Supporting Documents for Passport Services

Supporting documents for a New Passport

• For each supporting document, original document + 1 set of photocopies should be submitted. [Photocopy of the application form is not required]
• All Photocopies should be submitted in A4 size.
• Copies of both sides of each certificate/ card should be submitted.
•  Copies of the bio-data page and the observation page of the passport should be submitted.
•  Translations not accepted in lieu of originals.
•  Please refer and “√” the checklist, and attach it to the application before submitting the documents at the counter/via post

Following supporting documents should be submitted along with the duly filled Form “K” [Photocopy of the application is not required)

1. Three Passport Size Colour Photographs (3.5cm *4.5cm) taken within the last three months.

• Please make sure that your glasses/hats or caps removed.
• Both ears and the forehead should be clearly visible
• Background of the photograph should be white or blue.
• Shadows of the scarves should not reflect on the face.
• If you send the application via post, one of your photographs pasted in page 2 of the application needs to be certified (with an official stamp) by an authorized Australian certification body (Lawyer, Doctor, Justice of Peace, Police Officer or Pharmacist).

2. Original Sri Lankan Birth Certificate issued by the Registrar General’s Department, Sri Lanka -Translations not accepted. As required by the Department of immigration and Emigration the birth certificate should be

• Recently obtained (preferably within 6 months) from the Registrar General’s Department or a Divisional Secretariat
• Clear and legible
• Seal and the signature of the issuing officer should be clearly visible

3. Sri Lankan Citizenship Certificate -applicable only if you were born outside Sri Lanka.
4. Declaration confirming the Sri Lankan citizenship –Not applicable for Dual Citizens. A person who by virtue of his birth in a foreign country acquires citizenship of that country should within one year of attaining the age of 21 years renounce his foreign citizenship and notify such renunciation to the Citizenship Division of Department of Immigration & Emigration, Sri Lanka, as he will cease to be a Citizen of Sri Lanka if he fails to do so. 
5. Original Current Passport
6. National Identity Card (NIC) – (Only if your NIC number not mentioned in your current passport or if you have obtained a new NIC)If you are above 16 years of age and if you have not yet obtained a Sri Lankan NIC, a letter should be submitted by you stating your consent to obtain a new NIC upon your first entry to Sri Lanka. This letter should be addressed to the “Controller General, Department of Immigration & Emigration, Sri Lanka”
7. (If applicable) Dual Citizenship Certificate
8. Foreign Passport (Applicable only for dual citizenship holders) If you have not yet obtained a Foreign Passport you have to submit a letter confirming the same. This letter should be addressed to the “Controller General, Department of Immigration & Emigration, Sri Lanka”. Endorsement as the “holder is a Dual Citizen” will not be made in your new passport if you do not hold a Foreign Passport.
9. Original Marriage Certificate (only if you have changed your name after Marriage) -Translations not accepted. Exception: If your name after marriage is already incorporated into your current passport, marriage certificate is NOT required.
10. Documents to prove your Profession (If applicable) If you mention your profession in the application (cage no 12) you have to submit documentary proof. If you cannot prove your profession, please leave this cage empty. Please note that you can only mention the same designation mentioned in your service letter OR service agreement.  EX:

• Student -Your Certificate of Enrolment (COE)/ certified copy of your Student ID Card OR letter issued and signed by the Principal of the relevant school
• Doctor – Your Degree Certificate, Registration at the Medical Council, Sri Lanka
• Any Other professionals (Ex: Engineer/Accountant/IT Professionals/Lawyer) – certified copy of the degree certificate along with the service letter obtained from your employer not less than 6 months old
• Other –Service letter obtained from your employer not less than 6 months ago or duly signed valid service agreements between the employer and employee.

11. Visa Entitlement Verification Online (VEVO)  obtained from the Department of Immigration & Citizenship of Australia. This can be obtained free of charge. Certificate should be less than a month old from the date of submission of the application.

Supporting documents for a New Passport for Minor Applicant (under age 16)

• For each supporting document, original document + 1 set of photocopies should be submitted. [Photocopy of the application form is not required.]
• All Photocopies should be submitted in A4 size.
•  Copies of both sides of each certificate/ card should be submitted.
•  Copies of the bio-data page and the observation page of the passports should be submitted.
•  Translation not accepted in lieu of originals.
•  Please refer and “√” the checklist, and attach it to the application before submitting the documents at the counter/via post

Supporting documents required:

The following supporting documents should be submitted along with the duly filled Form “K”

1. Three Passport Size Colour Photographs (3.5cm *4.5cm)  

• Please make sure that your glasses/hats or caps removed.
• Both ears and the forehead should be clearly visible
• Background of the photograph should be white or blue.
• Shadows of the scarves should not reflect on the face.
• One of your Child’s photograph pasted in page 2 of the application need to be certified (with an official stamp) by an authorized Australian certification body i.e. Lawyer, Doctor, Justice of Peace, Police Officer or Pharmacist. (If the application is sent by post or the child is not attending the appointments)

