covering letter to passport office uk

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Depending on the type of passport application or renewal you may need to provide a supporting letter or letters to the Passport Office before your application can be accepted. Being that some consumers have outlined that they have found it difficult to locate a template for these forms on the Gov.uk or details of what they need to say in the passport guidebook we hope the below will be of assistance.

Adult Authorization Letter – If another person is collecting the passport for another applicant then the applicant will need to provide them with a signed Authorization Letter in a format that is acceptable to His Majesty’s Passport Office. Should they attend without the letter or provide a letter that is not acceptable to the Passport Office then Passport Office staff will not hand over the new passport.

The format should simply be: “ I give [FULL NAME] permission to collect my new passport [YOUR FULL NAME] (as written on your passport) “. It should then be signed and dated and the individual collecting the passport should bring their ID with them.

Child Authorization Letter – If you are collecting the passport for an applicant who is under 16yrs of age then you will require an Authorization Letter unless you are the parent or guardian of the applicant where by just your ID showing this will be sufficient. If you are giving permission for a friend/family member/colleague to collect your childs passport then they will need an Authorisation Letter like the above but signed by one of the two parents/guardians.

Create Second Passport Request Letter – If you require a second passport as in two passports active at the same time because you travel a lot for work you MUST provide a letter from your employer stating that this is the case. It needs to be on company letter head, provide confirmation that this is indeed needed for work and then signed and dated by a manager at your organisation. You should also in the letter of footer include contact details for your employer encase an examiner wants to reach out to your employer.

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Writing a covering letter to the Home Office

When you send an application to the home office, it is good to write a covering letter to send with it. in this letter, you can write down what kind of application you are making, which documents you are sending with it and why you think you meet the requirements set out in the rules. we recommend that any letters sent to the home office should be sent by recorded delivery. if you are sending important original documents, these should be sent by special delivery..

What you will need to include in this letter will depend on your individual case. However, below is a template with some ideas.  You can also download this template as a word document here .

Home Office address (in full)                                                                   Your address (in full)

Date: insert

Home Office Reference: insert

Recorded delivery reference: insert

Dear Sir/Madam, Your name, date of birth and nationality

Name, date of birth and nationality of each dependant

Repeat the Home Office Reference

I wish to make an application for [insert type of leave you wish to apply for and which rule/policy you are applying under].

[List the documents you are sending with the application. This helps to show the type of evidence you have to support your case.]

I enclose the following:

• Application form;
• Original, valid passport (number [insert] )
• Witness statement dated [insert date];

[List everything else you have enclosed]

Fees / Fee waiver / Fee exempt

[If you are applying for a fee waiver ( see here for our fact sheet for further information ) you need to completed and enclose the fee waiver application form along with your application for leave to remain. You should also explain how you meet the requirements for a fee waiver or why you are fee exempt here.]

[Include information about your/your family’s immigration history. You should explain why you are seeking to apply for/extend your leave to remain. If there are any compassionate aspects of your case (e.g. mental health problems/abuse or neglect/bereavement) it is important to explain them here.]

[Set out the rule/policy you are applying under and write underneath how you meet the rule. FOR EXAMPLE (please note that this is an example only, DO NOT just copy this because you will need to identify which rule applies to your case and include information specific to you):

Paragraph 276ADE. The requirements to be met by an applicant for leave to remain on the grounds of private life in the UK are that at the date of application, the applicant:

(i) does not fall for refusal under any of the grounds in Section S-LTR 1.2 to S-LTR 2.3. and S-LTR.3.1. in Appendix FM; and

I have no previous convictions and I am of good character. I do not fall within any of the exclusions.

 (iv) is under the age of 18 years and has lived continuously in the UK for at least 7 years (discounting any period of imprisonment) and it would not be reasonable to expect the applicant to leave the UK; or

I am 17 years old and I have lived in the UK since I was 9 years old. It would not be reasonable for me to leave the UK because I have lived here for a very long time. I have been to primary and secondary school here in the UK. As I have explained in my witness statement, I do not know anyone in [the country of your nationality] and all of my friends and family are here…]

[ Please see here for our fact sheets which   provide further information about some of the rules and policies.]

