Annexure H for Passport: Uses, Format, Validity, and Rules

Annexure H is a letter format used in passport applications by employees working in a government department, PSU, or statutory body. It is called a prior intimation letter, because the employee uses it to tell their office before applying for a passport.

The word annexure means an attached document. The letter H is just a label. It does not stand for a word. The format was introduced by the Ministry of External Affairs (MEA) after passport rules were changed in 2016.

Earlier, staff had to get a No Objection Certificate (Annexure G) or an Identity Certificate (Annexure A). That added delay and paperwork. With Annexure H, the employee does not ask for permission. They simply give notice.

Other annexures cover different cases. Annexure A is used to prove identity. Annexure G gives an official NOC. Annexure D is for minors. But Annexure H is for self-declaration. It confirms that the department was told.

The format is short and fixed. The letter must be printed on plain paper, signed by the employee, and stamped by the office. No notary. No affidavit. No legal seal. All Passport Seva Kendra (PSK) offices accept this format if it matches the official version.

Overview and Use of Annexure H for Passport

Annexure H is a simple written letter that a government or PSU employee submits to their office before applying for a passport. It is not a request. It is not a form of approval. It is just a way to officially say, I am applying. This is why it is called a prior intimation letter.

Under current passport rules, every government employee must notify their department before submitting their passport application. Annexure H is the standard way to do this. It helps create a record within the office system, showing that the employee informed their department. This format is accepted across all passport offices and is often used instead of older letters like Annexure G or Annexure A.

The letter is written on plain paper, signed by the employee, and countersigned by the office. It does not need to be notarized. It does not need to be printed on letterhead. But the employer’s seal and signature are a must. Without these, the passport office will reject it.

One key reason for this format was to simplify the process. Earlier, employees had to chase officers for an NOC or get department-issued certificates. That slowed things down. Annexure H shifts that responsibility. The employee writes the letter. The office signs it. Done.

This annexure is also helpful for police verification. When a file moves to police, the system checks if the department was informed. If Annexure H is attached and acknowledged, the file clears faster—unless objections are raised.

History of Annexure H for Passport

Before 2016, Indian passport applications by government employees required a No Objection Certificate (Annexure G) or an Identity Certificate (Annexure A) issued on official letterhead. These formats were signed by a department head and often caused delays. Departments either refused to issue NOCs or took too long to process requests.

On 23 December 2016, the Ministry of External Affairs (MEA) announced a policy change. It simplified passport rules for all categories of applicants, especially for government employees. One key decision was to reduce the number of required affidavits and annexures from 15 to 9. Many earlier formats were removed or merged.

As part of this update, the MEA introduced a shift from notarised affidavits to plain-paper self-declarations. This made it easier for employees to submit personal declarations without legal attestation. Annexure H was introduced as a new format to support this shift.

The role of Annexure H was to let employees inform their department in writing, without needing formal approval. It became an accepted alternative to NOC or IC. The department only had to acknowledge receipt with a seal and signature.

Some circulars later referred to it as Annexure N, but the structure and purpose stayed unchanged. By 2018, the name Annexure H remained standard on the Passport Seva portal.

Format and Structure of Annexure H for Passport

Annexure H follows a fixed format. It is written on plain A4 paper, typed or handwritten, and must be signed both by the employee and the employer. The letter is short, official, and must follow the exact layout shown in the passport rules.

At the top, the heading says ANNEXURE H, followed by a description: Prior Intimation letter from Government or PSU employee to their department. Below that, two blanks are left for Place and Date. These must show where and when the letter is written.

Next is the address block. The employee must write the full postal address of the controlling or administrative authority. It must include the designation, office name, and PIN code of the department head.

The subject line is fixed. It should read: Prior Intimation for Submission of Passport Application. This line cannot be changed.

Then comes the salutation: Sir/Madam, followed by a single-line declaration. That line reads:
I hereby give prior intimation that I am applying for an ordinary Passport to Regional Passport Office, [city name]. This is for your kind information and record.

After this, the letter ends with: Yours faithfully. Below that are two spaces for signatures:

On the left: Employer’s Signature with official seal
On the right: Applicant’s Signature (Employee)

Under the signatures, the applicant must write:

Name
Date of birth
Designation
Name of office
Name of organisation
Office address with PIN
Residential address

Next to the employer’s signature, the official seal must be stamped. Without this seal, the letter is not valid. The passport office will reject any Annexure H that does not have the employer’s seal and sign.

At the end, the format includes a final note: The Passport Authority will accept this letter only if it bears the employer’s acknowledging signature and seal.

The layout is simple. No stamp paper is needed. The format must be followed exactly. This structure is what makes Annexure H acceptable at any Passport Seva Kendra.

