Indian Passport Annexure Affidavits Signed in Australia

Many Indian passport applications made in Australia need annexures: short affidavits or declarations for things like a minor's passport, a name change or a lost passport. The current checklist for your service says which you need and who may attest them. Where it asks for a notary, sign the annexure before an Australian notary, with identification.

Key takeaways

• An annexure is a set-format affidavit or declaration that supports an Indian passport application.
• The current checklist for your service in Australia says which annexures apply and who may attest them.
• Where the checklist asks for a notary, sign the annexure in front of the notary; do not sign it beforehand.
• Use the exact format from the checklist, typed or neatly completed, with every blank filled.
• Names, dates and passport numbers must match your passport and application exactly.
• An apostille is not usually part of the process for documents lodged in Australia; follow the checklist.

What are passport annexures?

India's passport rules use standard annexures, each identified by a letter, to deal with situations that the main application form does not cover. They are short sworn or declared statements in a fixed format. Common situations include a passport for a minor where one parent cannot sign, a change of name or appearance, a lost or damaged passport, and declarations about address or identity. Each annexure has its own wording, and the passport authorities expect that wording to be followed closely.

In Australia, Indian passport services are handled through the service provider appointed by the High Commission of India, which publishes checklists for each type of application. Those checklists list the annexures needed for each situation and say how they must be signed and attested. The annexure letters and formats are set by the Indian authorities and can change, so always download the current version from the official checklist rather than reusing an old form or one from a friend.

Who can attest an annexure in Australia?

The checklist for your application is the authority on this, and requirements vary by annexure. Some ask for the declaration to be attested by a notary public. Some checklists for consular services mention a Justice of the Peace or a notary. Some declarations can be signed before a consular officer. Read the wording for each annexure you need, and follow it exactly.

Where a notary is required, an Australian notary can usually attest the annexure. The notary checks your identity, confirms that you understand the declaration and that you sign it freely, witnesses your signature, and adds their signature, seal and notarial wording. The notary does not certify that what you declare is true; you are responsible for the contents. Our guide to notarising Indian documents in Australia covers other Indian paperwork that often needs a notary.

Situation	What the annexure usually covers	Who signs
Minor's passport, one parent not signing	The consenting parent's declaration	The parent, before the attesting officer the checklist names
Change of name	Old and new names, with reasons	The applicant
Change in appearance or signature	A declaration explaining the change	The applicant
Lost or damaged passport	How the passport was lost or damaged	The applicant
Address or identity details	A declaration confirming the details	The applicant

This table shows the kinds of situation annexures deal with. It is not a list of annexure letters, which are set by the current checklist and can change.

Annexures for a minor's passport

Children's passports cause the most annexure questions. Normally both parents sign the application. Where one parent cannot or will not sign, or where only one parent has custody, the checklist usually asks for a specific annexure setting out the situation, and may ask for supporting documents such as a court order. The wording differs depending on whether parents are separated, whether one is overseas, and whether there is a custody order.

Read the minor's checklist carefully and pick the annexure that matches your situation exactly. If a parent who is overseas needs to sign, they will usually sign their part before a notary or consular officer where they live, following the same checklist. Where custody is disputed, get legal advice before signing anything, because the declarations you make can matter later.

Annexures for a name change or change of appearance

If your name on the application differs from your previous passport or your supporting documents, the checklist usually asks for an annexure explaining the change, and often for evidence such as a marriage certificate, a deed poll or a gazette notification. The annexure must use your old and new names exactly as they appear on the documents. Even small differences, such as a missing middle name or a different spelling, can cause a query.

A change of appearance or signature, such as after a significant change in how you look, may have its own declaration. Our guide to a name change deed explains how name changes are documented in Australia, which is often the evidence behind the annexure.

Annexures for a lost or damaged passport

If your Indian passport has been lost, stolen or damaged, the checklist usually asks for a declaration explaining what happened, and may ask for a police report for a loss or theft. Report a lost or stolen passport to the police in Australia promptly, keep the report number, and describe the loss in the annexure consistently with the report. Do not attempt to repair a damaged passport; bring it with the application as the checklist directs.

Self-attested copies are not the same thing

Indian passport checklists often ask for self-attested copies of supporting documents, such as your current passport pages, visa or address evidence. A self-attested copy is one you sign yourself to confirm it is a copy of your own document; it does not involve a notary. People sometimes pay for notarised copies of everything when the checklist only asked for self-attestation, or, the other way round, self-attest an annexure that needed a notary. Read each line of the checklist and do only what it asks. If one item needs a notary and the rest need self-attestation, bring just that item to the notary.

Does the notary need to understand the annexure?

Yes. Annexures are usually in English, which makes this straightforward, but the notary still reads enough to know what kind of declaration it is and to be satisfied that you understand it. If part of the document is in Hindi or another language, or you are more comfortable in another language, mention it when you book. The notary may ask for a translation or an interpreter, or explain the declaration to you before you sign. Our guide to how a notary verifies identity covers the identity side of the appointment.

How do you prepare an annexure for a notary?

1. Find the right checklist. Use the current checklist for your exact service, such as a minor's new passport or an adult re-issue, from the official service provider for Australia.
2. Download the current annexure. Use the format linked from that checklist, not an old copy.
3. Complete it carefully. Type it or write neatly, fill every blank, and match names, dates and passport numbers to your documents exactly.
4. Leave the signature blank. You must sign in front of the notary.
5. Bring identification. Your current passport, and any other identification or supporting documents the checklist lists.
6. Sign before the notary. The notary checks your identity and understanding, witnesses your signature and adds their seal and wording.
7. Lodge as instructed. Include the original annexure with your application, with any copies the checklist asks for.

Common mistakes to avoid

The most common mistake is using an out-of-date annexure. Formats change, and an old version, or one meant for applications made in India, may be refused. The second is signing the annexure at home, which means it has to be printed and signed again in front of the notary. The third is inconsistent details: a name spelled one way on the annexure and another on the application, or a passport number with a digit wrong.

Another mistake is assuming that because a JP was accepted for one document, a JP will be accepted for all. Some checklists name a notary specifically. Read the wording for each annexure. Our guide to a notary and a Justice of the Peace explains why overseas authorities often treat the two differently. For OCI applications, which have their own document lists, see our guide to OCI card documents.

Here is an illustration, not a real case.

Priyanka, in Sydney, is applying for her six-year-old son's first Indian passport. His father lives in India and cannot attend. She opens the minor's checklist for Australia, finds the annexure for this situation, and downloads the current format. The father signs his part before a notary in India, following the checklist, and posts the original. Priyanka completes her part, leaves her signature blank, and brings it with her passport and the checklist to an Australian notary, who attests her signature. She lodges both originals with the application.

In short

Indian passport annexures are set-format affidavits and declarations for situations like a minor's passport, a name change or a lost passport. The current checklist for your service in Australia says which annexures you need and who may attest them. Where it names a notary, complete the annexure, leave it unsigned, and sign it in front of the notary. Our document notarisation services page explains how attestation works.

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Have an Indian passport annexure to sign? Send us the annexure and your checklist, and we will explain each step before you book.