The best interests of child[ren]

[Explain here why it would be in the best interests of your child for you/them to remain in the UK. If you have any evidence to support this (e.g. letters from teachers, doctors or nurses), then refer to the evidence here. Refer to the Home Office’s obligation to ‘have regard to the need to safeguard and promote the welfare of children’ and to their duty to consider children’s best interests as a primary consideration.]

[ Please see here for our fact sheet about children’s best interests.]

Rights under Article 8 ECHR

[Explain why it would breach your rights/your family’s rights under Article 8 of the European Convention on Human Rights (right to respect for private and family life) if you/your family were removed from the UK.]

[ Please see here for our fact sheets  about rights under Article 8. ]

[If you make an application on the basis of your human rights protected by Article 8 ECHR and it is refused, you may not get an in-country right of appeal if the Home Office decides that your case is ‘clearly unfounded’. This means that your case clearly does not meet the rules/ policy and is bound to fail. If you are not given an in-country right of appeal, you have to leave the UK and appeal the refusal from somewhere else. The Home Office has stated that this should not apply if your application relies on a British child, a child who has lived in the UK for at least seven years, or if there are exceptional circumstances which mean that family life cannot continue outside of the UK or that it is in a child’s best interest to remain in the UK. An application based on Article 8 ECHR should not be certified if you are extending your leave to remain. If you are concerned that your case may be certified as clearly unfounded, you should set out why you should be granted an in-country right of appeal if your application is refused here.]

Access to public funds

[Even if you are granted leave to remain, you will normally not be allowed to access public funds. For some types of leave (for example, if you are applying on the basis of your family or private life on the ’10 year route to settlement’), you can ask to be given access to public funds. If you already have leave to remain and you are applying to extend it, and you currently have access to public funds, you will need to explain that you still need public funds for your next grant of leave. If you are granted leave without access to public funds, and you need to apply for access, please see here for further information . You will need to provide evidence of why you need access to public funds and you should explain how you meet the requirements here.]

[Explain why you believe you/your family should be granted leave to remain in the UK. Emphasise any compassionate circumstances and request that the application is considered as soon as possible.]

Yours faithfully,

Your signature

For more help with making your own application,  click here .

Has this information helped you? Please tell us what you think by clicking here .

How Do I Write a Letter to the Passport Office: Your Comprehensive Guide

Navigating the process of writing a letter to the passport office can often feel daunting. But, don’t worry! You’re not alone in this journey. We’re here to guide you through every step, making it as easy as possible for you. Whether it’s a renewal request or a correction application, we’ve got your back.

Knowing how to correctly format and word your letter is crucial. Not only does it ensure that your needs are clearly communicated, but it also expedites the processing time by reducing any potential confusion on the receiving end. So let’s get started on crafting that perfect letter.

Remember, accuracy and clarity are key when writing to the passport office. It’s important to be succinct yet thorough when explaining your situation or request. This will ensure they have all necessary information without getting overwhelmed by unnecessary details. Stay tuned as we dive deep into each step of creating an effective communication with the passport office.

Understanding the Need to Write a Letter to the Passport Office

There’s more than meets the eye when it comes down to writing a letter for your passport office. It isn’t just about filling out an application and waiting for your passport to arrive. Sometimes, you might find yourself in situations that require penning down a formal letter.

So why exactly would you need to write one? There are several reasons. First, if there’s an error on your recently issued passport , such as a misspelled name or incorrect birth date, you’d have to inform them via a written letter. Another reason could be if you’re requesting expedited processing due to an upcoming emergency travel situation. You also might need this method of communication if you’re applying for a second valid passport or even if there has been theft or loss of your current one.

Here are some scenarios necessitating a formal letter:

• An error on newly issued passport
• Requesting expedited processing
• Applying for second valid passport
• Theft or loss of current passport

This process may seem daunting at first glance, but don’t fret! It’s really not as complicated as it seems. The key thing is understanding what information needs to be included in such letters and how they should be formatted which we’ll cover in subsequent sections.

Remember, communication with any government agency should always be clear and concise – including those letters you send off to the Passport office. So when drafting your correspondence make sure it’s clear-cut and straight-to-the-point.

