Annexure D for Passport is a formal declaration that both parents or a legal guardian must sign when applying for a minor’s passport in India. It confirms parental consent, Indian citizenship of the child, and full financial responsibility during and after passport issuance. Required under the Passport Rules, 1980, this document is a safeguard to protect minors from identity misuse, custody conflict, or unauthorized travel.

When both parents live in India, they must appear at the Passport Seva Kendra (PSK) or submit the signed Annexure D. If one parent lives abroad, the form must be notarised in that country and submitted with their passport copy. In custody or guardianship cases, a court order must be attached.

The declaration is printed on plain paper, follows an exact wording format issued by the Ministry of External Affairs (MEA), and becomes part of the legal passport record. It is not optional—even a reissue of a child’s passport needs a new Annexure D unless specific exemptions apply.

This annexure ensures the government checks both legal guardianship and consent before allowing a child’s passport, making it a vital document in all minor-related passport applications in India.

The term Annexure D originates from the structured affidavit system outlined in the Passport Rules, 1980, under the authority of the Passports Act, 1967. The word “Annexure” is used in Indian legal and administrative language to refer to an additional document attached to a primary form or file. Each annexure is assigned a letter to identify its purpose within the passport process. Annexure D is specifically designated for parental consent for minor passports.

The label “D” is not symbolic but positional. It appears in the official annexure list issued by the Ministry of External Affairs (MEA), where different letters refer to different affidavit types such as name change (Annexure E), lost passport (Annexure F), or single parent declaration (Annexure C). Annexure D stands as the required format when both parents, or a guardian with court-approved custody, confirm consent and responsibility for a child’s passport application.

This classification ensures legal clarity and standardization across all Passport Seva Kendra offices in India and overseas Indian Missions, where the same annexure system is enforced. Annexure D thus carries formal recognition as part of India’s statutory passport documentation system.

Purpose and use of Annexure D in passport applications

Annexure D is a legally prescribed declaration form used during the submission of a minor’s passport application in India. It is required under the Passport Rules, 1980, and directly supports compliance with Section 5 of the Passports Act, 1967. The form is mandatory for all applicants under the age of 18 when the passport is applied for with the consent of both parents or a legal guardian.

This document serves as a protective measure that ensures no passport is issued to a minor without formal approval from the parents or a guardian. It contains specific statements regarding Indian citizenship, the assumption of financial responsibility, and a clear consent for passport issuance.

The form is submitted on plain paper and must be filled using the official format available on the Passport Seva website. Both parents must either be physically present at the Passport Seva Kendra with valid identification or submit notarized consent if one of them is outside India. In guardianship cases, a copy of the court-issued custody order is required.

Annexure D applies in both fresh and reissue cases. It is also required when one or both parents are located overseas, provided notarized consent and original passports are available at the time of appointment. The completed form becomes part of the official passport record and helps ensure the application meets legal and identity safeguards for minor children.

Historical development of Annexure D in Indian passport law

The use of Annexure D began after the enforcement of the Passport Rules, 1980, under the broader legal framework of the Passports Act, 1967. Before its introduction, passport applications for minors were accepted with general parental declarations that varied in format. This led to inconsistencies and legal issues, especially in disputed custody cases or cases involving international relocation.

To standardize the format and ensure legal protection for minors, the Ministry of External Affairs introduced a series of structured affidavit formats. Annexure D was assigned as the official declaration form for cases where both parents, or a court-appointed guardian, give consent for a passport to be issued to a child.

Over the years, Annexure D became a fixed part of the passport application checklist for minors. It is referenced directly in internal processing guidelines of Passport Seva Kendras and Indian Missions abroad. The document helps reduce fraudulent applications, false custody claims, and parental disputes over international travel rights.

Updates to Annexure D have included clearer instructions for notarization, especially when one parent resides outside India. Online platforms such as the Passport Seva portal now include direct download access to the form. The format remains unchanged, but instructions have been adapted to support international notarization and cross-border family cases.

Structure and contents of Annexure D declaration

Annexure D is a fixed-format declaration that must be submitted on plain paper and signed by both parents or a court-appointed legal guardian. The content of this affidavit is legally defined by the Ministry of External Affairs and must match the exact wording published on the official Passport Seva portal. Any deviation or informal version is not accepted.