2. Consent letter signed by both parents

• If you submit the application at our counter it is mandatory to sign this letter at the presence of an official of the Consulate General. Minor applicant is not required to accompany the parents.
• If one of the parents cannot visit the Consulate General, the parent who submits the application at the counter should sign the application in the presence of an official of the Consulate General and signature of the other parent should be certified by an authorized Australian certification body (Lawyer, Doctor, Justice of Peace, Police Officer or Pharmacist).
• If you submit the application via post this consent letter should be signed by both parents and certified by an authorized Australian certification body (Lawyer, Doctor, Justice of Peace, Police Officer or Pharmacist).
• If one parent and child are in Sri Lanka and the other parent is living in Australia; the parent living in Australia can submit the consent letter after signing the same at the presence of an official of the Consulate General. He/she should submit his/her passport and copy of the birth certificate of the child, along with the consent letter.
• If one parent and child are in Australia and other parent is living in Sri Lanka; the parent living in Australia can submit the application and the consent letter after signing the same at the presence of an official of the Consulate General. The parent in Sri Lanka should submit his/her consent letter directly to the Department of Immigration and Emigration.

3. Original Sri Lankan Birth Certificate issued by the Registrar General Department, Sri Lanka –Translations not accepted.
4. Sri Lankan Citizenship Certificate -applicable only if you were born outside Sri Lanka.  If it has not yet been received, please attach a copy of the yellow receipt issued by the Consulate General when you apply for the Birth Certificate of your child.
5. Original Current Passport
6. Original Marriage Certificate of parents -translations not accepted
7. Valid passports of parents
8. (If applicable) Original Death Certificates of Parent/s – translations not accepted
9. (If applicable) Original Divorce Certificate/ Court Decision along with the custodianship of the child – translations not accepted
10. (If applicable) Dual Citizenship Certificate
11. (If applicable) Foreign Passport
12. Documents to prove your profession (if applicable) If you mention your profession in the application (cage no 12) you have to submit documentary proof. If you cannot prove your profession you can leave this cage empty.EX:

• Student -Your Certificate of Enrolment (COE)/ certified copy of your Student ID Card OR letter issued and signed by the Principal of the relevant school Exception: If you wish to use the same profession mentioned in your current passport, documentary proof is NOT required. 

13. If you apply for a passport for an adopted child following additional documents are required:

• Certificate of adoption
• Court Order
• A letter from the Commissioner of Probation and Child Care of Sri Lanka

Supporting documents for a New Passport in lieu of a lost Passport

• For each supporting document, original document + 1 set of photocopies should be submitted. [Photocopy of the application form is not required.]
• All Photocopies should be submitted in A4 size
• Copies of both sides of each certificate/ card should be submitted.
• Copies of the bio-data page and the observation page of the passports should be submitted.
• Translations not accepted in lieu of originals.
• Please refer and “√” the checklist, and attach it to the application before submitting the documents at the counter/via post

Duly filled “Form K” and “Form D” and the Complaint Form issued by Department of Immigration and Emigration, Sri Lanka should be submitted along with the following supporting documents:

1. Three passport size colour photographs ( 3.5*4.5cm ) taken within the last three months.

• Please make sure that your glasses/hats or caps removed.
• Both ears and the forehead should be clearly visible.
• Background of the photograph should be white or blue.
• Shadows of the scarves should not reflect on the face.
• If you send the application via post, one of your photograph pasted in page 2 of the application need to be certified (with an official stamp) by an authorized Australian certification body (Lawyer, Doctor, Justice of Peace, Police Officer or Pharmacist).

2. Original Sri Lankan Birth Certificate issued by the Registrar General’s Department of Sri Lanka -translations not accepted.

If you have not yet obtained a Sri Lankan Birth Certificate for your child, you have to register your child’s birth & citizenship in Sri Lanka through this office prior to applying for a passport.  

As required by the Department of immigration and Emigration the birth certificate should be 

• Recently obtained (preferably within 6 months) from the Registrar General’s Department or a Divisional Secretariat
• Clear and legible
• Seal and the signature of the issuing officer should be clearly visible