In short, knowing how and when to write these letters can help ease the process involved in dealing with the Passport Office. Stay tuned as we delve deeper into this topic in our upcoming sections!

Gathering Necessary Information Before Writing Your Letter

Before you sit down to write that letter to the passport office, there are several pieces of information you’ll need on hand. Preparation is key in making this process as seamless as possible.

Firstly, you should have your passport details ready. This includes your passport number, date of issue and expiry date. Having these at your fingertips will save time when it comes to filling out forms or writing letters.

Secondly, gather any necessary supporting documents. These might include birth certificates, proof of citizenship or residency status, and any legal name change papers if applicable. If you’re unsure what’s needed, a quick search online can provide a comprehensive list.

Here’s a brief rundown of the most common required items:

Thirdly, know why you’re contacting the office. Are you applying for a new passport? Renewing an old one? Reporting a lost or stolen passport? The purpose will dictate what specific information they need from you.

Lastly, understand what fees may be associated with your request. You don’t want to get caught off guard by unexpected costs!

By compiling all this info ahead of time, you’ll be setting yourself up for success when it comes time to draft that important letter to the passport office!

What’s the Correct Format for a Passport Office Letter?

You’ve got to nail that perfect format when writing a letter to the passport office. It’s not just about expressing your concerns or requests accurately, it’s about professionalism and clarity .

The first thing you need is your personal information at the top of the letter. This includes:

• Your full name
• Your current address

Next, add in the passport office address right below your details. Make sure it’s correct!

Now let’s get down to business: start with a formal salutation such as “Dear Sir/Madam”.

The body of your letter should then clearly state your purpose. You’re writing for a reason, so make sure that shines through. Whether you’re reporting a lost passport, requesting an expedited process, or correcting information on an issued passport – be concise yet comprehensive.

Don’t forget to include pertinent details like:

• Existing passport number (if applicable)
• Date of birth
• Place of birth

Remember, every detail counts!

Wrapping up your letter, use a respectful closing statement like “Sincerely” or “Yours faithfully”, followed by your signature and printed name.

Here’s how this structure looks in practice:

Take note: A well-written letter can make all the difference when dealing with administrative matters. So keep it professional, clear and courteous – just like you’d want them to treat you!

Writing the Body of Your Letter: Essential Points to Include

Crafting the body of your letter to the passport office, it’s vital to be clear, concise, and respectful. This section will help you focus on key points that must be included for an effective communication.

Firstly, introduce yourself . It’s as simple as stating your name and current address. Remember, clarity is key so avoid using abbreviations or nicknames.

Next comes your passport details . Provide information such as your passport number and its issue date. Here’s a quick format:

Make sure you’re providing accurate data in this section.

Now it’s time to state the purpose of your letter . Whether you’re requesting a renewal or reporting a lost passport – whatever it is, state it clearly in one sentence.

The next step is to provide any relevant supporting documents’ details that are related to your request (if applicable). For instance:

• Proof of change of name (marriage certificate/divorce decree)
• Police report for stolen passports
• New photos for renewals

Remember not to send original copies unless explicitly asked by the office; photocopies should work fine.

Finally, express gratitude towards the reader and mention how important their assistance is in resolving your concern swiftly.

Keep these essential points in mind while writing the body of your letter and you’ll have crafted an effective piece that should yield positive results from the passport office.

Tips on How You Can Effectively Conclude Your Letter

Wrapping up your letter to the passport office doesn’t have to be a chore. It’s all about keeping it simple, clear, and direct. Here are some tips that can help you craft an effective conclusion for your letter.

Stay Focused: Stick to the purpose of your letter. Don’t introduce new topics in the concluding part of your letter. Instead, use this space to summarize what you’ve said earlier and reiterate any requests or questions you may have.

Keep it Short: A good rule of thumb is to keep your closing paragraph brief – no more than three or four sentences long. This makes it easier for the reader to absorb and remember what you’ve written.

Be Polite: Remember, the person reading your letter is there to help you. So, show some appreciation for their time and effort in handling your concerns or queries. A simple “thank you” can make a big difference.

Provide Contact Information: Even though they might already have this information from other parts of your application, it doesn’t hurt to include it again here. Make sure they know how best to reach you if they need further details or clarification.

