J Snehaja IFS speaks: All you want to know about passport process, Tatkal services, and documentation

Hyderabad: Regional Passport Office, Hyderabad, is undergoing a significant transformation, with a focus on streamlining application processes, embracing technology, and enhancing citizen services.

In an exclusive interview with Coreena Suares and Sistla Dakshina Murthy, Regional Passport Officer (RPO) J Snehaja shared key insights on the daily operations, new initiatives, and how the office is tackling common challenges like fraudulent documents and long wait times.

She highlighted the shift from a previously cumbersome and delay-prone system to a more transparent, friendly, and accessible one.

Excerpts:

NewsMeter: Can you provide some data on the number of passports issued in Telangana and the daily application flow?

RPO: As of 2023, Telangana had around 44.90 lakh valid passport holders. On average, about 9.02 lakh applications were handled in 2024. Currently, in Telangana, we process approximately 4,500 applications daily — including 4,300 applications and 250 on-hold appointments — across our 14 Post Office Passport Seva Kendras (POPSKs) and 5 Passport Seva Kendras (PSKs).

NewsMeter: What is the average time taken to issue a passport, and what factors can cause delays?

RPO: The shortest period is for Tatkal passports. If all documents are in order, a Tatkal passport can be printed and dispatched on the same day the application is submitted.

For normal passports, the processing time is typically 5-7 working days, excluding the police verification period. Delays usually occur when applicants lack the required or correct documents, such as birth certificates, address proof, or surname corrections.

The longest wait time depends entirely on how long the applicant takes to submit the correct documents.

NewsMeter: How does the Passport Office handle fraudulent or forged documents?

RPO: We have a multi-layered verification process. At PSKs, the first check is carried out by TCS staff, and at POPSKs by Department of Posts staff, followed by verification and granting by government officials. Our system has internal mechanisms to flag discrepancies, especially if an applicant already has a passport.

Our staff, who handle numerous documents daily, are also trained to spot inconsistencies. If we have doubts about a document's genuineness, such as a birth certificate or a 10th-grade marksheet, we might ask for additional proof or send it to the issuing authority for confirmation. We process such files only after we are satisfied with the authenticity. Apart from our verification, we also depend on Police authorities for their reports.

NewsMeter: What about fake birth certificates, which have been a known issue in the past?

RPO: We take a cautious approach. In cases of suspected fake birth certificates or altered birth dates, we ensure confirmation from the issuing authority and also cross-verify the details online. As a matter of practice, requests for change of date of birth are not entertained, except in specific cases.

NewsMeter: How has the process been streamlined to become more user-friendly and efficient?

RPO: We've introduced several new initiatives. Since March, we've launched e-chip passports, which have a small embedded chip for enhanced security and faster immigration. Our online portal has been upgraded to Version 2, making the application process easier and more efficient. It includes features like chatbots and clear document checklists.

Regionally, we have significantly reduced the appointment cycle. When I took charge, the waiting period for an appointment was around 22-23 days; now, it's a maximum of 1 to 10 working days.

For Tatkal, appointments are available within 1 to 5 working days. We have also cleared a large backlog of pending applications, which contributes to the quick processing times.

NewsMeter: How does the office handle special circumstances or emergencies?

RPO: We are committed to helping citizens with genuine concerns. We have special provisions for emergencies. For example, during peak seasons like student admissions or holidays, we increase the number of appointments.

For the Hajj season, we set up special counters. We also handle cases of medical emergencies or death abroad on a case-by-case basis. If an applicant provides genuine proof of an emergency, we can issue passports within a few hours.

NewsMeter: What channels are available for citizens to get their grievances addressed?

RPO: Our office is very accessible. Every Thursday, from 9:30 am to 12:30 pm, anyone can walk in without an appointment to address their concerns. We serve between 800 to 1,000 people during these sessions.

Additionally, we release 250 online `Inquiry Appointments’ every Monday, Tuesday, and Friday for those who prefer to book a slot.

You can also reach us via email at rpo.hyderabad@mea.gov.in. I personally review all the emails, and we get about 100 emails daily. We also have a WhatsApp number, 8121401532, for specific file number queries.

Please note that when using social media platforms like Twitter, we urge people to refrain from posting screenshots of their personal details and file numbers for security reasons.

NewsMeter: What is the process for applying for a lost passport?