How to Fill Annexure H for Passport

Filling Annexure H is simple, but every part must follow the official format. The letter must be typed or neatly written on plain A4 paper and signed by both the employee and the department. Below is the exact order to fill each field:

Write Place and Date

Start at the top. Write the city where the letter is being filled, and the current date. This shows when and where the intimation was made.

Example: Place: Chennai Date: 01/08/2025

Add the Office Address

Address the letter to your Controlling or Administrative Authority. Write their full designation, department name, and official address with PIN code. Add phone or email if space allows.

Example: The Director, PWD Division, Govt of Karnataka, Bengaluru – 560001

Enter the Subject Line

Use the exact subject line:
Prior Intimation for Submission of Passport Application
Do not change or reword this. It tells both your office and the passport office what this letter is.

Begin with the Salutation

Use Sir/Madam, as the first line of the letter body.

Fill the Main Declaration

Write the one-line message as shown below. Add the correct name of your Regional Passport Office.

I hereby give prior intimation that I am applying for an ordinary Passport to Regional Passport Office, Delhi. This is for your kind information and record.

Keep it short. No personal remarks or reasons are needed.

Sign and Get it Endorsed

End the letter with Yours faithfully,
Then:

Sign on the right side (Applicant’s Signature)
Get your officer to sign on the left side (Employer’s Signature)
The employer’s seal must be stamped near their sign.

Without the seal and signature, the passport office will reject the letter.

Fill Your Personal and Office Details

Below the signatures, fill these fields clearly:

Full Name
Date of Birth
Designation (your job title)
Name of Office
Name of Organisation
Office Address with PIN
Residential Address with PIN

These details help link your passport file to this intimation letter.

Final Review

Double-check all the entries. Make sure:

Your name matches your official records
The date is current
The employer has signed and sealed
You wrote the correct RPO name

Tip: You can add Received on [date] near your employer’s sign for clarity.

Submission

Only submit the original hard copy of Annexure H. Attach it to your passport application at the Passport Seva Kendra (PSK) or upload as needed.

Remember: Annexure H is valid for 6 months from the date the employer signs it.

Special Rules for Government Employees Using Annexure H for Passport

Government and PSU employees must follow specific rules when applying for a passport. Annexure H is one of the main documents accepted in such cases. It works as a prior intimation and replaces older formats like the No Objection Certificate (NOC) for many departments.

Intimation is Mandatory

Every government employee, whether in the central, state, PSU, or autonomous body, must give written notice to their department before applying for a passport. Annexure H is the standard letter for this step. If not submitted, or if the employer does not acknowledge it, the application can get delayed.

Write on Plain Paper

The letter must be on plain paper, not stamp paper. It does not need to be notarized. Since 2016, passport annexures like H are treated as self-declarations. The employee signs it, and the department signs to confirm it was received.

Employer’s Seal and Sign

This letter is valid only if the employer signs it and stamps it with the official seal. Without this, the passport office will reject it. Usually, the person who signs is the employee’s controlling officer, like an HR manager or department head. Some offices may ask the employee to send the letter through a proper channel for internal records.

Contact Info Should Be Clear

It helps if the letter includes the phone number or email of the signing officer. Passport officials may use this to verify the letter if needed. Most employees write this near the address block or include it in the letterhead.

Valid for 6 Months Only

Once signed, Annexure H stays valid for 6 months. If the passport application is not filed within this time, the employee must submit a fresh copy or get the letter re-signed with a current date.

Accepted Alongside Other Documents

Passport offices accept any one of these:

Annexure A (Identity Certificate)
Annexure G (No Objection Certificate)
Annexure H (Prior Intimation Letter)

Out of the three, Annexure H is the easiest. It only tells the department that the employee is applying. It does not ask for approval. Many offices prefer this because it keeps responsibility with the employee.

Passport Issuance After Police Verification

Using Annexure H means the passport will go through normal process, including police verification. It does not skip this step. If the employer has no issue, the file moves forward. If the employer raises an objection, the Regional Passport Office (RPO) may review the case. But this is rare.

Travel Rules Still Apply

This annexure only helps get the passport. It does not give permission to travel abroad. For actual foreign trips, most government employees must still take Ex-India leave approval or follow department travel rules. Annexure H does not replace that step.

When Annexure H is Used in Passport Applications

Government employees often use Annexure H when applying for a passport. It is a short letter that confirms the employee gave prior notice to their department. This format is accepted by all Passport Seva Kendra (PSK) centres across India. It replaces the need for a No Objection Certificate in many offices.

Below are the most common reasons employees submit Annexure H:

Submit before applying for passport
Used when NOC is not available
Accepted by all passport offices
Required for Tatkaal passport cases
Must be signed and sealed by office
Helps avoid NOC delays or refusals
Required by most state and central offices
Based on self-declaration format
Supports smooth police verification flow
Works for normal and urgent applications

Using Annexure H for passport saves time, reduces paperwork, and keeps the control with the employee. Once the office signs and seals it, the letter becomes valid. If correctly filled, it helps the passport application move forward without waiting for other approvals.