Here’s a sample structure of how an effective conclusion might look:

• Sentence 1: Summarize main points
• Sentence 2: Reiterate request/question
• Sentence 3: Express gratitude
• Sentence 4: Provide contact information

It’s important that you tailor this structure according to your specific needs and situation – there’s no one-size-fits-all solution when it comes down writing letters!

Finally, sign off with an appropriate closing such as ‘Sincerely’ or ‘Best Regards’, followed by both printed name and signature underneath.

Writing a concise yet impactful conclusion isn’t rocket science; but with these tips at hand, crafting one will certainly become second nature before long!

Proofreading and Editing: Making Sure It’s Perfect!

Once you’ve drafted your letter to the passport office, it’s crucial to take time for proofreading and editing . This step is often overlooked but can make a significant difference in how your letter is perceived.

First up, check for typos or grammatical errors. You’d be surprised at how easily these can slip through, especially when you’re focused on getting your thoughts down on paper. Use a spell-check tool if possible, but don’t rely solely on technology. Your own eyes are still the best defense against errors that could undermine your message.

Next, review the structure of your letter. Is it clear and concise? Have you provided all necessary information? Remember, the person reading this might not know anything about your situation. Make sure everything is explained clearly and logically.

Here are some key points to consider:

• Opening : Does it clearly state why you’re writing?
• Body : Have you included relevant details such as passport number, date of issue etc.?
• Closing : Did you request specific action or response?

Finally, consider having someone else read over the letter before sending it off. A fresh pair of eyes can catch mistakes that might have been missed otherwise.

Above all else, keep in mind that this is an official communication with a government agency. Professionalism goes a long way here – so always double-check spelling of names and addresses and maintain a respectful tone throughout.

Remember – proofreading isn’t just about catching typos; it’s about ensuring clarity of message and maintaining professionalism too!

The Importance of Attachments: What Should Accompany Your Letter

Nailing the contents of your letter to the passport office is just half the battle. To really make an impact, you’ll need to know what documents should accompany your correspondence. Attachments are crucial ; they provide concrete evidence supporting your claims or requests.

First off, let’s talk about proof of identity. This could be a photocopy of your driver’s license or state ID card. Remember, it’s best to use black and white copies rather than color ones to avoid any accusations of forgery.

Next up is proof of citizenship. A birth certificate or naturalization certificate works here. If you’re applying for a name change on your passport, don’t forget to include legal documents establishing this change – such as a marriage certificate or court order.

Here’s a quick rundown:

• Proof of Identity : Photocopy of Driver’s License/State ID
• Proof of Citizenship : Birth Certificate/Naturalization Certificate
• Name Change (If applicable) : Marriage Certificate/Court Order

In cases where you’re seeking correction in information printed on your passport, it’d be helpful to include the actual passport along with the letter – this gives officials an immediate reference point when processing your request.

Also consider including self-addressed stamped envelopes (SASE). By doing so, you can expedite their response and have peace-of-mind knowing that they’ve received and processed your request accordingly.

And there we have it – these are some key attachments that should accompany most letters addressed to the passport office. Remember, each case may vary slightly based on individual circumstances so be sure review all official guidelines before sending out that envelope!

Submitting the Letter: Online Submission vs. Postal Mail

So, you’ve finally written your letter to the passport office. It’s time to send it, but you’re not sure which method would be best – submitting online or sending through postal mail? Let’s break down both options so that you can make an informed decision.

Online submission has been a game-changer in recent years. It’s convenient and saves tons of time. You don’t need to leave your home or stand in long queues at the post office. All you need is a scanned copy of your letter and any supporting documents needed for your application or claim.

Here are some bullet points highlighting why online submission might be right for you:

• Fast processing : Digital submissions are typically processed faster than postal mail.
• Instant confirmation : You’ll receive an immediate acknowledgement of receipt.
• Environmentally friendly : By avoiding paper and transportation costs, you’re reducing your carbon footprint.

On the other hand, there’s the traditional route of sending through postal mail . This option might seem old-fashioned in this digital age, but it still has its advantages:

• Physical evidence : Having tangible proof of submission can provide peace-of-mind.
• No technical issues : There’s no risk of computer glitches or server errors with snail mail.