RPO: If you lose your passport in India, you need to obtain a lost certificate from a Mee Seva Centre or the local police station. With this certificate, you can apply online under the `lost passport’ category. Passport is issued once the application is submitted and the police verification report is received.

NewsMeter: The process has become very streamlined and professional. How has this helped in eliminating the role of agents and touts?

RPO: Our digitized, online-first process has been highly effective in this regard. The system is simple enough for anyone to apply from home or, for the less tech-savvy, through a Mee Seva center for a nominal fee. This has virtually eliminated the need for agents and touts. We are also actively working with the local police to take action against specific individuals who exploit applicants or when complaints are received.

NewsMeter: Do you also issue passports for individuals of different genders?

RPO: Yes, we recognize and process applications for male, female, and transgender individuals. We have specific guidelines and procedures in place to ensure that these applications are handled correctly and respectfully.

NewsMeter: What forms do minors need for a passport?

RPO: Minors require either Annexure D or Annexure C.

• Annexure D: Applicable when both parents are present and sign the application, taking responsibility for the issuance of the passport.

• Annexure C: Applicable in cases where only one parent is in India, in single-parent cases, or in situations involving ongoing or completed divorce proceedings, court-granted custody, or visitation rights. Each case is assessed individually, and the other parent may be notified and consent obtained, if required.

https://www.passportindia.gov.in/AppOnlineProject/pdf/AnnexureD.pdf

https://www.passportindia.gov.in/AppOnlineProject/pdf/AnnexureC.pdf

NewsMeter: Can a spouse’s name be removed or added to a passport?

RPO: To remove a spouse’s name: Submit the divorce order or other proofs regarding separation.

To add a spouse’s name: Provide a marriage certificate or Annexure J, which is a joint declaration in lieu of marriage certificate.

https://www.passportindia.gov.in/AppOnlineProject/pdf/AnnexureJ.pdf

NewsMeter: How can applicants resolve doubts about the process?

RPO: Questions can be clarified through the official website, FAQs, email, a toll-free number, or the passport office landline.

Website: https://www.passportindia.gov.in/psp/Faqs

Email: rpo.hyderabad@mea.gov.in

Whatsapp number: +91 8121401532

Toll free number: 1800 -258-1800

Landline number: 040-27806657

X handle: @rpohyderabad

For any grievance, applicants may walk in on Thursdays between 9:30 AM and 12:30 PM, or they may book online enquiry appointments on Mondays, Tuesdays, and Fridays.

NewsMeter: How are gender categories handled?

RPO: Passport applications are processed for male, female, and transgender applicants following dedicated guidelines for each.

NewsMeter: What if documents of parents don’t match when applying for minors?

RPO: Uniformity across documents is important. Depending on the situation, the office may either accept declarations or request updates to ensure consistency.

NewsMeter: Why are originals required for submission?

RPO: Submission of original documents is mandatory to establish authenticity and to safeguard against errors or fraudulent practices. Photocopies, by themselves, are not accepted as valid proof.

NewsMeter: Who is ineligible for the Tatkal passport scheme?

RPO: Tatkaal is a fast-track service under which passports are issued first, followed by police verification. Ineligible cases include name change applications, minor applications requiring Annexure C, applicants with criminal cases, and those applying outside the jurisdiction of the present RPO, among others. Applicants who are ineligible for Tatkal must sign a declaration, and the fee is non-refundable.

https://www.passportindia.gov.in/AppOnlineProject/pdf/NOT_eligible_for_Tatkaal_Scheme_English.pdf

NewsMeter: Can someone apply for a passport outside their home state?

RPO: Yes, passports can be applied for from anywhere in India. However, it may be noted that only the present residential address is printed on the passport. At the time of application, proof of address must be provided, and police verification will be initiated based on the present residential address.

NewsMeter: Why is only the current address printed on passports?

RPO: Passports are travel documents, not meant to be used as address proofs. Using the present address ensures accurate police verification. Incorrect addresses require re-verification and return visits.

NewsMeter: What documents are accepted as proof of present residential address?

RPO: Acceptable documents include gas bills, utility bills, bank statements, and rental agreements. For complete list of acceptable documents:

https://www.passportindia.gov.in/psp/ListDocuments

NewsMeter: Any advice for first-time applicants?

RPO: Carefully read all instructions and FAQs online. Submitting complete and correct documents makes the process smooth, avoids delays, and minimizes multiple visits to the passport office.

https://www.passportindia.gov.in/psp/Faqs