How Annexure H is Different from Other Passport Annexures

Indian passport rules include many annexure formats, each for a specific case. These are standard across all Passport Seva Kendra (PSK) offices. For government employees, three annexures are commonly used—Annexure H, Annexure G, and Annexure A. Each one serves a different purpose during the passport application.

Below is a clear comparison:

Annexure Type	Used For	Who Signs It	Special Use
Annexure H	Prior intimation by employee	Employee and employer	Used when NOC is not given or delayed
Annexure G	No Objection Certificate	Employer only	Speeds up approval if issued quickly
Annexure A	Identity Certificate	Head of office	May allow faster Tatkaal processing

Each annexure must follow its format. Annexure A is an official certificate. Annexure G confirms no objection. Annexure H is only a self-declaration with an office seal. It does not replace the others but gives employees a simple option when approval is not required.

Among the three, Annexure H for passport is the most employee-controlled. It only says the office was informed. That is why it is often used first.

Verification and Limitations of Annexure H for Passport

Annexure H is accepted only if it meets exact rules. The letter must be signed by both the employee and the employer, and sealed by the office. Without this seal, the Passport Seva Kendra (PSK) will not process the file. It is treated as a formal self-declaration, but it still needs proof that the office was informed.

Verification is rare but possible. If the passport office has any doubt, it may call or email the department using the contact details given in the letter. This is why the office address, phone number, or email should be added clearly.

There are limits to how Annexure H for passport can be used:

It does not act as a No Objection Certificate (NOC). It only shows that the department was notified.
It does not replace approval for foreign travel. Separate permission is needed for leave or overseas visits.
If the employer refuses to sign or delays the seal, the letter becomes invalid.
Once signed, it is valid for six months only. After that, the employee must submit a new one.
It is not accepted if there are mistakes in details like designation, address, or passport office name.

The value of Annexure H depends on one thing: correct format and proper acknowledgment by the department. Without this, the letter holds no weight in the passport process.

Where to Download the Official Annexure H Format

The Annexure H format is available on the Passport Seva portal under the Forms and Affidavits section. The file is a one-page PDF with blanks for place, date, addresses, and signatures.

This is the official version. It must be printed as-is. No edits. No rewording. The structure and language must match what the passport office expects.

Indian embassies abroad, such as in Canada or UAE, also host the same format on their websites. These versions are identical to the domestic one.

The form is not online-fillable. You must download, print, and fill it by hand or type. It must be on plain A4 paper.

Do not use templates from third-party sites. Many are outdated or incomplete. Always use the file from passportindia.gov.in to avoid rejection at the Passport Seva Kendra.

The form cannot be submitted digitally. It needs an original signature from the employee and a seal from the department. Only then is it valid.

Issues Faced While Using Annexure H for Passport

Some government employees face problems while using Annexure H. Even if the format is simple, small mistakes can cause delays or rejection.

The most common issue is that the employer does not sign or seal the letter. Without this seal, the Passport Seva Kendra will not accept it.

Some offices use old formats or change the wording. If the letter does not match the official version, it gets rejected.

In many cases, details are left blank. If fields like name, designation, or address are missing, the passport file will not move.

Some employees submit it late. The letter is valid for only six months. If it is older, the PSK will ask for a fresh one.

A few departments follow different internal rules. Some ask for routing through the head office. Others accept it directly. This confuses staff and delays sign-off.

Many think that this letter allows them to travel abroad. That is wrong. Annexure H only gives notice, not travel permission. You still need Ex-India leave approval for going abroad.

These issues can be avoided by using the latest format, filling all details, and getting the seal from the right officer. Timing and accuracy matter.

Changes in Passport Policy That Made Annexure H Necessary

In December 2016, the Ministry of External Affairs (MEA) made major changes to simplify passport rules. Before that, government staff had to submit a No Objection Certificate (NOC) or a signed Identity Certificate (Annexure A). These had to be issued on official letterhead, often causing delays.

The 2016 update removed this barrier. It introduced the option of a self-declaration. This allowed employees to give written notice instead of asking for departmental approval. That is where Annexure H came in.

The same changes also removed the need for notary-attested affidavits. Formats like Annexure H no longer required stamp paper or legal endorsement. Only the employee’s sign and the employer’s seal were needed.

For Tatkaal passport cases, this helped further. If the applicant submits Annexure H with proper seal, the passport process begins even without an NOC or magistrate letter. This was not possible before the policy shift.

Later updates confirmed the new rule. Even if some circulars renamed it as Annexure N, the format stayed the same. Most passport offices and Indian embassies still follow the Annexure H label.

This policy change made the process faster. It placed the responsibility on the employee to inform, not to wait for approval. That is why Annexure H for passport became the default option across most government offices.

Annexure H for Passport