3 & 4)

(1) Passport Application form – click here for the form.  All columns of the form to be   completed in block letters.  Signature to be signed (or thumb impression to be affixed) within the box in the first page without touching the lines.  In case of elaborate signatures, please furnish specimen signatures on a blank A4 size paper.

(2) Six passport size photographs (size 3.5 cm x 3.5 cm with light background showing front view of face).  One of the photos is to be pasted on the first page of the application form.  The remaining photographs should be submitted intact (please DO NOT staple the photos or sign over them).

(3) Submission of original marriage certificate / divorce deed / death certificate, as the case may be (would be seen and returned at the counter) and photocopy of the marriage certificate / divorce deed / death certificate of the spouse.

(4) Current passport.  If the current passport is needed for travel purposes it can be shown and taken back at the counter.

(5) Photocopy of the current passport, including photocopy of endorsements, if any, done by Indian Passport Issuing Authorities. 

(6) Photocopy of the Residence Permit in Belgium / Luxembourg.  Original Resident      Permit to be shown at the counter.

(7)  Fee  :   € 48 for a normal booklet comprising 36 pages plus
                    € 3 (ICWF surcharge)

                    € 60 for a jumbo booklet comprising 60 pages plus
                    € 3 (ICWF surcharge)

(8) Old passport (if not submitted at the counter) should be presented for cancellation before issuance of the new passport.  Valid visas on the old passport are not cancelled.  
 

Processing time for Change of Name (Sl. Nos. 3 & 4)

After submission of documents, listed in the checklist above, processing time is the same as for issuance of a new passport.

 

Checklist for Change of Name (Sl. No. 5)

(1) Miscellaneous Passport Application form – click here for the form. All columns of the form to be completed in block letters. 

(2) Three passport size photographs (size 3.5 cm x 3.5 cm with light background showing front view of face).  One of the photos is to be pasted on the application form.  The remaining photographs should be submitted intact (please DO NOT staple the photos or sign over them).

(3) Affidavit about splitting the “Given Name”  to “Given Name” and “Surname”

(4) Current passport. 

(5) Photocopy of the current passport, including photocopy of endorsements, if any, done by Indian Passport Issuing Authorities. 

(6) Photocopy of the Residence Permit in Belgium / Luxembourg.  Original Resident Permit to be shown at the counter.

(7)  Fee  :   € 12 + € 3 (ICWF surcharge)

 

Processing time for Change of Name (Sl. No. 5)

One day (passport will be ready for delivery the same day in the evening)

 

Miscellaneous passport endorsements

Addition / deletion of spouse’s name
Change of address

Checklist for Miscellaneous passport endorsements

(1)  Miscellaneous Passport Application form – click here for the form.  All columns of the form to be completed in block letters

(2) Three passport size photographs (size 3.5 cm x 3.5 cm with light background showing front view of face).  One of the photos is to be pasted on the application form.  The remaining photographs should be submitted intact (please DO NOT staple the photos or sign over them).

(3) Documentary proof in support of the application for miscellaneous passport endorsement (eg. marriage certificate / divorce deed / utility bills like electricity bill, telephone bill etc. or bank statement giving new address)

(4) Current passport

(5)  Photocopy of the current passport, including photocopy of endorsements, if any, done by Indian Passport Issuing Authorities. 

(6) Photocopy of the Residence Permit in Belgium / Luxembourg.  Original Resident Permit to be shown at the counter.

(7)  Fee  :   € 12 + € 3 (ICWF surcharge)

 

Processing time for Miscellaneous passport endorsements

One day (passport will be ready for delivery the same day in the evening)