Most passport delays happen because of missing or inconsistent documents. This guide explains exactly what you need for first-time and renewal applications, child passports, name changes, overseas submissions, lost or stolen cases, countersignatures, translations, and strict UK photo rules. Keep your evidence neat, consistent, and easy to verify.
Your file must prove both who you are (identity) and your right to a British passport (nationality). For renewals, the old UK passport often covers both. For first-time applicants, supply the strongest originals available and ensure names, dates, and parent details align perfectly.
UK online applications don’t always ask for address proof upfront, but HM Passport Office (HMPO) may request it to verify residence or contact you. Keep recent, legible documents that clearly show your name and current address.
Photo failures are the #1 cause of rework. Follow UK specifications precisely. For online applications you’ll upload a digital photo; for paper applications provide two identical printed photos.
If you’re applying for your first adult UK passport, you must clearly prove British nationality and identity. Provide originals where asked and mirror the exact spelling of your name across all documents and the application form.
| Category | Documents | Notes |
|---|---|---|
| Nationality | Full UK birth certificate or naturalisation/registration certificate | Short extracts without parents’ details are weaker; use the full version |
| Identity | Driving licence or other robust photo ID | NI evidence helps; gather two strong IDs if available |
| Parents (if relevant) | Parent’s British passport or evidence of status | Needed if claiming through a British parent |
| Photos | Digital (online) or two printed (paper) | Follow UK photo rules strictly |
| Countersignatory | May be required for first-time applicants | See countersignatory section below |
| Name changes | Marriage certificate, deed poll, gender recognition certificate | All records should reflect the same chosen name |
Renewals are typically simpler because your previous UK passport is already strong proof. If your details haven’t changed and the old passport is undamaged, you often need only the compliant photo and your old passport. Provide extra evidence if you’ve changed your name or if HMPO asks for originals.
For under-16s, a parent or guardian must apply. HMPO needs to verify the child’s identity, nationality, and the relationship to the parent(s)/guardian(s). If a parent is unavailable, provide legal documents supporting consent or custody.
| Area | Documents | Tips |
|---|---|---|
| Nationality | Full birth certificate showing parents, or other British nationality proof | Adopted children: add adoption order/deed |
| Parents’ Identity | Parents’ passports or official photo ID | Separated parents: attach consent/court orders as relevant |
| Residence | Proof of the child’s current UK address (often via a parent) | Recent bank/utility/council tax documents are common |
| Consent | Standard parental consent; extra declarations if one parent unavailable | Follow HMPO’s annexes exactly |
| Photos | Digital/printed photos meeting child rules | Babies can be photographed on a plain sheet |
If any personal detail has changed, document the change clearly and make sure your banking, driving, and tax records align. HMPO prints your legal name and sex marker on the passport biodata page.
Report loss/theft promptly. Damaged passports (water, torn pages, defective chip/MRZ) may be treated as replacement cases with extra checks. Expect to re-establish identity if HMPO can’t rely on the old passport.
Some applications (especially first-time, child, or replacement) may need a countersignatory. This person confirms your identity and photo likeness. They must be of professional standing, not related to you, and have known you (or the child) for at least two years.
Non-English/Welsh documents must be submitted with a certified translation. Overseas civil documents may also need legalisation (apostille) depending on the country of origin. Keep translator credentials attached to the translation.
You can apply while living abroad. Be prepared to evidence local residence and supply UK-spec photos. Keep originals safe for posting if HMPO or a partner centre requests them.
If you’re resident in the UK with refugee or stateless status and not a British citizen, you may qualify for a UK travel document rather than a full British passport. Requirements differ and focus on immigration evidence.
| Scenario | Must-Haves | Extras That Help |
|---|---|---|
| First-time Adult | Full UK birth certificate or naturalisation/registration certificate; photo ID; compliant photo | Parents’ British evidence (if nationality by descent); countersignatory |
| Adult Renewal (same details) | Old UK passport; compliant photo | Address proof (if queried); travel plans for urgency explanation |
| Adult Renewal (name changed) | Old passport; photo; marriage certificate/deed poll | Updated driving licence/bank records for consistency |
| Child Passport | Child’s full birth certificate; parents’ IDs; consent | Custody orders (if applicable); adoption deed |
| Lost/Stolen | Loss/stolen form; identity & nationality evidence; photo | Police report; copies of old visas if available |
| Overseas Application | Nationality & identity evidence; compliant photo | Local address proof; translations/apostilles |
Create a folder named UK-Passport-Docs with subfolders: Nationality, Identity, Address, Photos, Changes, and Special. Scan in colour at 300–400 DPI, keep pages upright, and label files clearly so you can upload or post them without confusion.
The full birth certificate showing parents’ details is preferred, especially for first-time or child applications. Short extracts are weaker and may trigger additional checks.
Marriage/civil partnership certificates, a deed poll/statutory declaration, or a Gender Recognition Certificate. Make sure driving licence, bank, and tax records reflect the same name.
A countersignatory must be a person of professional standing who has known you (or the child) for 2+ years and is not a relative. Required for some first-time, child, or replacement cases.
Yes, but include a certified translation showing the translator’s name, signature, date, and contact details. Some foreign documents may also need legalisation (apostille).
Local address proof (tenancy/utility/bank), residence permit/visa if applicable, certified translations, and country-specific posting instructions. Photos must follow UK, not local, standards.
It’s strongly recommended and may be requested—especially abroad. You must complete the official loss/stolen notification and supply identity/nationality evidence for the replacement.
Upload scans as instructed, but HMPO can ask for originals at any time. Post them promptly via tracked delivery to avoid delays.