Consider these factors while choosing between online submission and postal mail. Remember that each method has its pros and cons – what works best will largely depend on your personal preferences and circumstances.

With this knowledge at hand, you’re now better equipped to decide how to submit your letter to the passport office. Whether it’s clicking ‘send’ on an email or dropping a sealed envelope into a mailbox—the choice is yours!

Anticipating Response from the Passport Office

After you’ve sent your letter to the passport office, it’s a waiting game. However, knowing what to expect can make this period less stressful.

Typically, the passport office takes approximately 10-12 weeks to process regular applications and respond. If you’ve opted for expedited services, you’ll likely hear back in around four to six weeks. It’s important not to fret if these time frames ebb and flow as they’re often impacted by peak application times like summer months or holiday periods.

When you do get their response, there are several outcomes:

• Approval : You’ll receive your new or updated passport in the mail.
• Request for additional information : They might need more details or documents before proceeding with your request.
• Rejection : This could be due to various reasons such as an invalid photo or insufficient proof of citizenship.

If you’re requested to provide additional information, ensure that you do so promptly and accurately. Delayed responses from your end may lead to further delays in processing your application.

In case of rejection, don’t panic! The response will usually include detailed reasons for denial along with instructions on how to rectify them.

To track progress of your application during this waiting period, consider using online tracking tools provided by the U.S Department of State’s Bureau of Consular Affairs website.

Remember , anticipation doesn’t equate worry. Your knowledge about possible outcomes helps better prepare for any scenario thrown at you while dealing with the Passport Office.

Conclusion: Final Thoughts on Crafting an Effective Passport Office Correspondence

You’ve made it to the end of this guide. By now, you should feel confident in writing your letter to the passport office. Remember that clarity is key, and politeness goes a long way.

It’s essential to keep your letter concise and straight to the point. Be sure to include all relevant details such as your full name, date of birth, current passport number (if applicable), and explain clearly why you’re writing.

Don’t forget about proofreading. It might seem like a small step but it can make a big difference. The last thing you want is a delay due to avoidable errors or omissions in your correspondence.

Here’s what we’ve covered:

• Why it’s crucial to write clear and polite letters
• How to structure your letter effectively
• The importance of including all necessary information
• The role of proofreading in ensuring error-free communication

If you follow these guidelines, crafting an effective passport office correspondence will be no sweat! Don’t let paperwork get in the way of your travel dreams – with these tips under your belt, you’ll navigate through this process with ease.

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How to Write a Letter to Regional Passport Officer Format – 23+ Samples

• Letter Format
• March 5, 2024
• Application Letters , Complaint Letters

How to Write a Letter to Regional Passport Officer Format: A passport is an essential document that allows you to travel internationally . However, obtaining a passport can be a complex process. If you are facing any issues related to your passport application or renewal, you may need to contact the Regional Passport Officer (RPO) . Writing a Passport Application letter to the RPO can help you communicate your concerns or request for assistance . In this article, we will discuss the format for How to Write a Letter to Regional Passport Officer.

How to Write a Letter to Regional Passport Officer Format

Content in this article

• Start with your details: The first step in How to Write a Letter to Regional Passport Officer is to start with your details. This includes your full name, address, and contact details. Make sure to mention your passport application number or any other relevant details that can help the RPO identify your case.
• Address the RPO: After introducing yourself, it is essential to address the RPO. Start with “Dear Sir/Madam” or “To the Regional Passport Officer” followed by the location of the RPO. You can find the address on the official website of the Passport Seva Kendra.
• Explain the purpose of the letter: The next step of How to Write a Letter to Regional Passport Officer is to explain the reason for How to Write a Letter to Regional Passport Officer. If you are applying for a passport, mention the details of your application, including the date of submission, application number, and any other relevant information. If you are facing any issues related to the passport application or renewal, such as delay in processing or rejection of the application, describe the problem in detail.
• Provide supporting documents: To strengthen your case, it is advisable to provide supporting documents, such as photocopies of your passport application, acknowledgement receipt, and any other relevant documents. Make sure to mention the list of documents enclosed in How to Write a Letter to Regional Passport Officer.
• Request for action: After explaining your concerns and providing supporting documents, it is time to request action from the RPO. How to Write a Letter to Regional Passport Officer Clearly state what you want the RPO to do, such as speed up the processing of your application, correct any errors in your passport, or provide an explanation for the delay or rejection of your application.
• End with a thank you: End How to Write a Letter to Regional Passport Officer with a thank you note and mention your willingness to cooperate with the RPO in resolving the issue. Sign off with “Yours Sincerely” or “Best Regards” and your full name.
• Send the letter: Once you have written the letter, make sure to proofread it for any errors or typos. Print How to Write a Letter to Regional Passport Officer on a plain white paper and enclose the supporting documents. Send the letter through registered post or courier and keep a copy of the letter and the documents for your records.