The declaration includes the following components:

  • Child details: Full name and date of birth as per birth certificate or school record
  • Parent or guardian details: Full names, current addresses, nationality confirmation, and passport or ID proof reference
  • Consent statement: A joint confirmation that both parents or the guardian approve the passport application for the minor
  • Legal responsibility: A statement confirming that the parents or guardian accept full responsibility for the minor’s travel, conduct, and passport use
  • Citizenship confirmation: Declaration that the minor is an Indian citizen
  • Penalty clause: A legal clause acknowledging that any false statement may lead to penalties under the Passports Act, 1967

The declaration must be signed in blue or black ink. If one parent resides outside India, their signature must be notarized by a certified notary public in that country. In custody or guardianship cases, an original or court-attested custody order must be attached to support the signatory’s legal authority.

The completed Annexure D must be submitted in original during the passport appointment and is recorded as part of the legal file for that application.

Practical application and use of Annexure D in passport issuance

Annexure D is used in every passport application filed on behalf of a minor where both parents are available and consent jointly. It is also accepted when a single parent holds sole legal custody but must attach a valid custody order along with the signed annexure.

The primary use cases include:

  • Fresh passport for a minor: Required when both parents jointly apply
  • Passport reissue: Needed again even if the child already has a passport
  • Change in address or other details: Required if the minor’s record is being updated
  • One parent abroad: The overseas parent must notarize the form and send it with ID proof
  • Joint custody: Both parents must sign, even if living separately

Passport Seva Kendras in India will not accept a minor’s passport application without this document, unless another annexure (such as Annexure C for a single parent) applies. Indian Missions abroad also follow the same rule, ensuring standard processing for Non-Resident Indian (NRI) families.

Submission is done in physical form during the in-person appointment. No e-signature or digital copy is accepted. The form is reviewed at the verification counter, matched with supporting identity proofs, and retained as a legal record in the passport file.

Annexure D remains valid only for the current application and cannot be reused in future submissions.

Forms of Annexure D based on passport scenarios

While Annexure D has a single official format, its application varies based on custody structure and family circumstances. The content does not change, but the way it is executed and submitted depends on the following types:

  • Joint parental consent (standard case): Both parents are present, and both sign in person at the Passport Seva Kendra or provide self-attested copies of ID with the form
  • One parent abroad: One parent resides overseas, notarizes the Annexure D abroad, and sends it with a self-attested passport copy
  • Guardian with legal custody: One legal guardian submits Annexure D with the court custody order attached
  • Parent unable to visit PSK: That parent provides a notarized Annexure D and ID proof to the attending parent for submission
  • Divorced parents with shared custody: Both parents still must sign Annexure D unless a court specifically allows exemption

All these forms are treated as legally valid only when the exact MEA wording is maintained, and the signatures are verified with ID proof. No alternate format or informal consent is accepted under Indian passport law.

Systems and procedures governing Annexure D submission

The submission of Annexure D is regulated through the official systems of the Ministry of External Affairs (MEA) and executed at Passport Seva Kendras (PSK) or Indian Missions abroad. The system follows strict procedural and identity-matching steps, using both digital and manual checks.

Key steps and systems include:

  • Passport Seva Portal (www.passportindia.gov.in): Provides the latest official Annexure D format for download and instructions for correct usage
  • Appointment booking system: Applicants must upload key details online and carry Annexure D in hard copy to the appointment
  • PSK workflow: Document verification officers at Counter A match the submitted Annexure D with ID proofs of parents or guardian
  • e-Token system: Each minor’s passport file is linked to a unique token ID that includes Annexure D in the legal document trail
  • MEA’s internal record system: Annexure D becomes part of the digital file submitted to the Regional Passport Office (RPO) for final review
  • Indian Missions abroad: Follow MEA guidelines and accept Annexure D with notarization from overseas notaries, subject to embassy validation

No digital or scanned version of Annexure D is accepted in place of the original signed form. The systems are designed to prevent tampering, verify parent-child legal connection, and avoid duplicate passport issuance for the same minor.

Authorities and individuals associated with Annexure D

The use of Annexure D is regulated by the Ministry of External Affairs (MEA) and enforced through designated bodies involved in passport services. These entities manage, verify, and process the declaration in line with national laws and standard operating procedures.