3. Sri Lankan Citizenship Certificate (applicable only if you were born outside Sri Lanka)
4. Declaration confirming the Sri Lankan citizenship –Not applicable for Dual Citizens A person who by virtue of his/her birth in a foreign country acquires citizenship of that country should within one year of attaining the age of 21 years renounce his/her foreign citizenship and notify such renunciation to the Citizenship Division of Department of Immigration & Emigration, Sri Lanka, as he/she will cease to be a Citizen of Sri Lanka (Ceylon) if he/she fails to do so.
5. (If available) Copy of stolen/lost passport
6. Original Police Report obtained from the relevant Police Station OR FORM D (Complaint Form) -Please see in the application. However, if the Consulate General requires, the applicant must submit the Police Report along with FORM D. Please obtain a Statutory Declaration from the Police Station when you make the complaint regarding your lost /stolen Passport. If you receive the report via online, please submit it along with a self-explanatory letter signed by you.
7. National Identity Card (NIC) – Only if your NIC number not mentioned in your current passport or if you have obtained a new NIC.If you are above 16 years of age and if you have not yet obtained a Sri Lankan NIC, a letter should be submitted by you stating your consent to obtain a new NIC upon your first entry to Sri Lanka. This letter should be addressed to the “Controller General, Department of Immigration & Emigration, Sri Lanka”
8. (If applicable) Dual Citizenship Certificate
9. Foreign Passport (Applicable only for dual Citizenship holders)If you have not yet obtained Foreign Passport you have to submit a letter confirming the same. This letter should be addressed to the “Controller General, Department of Immigration & Emigration, Sri Lanka”. Endorsement as the “holder is a Dual Citizen” will not be made in your New passport if you do not hold a Foreign Passport.
10. Original Marriage Certificate (only if you have changed your name after Marriage) -Translations not accepted. Exception: If your name after marriage is already incorporated into your current passport, marriage certificate is NOT required.
11. Documents to prove your profession (If applicable)If you mention your profession in the application (cage no 12) you have to submit documentary proofs. If you cannot prove your profession you can leave this cage empty. Please note that you can only mention the same designation mentioned in your service letter OR service agreement.Ex:

• Student -Your Certificate of Enrolment (COE)/ certified copy of your Student ID Card OR letter issued and signed by the Principal of the relevant school
• Doctor – Your Degree Certificate, Registration at the Medical Council, Sri Lanka
• Any Other professionals (Ex: Engineer/Accountant/IT Professionals/Lawyer) – certified copy of the degree certificate along with the service letter obtained from your employer not less than 6 months old
• Other –Service letter obtained from your employer not less than 6 months old or duly signed service agreements by the employer and employee) Exception: If you wish to use the same profession mentioned in your current passport, documentary proof is NOT required.

12. Visa Entitlement Verification Online (VEVO)  from the Department of Immigration & Citizenship of Australia. This can be obtained free of charge. Certificate should be less than a month old from the date of submission of the application.  

Supporting documents for Amendments

• For each supporting document, original document + 1 set of photocopies should be submitted. [Photocopy of the application form is not required.]
• All Photocopies should be submitted in A4 size.
•  Copies of both sides of each certificate/ card should be submitted.
•  Copies of the bio-data page and the observation page of the passports should be submitted.
•  Translation not accepted in lieu of originals.
•  Please refer and “√” the checklist, and attach it to the application before submitting the documents at the counter/via post

Please submit the Application Form “O” with the following documents:

1. Original current Passport
2. Request letter signed by the applicant. This letter should be addressed to the “Controller General, Department of Immigration & Emigration, Sri Lanka”. Your contact details (mobile number & email) and the requirement should be clearly mentioned in this letter.Ex:

• Name mentioned in current Passport: Surname- Other Names-
• Name requested to be changed as: Surname- Other Names-

1. Visa Entitlement Verification Online (VEVO) from the Department of Immigration & Citizenship of Australia. This can be obtained free of charge. Certificate should be on the same date of submission of the application.

2. If the request is to change your name consequent to marriage;

• Original Marriage Certificate –Translation not accepted

3. If the request is to change your profession;

• Documentary proof for the current profession (ex: Degree Certificate along with the Service Agreement signed by the employer and employee OR service letter obtained from the employer not less than six (06) months old)

4. If request is for deletion of child’s name from parent’s passport;  

• Application Form IM35C
• Child’s Sri Lankan Birth Certificate /Citizenship Certificate
• Letter of consent signed by both parents for deletion of the child’s name from one of the parent’s passport.

Supporting documents for a Non- Machine Readable Passport (NMRP)

• For each supporting document, original document + 1 set of photocopies should be submitted. [Photocopy of the application form is not required.]
• All Photocopies should be submitted in A4 size.
•  Copies of both sides of each certificate/ card should be submitted.
•  Copies of the bio-data page and the observation page of the passports should be submitted.
•  Translation not accepted in lieu of originals.
•  Please refer and “√” the checklist, and attach it to the application before submitting the documents at the counter/via post

The application procedure for an NMRP is the same as for a New Passport and same supporting documents with the following additional supporting documents should be submitted:

• Travel Itinerary (Air tickets)
• Letter of request for the issuance of an NMRP, addressed to the “Consul General, Consulate General of Sri Lanka in Melbourne”

Supporting documents for Temporary Travel Document (TTD)

The applicant should send a detailed email with contact mobile number to mail@slcgmel.org by himself/herself OR through an Australian government designated migration agency [ International Organization for Migration (IOM) /Homeward Assisted Returns Programme (HARP) ] to obtain information about the supporting documents and the application process.