Renewing an Indian passport
- Satya Mandavalli
- Nov 4, 2024
- 8 min read
Updated: Jul 10
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What is the process for renewing an Indian passport from Poland?
The whole process takes about three months on average. On the embassy site- https://www.indianembassywarsaw.gov.in/page/pass/ , you’ll find the link to renew passport services under reissue of passport after expiry/ pages exhausted. Fill out the online form and write to the embassy about your plans to travel (if not based in Warsaw); though there’s no need for an appointment, it’s good practice. Check which days they are open. They usually allow walk-ins between 9:30 and 12:30 pm. Submission of additional documents depends on whether there are changes; the page has these details. Payment by card only; phones aren’t allowed inside. Also, the time taken is for police verification at your India address. It’s possible to submit a Polish address if you’re a homeowner.
The application can be tracked via a link, and a follow-up with the embassy is recommended in case it needs to be expedited.
Cost: 370 PLN
Time: Up to 3 months
Please visit the Embassy website (https://www.indianembassywarsaw.gov.in/page/pass/) and note the following instructions on the application and documentation requirements for the renewal of passport:
1. RE-ISSUE OF PASSPORT AFTER FINAL EXPIRY OR IN CASE OF PAGES EXHAUSTED
Online Passport Application form completely filled in on internet at https://embassy.passportindia.gov.in/
Indian passport along with self-attested first and last pages of passport
Original and self-attested photocopy of Polish Resident card
4 passport size photographs with light backgroundClick here for photo specification
If married : original appostilled marriage certificate and its copy
Original and self-attested photocopies of spouse passport (first and last page)
Electricity or gas or telephone bill, voter ID card or Aadhar Card as proof of address (in case of change in address)
2. RE-ISSUE OF PASSPORT OF MINOR (LESS THAN 18 YEARS)
Online Passport Application form completely filled in on internet at https://embassy.passportindia.gov.in/
Indian passport in original along with self-attested first and last pages of passport
Original passports of the parents with spouse name on each other’s passport
Photocopy of first and last pages of parents’ passports and photocopies of parents’ Polish Resident card
4 passport size photographs with light background Click here for photo specification
Copy of marriage certificate of parents with English translation (original apostilled to be produced for verification). If mother’s name is entered in father’s passport or vice-versa, the marriage certificate need not be submitted. Both the parents along with the minor have to be present at the time of submission of application form
3. RE-ISSUE OF PASSPORT UPON LOSS OR DAMAGE OF EXISTING PASSPORT
Online Passport Application form completely filled in on internet at https://embassy.passportindia.gov.in/
4 recent passport size photographs of with light background (identical ones) Click here for photo specification
Police declaration in original (which will be kept with the Embassy) where applicable
Self-attested photocopies of the first and last pages of the lost/damaged passport, including Polish visa where applicable.
Photocopy of Polish Resident permit
Letter of explanation (circumstance under which loss of passport occurred)
Update renewed Passport details at Urzad office
Whenever we renewed Passport in India or Poland, the updated Passport number we have to inform in our Office portals and Urzad office (PESEL Office), under which says updates or data changes.
If any Indians lost their passports in Poland, what is the process for applying for a new passport?
If they are tourists and need it urgently to return to India, they must go to the Warsaw embassy and apply for one. They will receive an emergency-type document filled out for their return.
File a FIR in the city of loss and keep that copy as proof.
If it's for people here who can wait, then it’s a normal renewal process, but they should mention that it’s lost as the reason. A copy of the FIR is also to be uploaded. Follow the below process:
4. RE-ISSUE OF PASSPORT UPON LOSS OR DAMAGE OF EXISTING PASSPORT
Question: Has anyone here applied for a passport renewal in Kraków?
Answer: The consulate in Kraków arranged this passport renewal some time ago; however, it was a singular occurrence. Subsequently, all applications must be directed exclusively to the Warsaw embassy. We are required to submit applications solely through the Warsaw embassy on a regular basis.
https://hcgikrakow.pl/ -- Passport renewal services are exclusively available in Warsaw through this website.
Question: My blue card is set to expire in March 2026 of the upcoming year, and my passport is valid until 2027. Consequently, I am considering renewing my passport to secure an additional three-year extension for my blue card. Does the validity of the blue card depend on the validity of the passport?
Answer: One answer from India is as follows: The expiry of a passport is not connected to the expiry of a Blue Card. I have just received a 3-year validity on my Blue Card, with a 6-month validity on my passport. (I don’t have experience on this topic, so you have to double-check the answer.)
Do they keep your old passport?
Yes. Currently, for a standard passport re-issue at the Indian Embassy in Warsaw, you are required to submit your original current passport along with your application.
What if I need my passport for ID checks?
Since you will be without a physical passport for several weeks:
Keep a Soft Copy: Always have a high-quality digital scan or "soft copy" of your passport (all pages) on your phone and in cloud storage.
Carry a Photocopy: Keep a physical photocopy of the front and back pages with you.
Official Verification: If an inspector or authority (such as the Polish Border Guard or Police) insists on seeing the original physical document, the embassy suggests you email them immediately and CC the requesting authority. They can provide official confirmation that your document is currently being processed for renewal.
1. Embassy appointment for a passport renewal.
2. Photo specifications as mentioned on the embassy website to upload.
3. If any changes are required, like an address change, then that proof will be required.
4. If you want to add your spouse's name, you must submit a marriage certificate with the Apostille.
5. https://www.satyainpoland.com/post/professional-photographer -- for photos.