The key stakeholders include:

  • Parents or legal guardians: Responsible for accurately filling and signing the declaration. They must also provide matching identification at the time of submission
  • Passport Seva Kendra (PSK) staff: Verify the original Annexure D and supporting documents at the application center
  • Regional Passport Officers (RPOs): Conduct the final legal review and decide on acceptance or rejection of the minor’s application
  • Indian Missions and Consulates abroad: Validate notarized Annexure D forms signed by non-resident parents and ensure overseas compliance
  • Notary Public (India or foreign jurisdiction): Legally certify signatures when one parent is unable to be physically present at the passport center
  • Courts (in guardianship or custody matters): Issue legal custody orders when one parent or guardian has full legal authority to act on behalf of the child

Each of these entities operates within a defined legal framework to ensure the child’s identity, parental consent, and custody status are verified before issuing a passport.

Annexure D holds binding legal value under the Passports Act, 1967 and is formally referenced in the Passport Rules, 1980. It functions as an official affidavit confirming that both parents or a legal guardian authorize the issue of a passport to a minor. It is admissible as a legal declaration and can be used as evidence in administrative or judicial proceedings related to passport issuance.

Regulatory points include:

  • Mandatory under Indian law: Submission of Annexure D is required unless a different annexure (such as Annexure C for single parents) applies
  • Legal penalties: False declarations in Annexure D can lead to prosecution under Section 12 of the Passports Act, 1967, which may result in imprisonment or fines
  • Custody-linked compliance: In disputed or sole custody matters, submission must include a court-issued custody document proving the signing parent’s authority
  • Embassy jurisdiction: In cases filed through Indian Missions abroad, the consulate staff holds authority to validate the annexure and verify notarization based on the local legal framework
  • MEA oversight: The Ministry of External Affairs updates the annexure formats, instructions, and enforcement through official circulars and notifications

Annexure D is not merely a procedural form but a recognized legal instrument that enforces parental consent and prevents unauthorized travel or identity misuse involving minors.

Issues and limitations in use of Annexure D

Although Annexure D is a standardized legal requirement, its use presents several procedural and practical challenges. These limitations can delay or complicate minor passport applications, especially in non-traditional or cross-border family situations.

Operational or procedural challenges

  • Non-availability of both parents: When one parent is missing, uncooperative, or unreachable, the requirement of joint consent becomes a roadblock

  • Notarization from foreign countries: Overseas notarization can be time-consuming and costly, especially in countries with different affidavit laws

  • Mismatch in documents: Differences in spelling, address, or ID proof between Annexure D and supporting documents often lead to rejections at the Passport Seva Kendra

  • Fixed format rigidity: The format must match MEA wording exactly. Minor edits or omissions render the annexure invalid

Social and legal limitations

  • Custody disputes: In divorce or separation cases without a court order, the passport may be delayed as PSK staff cannot determine guardianship without legal documents

  • Single-parent families unaware of exemptions: Some parents wrongly submit Annexure D when Annexure C is more appropriate

  • Lack of awareness: Many users do not know that Annexure D is required even for reissue cases or address changes in minor passports

Systemic limitations

  • No digital submission: The system does not allow online or scanned copies. Only physical signed originals are accepted

  • Language constraints: The annexure must be filled in English only. Parents unfamiliar with the language may face difficulty completing the form correctly

These issues highlight the need for better guidance, support at PSKs, and clearer instructions in multiple languages, especially for families with complex legal or geographic situations.

Long-term significance of Annexure D in Indian passport governance

Annexure D plays a key role in India’s passport ecosystem by formalizing parental consent and legal guardianship in the case of minor applicants. Its continued use has helped create a legally secure, uniform system across domestic and international passport services under Indian jurisdiction.

The annexure’s legacy includes:

  • Standardization of minor passport rules: Annexure D introduced a single, nationwide format that replaced verbal declarations and varied local practices

  • Prevention of identity misuse: By requiring both parents’ consent or court-certified guardianship, the annexure limits wrongful passport issuance and child relocation without approval

  • International alignment: The notarization and ID proof clause make Annexure D compatible with global consular documentation standards, helping Indian Missions process applications abroad more securely

  • Digital record-keeping: Though submitted in physical form, the annexure becomes part of the scanned digital passport file, ensuring traceability and legal accountability in case of disputes

  • Parental awareness: The continued use of Annexure D has improved general awareness about legal responsibilities linked to child identity and citizenship records

Annexure D remains unchanged in format but is increasingly integrated into digital appointment and case-tracking workflows. Its role is not only administrative but also preventive, reducing disputes and supporting legal integrity in the minor passport process.

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