6. The existing passport must be handed over at the embassy.
7. Expect 3 to 4 months for the entire process.
8. For every service at the Embassy, you should have a valid living status proof in Poland, like a Visa, TRC, or a Blue card.
1. Photo:
Question: As per the new guidelines, we need to upload our photo signature and 1 document, but somehow the photo is not uploading. The reason behind this is “you need to stand 1.5 meters away”
Has anyone faced such an issue, and how can it be resolved?
The photograph to be uploaded requires specific pixels. How can we adjust? Which tool needs to be used?
Answer: Try taking a photo; a Google search will help you adjust pixels. The Same photo will be printed on your passport. You can use Preview on Mac to decrease the size of the photo.
2. Time:
Question: For the passport application submission, do we need to travel to Warsaw, and is the earliest time I see for application acceptance 12 PM? Can we request the embassy for a later time, for example, 1 PM? If there are no changes to the passport data, do we need to wait until 4 PM?
Answer: Yes, we must go to Warsaw. Yes, we should be there before 12 PM. Otherwise, the payment counter will be closed.
Appointment needed - you can go early, they don’t check the timing. They wrap by 12:30-1, so it's better to go early. You will submit your application and return; no need to wait until 4.
3. Rental Agreement:
Question: Also, for passport renewal, do we need to include the Poland rental agreement?
Answer: A rental agreement is not required. But take the necessary documents like Aadhaar, etc.
As part of the Embassy's outreach efforts, the Honorary Consulate General of India in Kraków organized a consular camp on 17th January 2026. One of the Indian nationals submitted his existing passport for renewal. Currently, the Polish border security forces arrived at his workplace and requested identification. They are asking for his passport. Is there any certificate the embassy can provide?
Answer:
After verifying the personal details, the Embassy of India in Warsaw can send an email to border control to confirm that the passport has been submitted for renewal.
Please provide your personal details (name, date of birth, passport number) along with the email address of the border control to which confirmation should be sent.
Could anyone kindly advise on where I may obtain the authorisation letter required to collect documents on my behalf from the Embassy? This is for the purpose of passport collection on my behalf.
Answer:
Approximately a year ago, we issued a letter of authorization permitting an individual to collect passports from the Embassy on our behalf. It was necessary to specify the individual's full name and passport number to enable verification. Additionally, a declaration of responsibility for the passport upon its handover by the embassy was required. I am uncertain whether this procedure has since been modified. I personally retrieved my passport through a friend's assistance. I will attempt to locate the authorisation letter by reviewing my previous records; however, I cannot guarantee success. At that time, it was also customary to provide the authorised person with the old passport for cancellation purposes (although this requirement may have changed), along with the payment receipt and the authorization letter.
This was the format I employed. Please observe: this was effective in September 2024 (current circumstances are uncertain).
From,
xxx xxx,
ul. xxx x/y,
xx-xxx Kraków
To,
Consular Section / Embassy of India in Warsaw
ul. Mysliwiecka 2,
00-459 Warsaw
Subject: Authorization letter allowing <name> to collect my new passport
Dear Sir/Madam,
I, <name surname>, am writing this letter to authorize my friend, <full name> (Indian Passport –
xxx) to collect my new passport on my behalf.
My passport application number (ARN) is xx-xxxxxxxxxx and file no. is POxxxxxxxxxxxxx.
I have enclosed the following documents along with this letter:
1. Payment receipt for the passport renewal
2. My old passport (xxxx) for cancellation
I declare that I have full confidence in <name>’s ability to handle this matter responsibly and in accordance
with the embassy’s rules and regulations. <Name> will present this letter along with his passport when
collecting my new passport.
I also understand that by authorizing <full name> to collect the passport, I release the embassy
from any liability or responsibility once the passport is handed over to him.
Please feel free to contact me at the provided contact number or email address if you require any
information or have any questions regarding this letter. Thank you for your understanding and
cooperation.
Yours sincerely,
xxx xxxx
When we are renewing our passports in India:
For a Tatkal passport, a declaration form is required.
Passport Xerox —first two pages and last two pages separately required.
A marriage certificate is not required if the spouse's name was already added to the previous passport.
Photos are also not required. Now they are directly taking the photo with a DSLR Camera, live photo only.
No education certificates required. If you already have an existing passport and the first passport time, if you have already submitted.
Aadhar Card – Original Aadhar card required. After the QR code, there is no space, and a tick mark should be required.
PAN card, original with Xerox. The Xerox should be the original size only, not an enlarged Xerox.
The Ministry of External Affairs has updated the passport fee structure under the Passports (Amendment) Rules, 2026, marking the first major revision in 14 years. These changes go into effect on July 1, 2026, and apply to all categories, including fresh passports, renewals, and Tatkaal applications.
Service Category Old Fee (₹) New Fee (₹)
Fresh / Re-issue (36 Pages)
Normal 1,500 2,500
Tatkaal 3,500 5,000
Fresh / Re-issue (60 Pages)
Normal 2,000 3,500
Tatkaal 4,000 6,000
Lost / Damaged Replacement
36 Pages (Normal) 3,000 5,000
60 Pages (Normal) 3,500 6,000
36 Pages (Tatkaal) 5,000 7,500
60 Pages (Tatkaal) 5,500 8,500
Thank you !