Also Check:

• 15+ RTI Letter Format – Meaning, Purpose, Email Template
• 17+ Letter Format To Add Name In Ration Card – Email Ideas, Examples
• 15+ How To Write A Police Complaint Letter With Samples

How to Write a Letter to Regional Passport Officer – Sample Format

Below is a sample format for How to Write a Letter to Regional Passport Officer:

[Your Name]

[Your Address]

[City, State, ZIP Code]

[Email Address]

[Phone Number]

[Regional Passport Officer’s Name]

[Regional Passport Office Address]

Subject: Request for [Type of Passport Service, e.g., Renewal/Reissue/Correction]

Dear Sir/Madam,

I hope this letter finds you well. I am writing to bring to your attention my need for [type of passport service] and to request your assistance in facilitating the necessary processes.

Details of the Passport Holder:

• Name: [Your Full Name]
• Passport Number (if applicable): [Your Passport Number]
• Date of Birth: [Your Date of Birth]

Purpose of the Request: I am seeking [type of passport service] due to [provide a brief explanation, e.g., expiry of my current passport, correction of errors, etc.]. It is crucial for [mention any upcoming travel plans, if applicable].

Supporting Documents: Enclosed with this letter, please find the necessary supporting documents as per the requirements for [type of passport service]. I have ensured that all documents are in order to expedite the processing of my request.

Contact Information: Should you require any additional information or clarification, please feel free to contact me at [Your Phone Number] or [Your Email Address].

I kindly request your prompt attention to this matter, and I am grateful for your assistance in processing my request at the earliest convenience.

Thank you for your time and understanding. I look forward to a positive response.

[Your Full Name]

Feel free to customize the sample format of How to Write a Letter to Regional Passport Officer according to your specific situation and requirements. Include any additional details or information that may be relevant to your passport service request.

How to Write a Letter to Regional Passport Officer – Example

Here is an example of How to Write a Letter to Regional Passport Officer:

[Your Name] [Your Address] [City, State, Pin code] [Date]

To, The Regional Passport Officer [Address of the RPO] [City, State, Pin code]

I am writing this letter to bring to your attention the delay in the processing of my passport application. I had submitted my application on [Date] with application number [Application Number]. However, it has been [Number of days/weeks/months] since I submitted my application, and I have not received any update on the status.

I have enclosed a photocopy of my passport application and acknowledgement receipt with this letter. I would appreciate it if you could expedite the processing of my application and provide me with an update on the status. I need my passport urgently for an international trip, and the delay is causing me a lot of inconvenience.

I thank you for your attention to this matter and look forward to your prompt action.

Yours sincerely, [Your Name]

Passport Officer Letter Format

Here is a letter to a Passport Officer:

[Passport Officer’s Name]

Subject: Request for Passport Renewal

I hope this letter finds you well. I am writing to request the renewal of my passport, which is due to expire on [expiration date]. I have attached the necessary documents as per the requirements for passport renewal.

• Full Name: [Your Full Name]
• Passport Number: [Your Passport Number]

Enclosed Documents:

• Duly filled Passport Renewal Application Form.
• Passport-size photographs.
• Copy of the current passport.
• Proof of address (utility bill, rental agreement, etc.).
• Any other documents required for renewal.

Purpose of Renewal: The purpose of renewing my passport is [provide a brief explanation, e.g., upcoming travel plans, visa requirements, etc.].

Contact Information: If any additional information or documentation is required, please feel free to contact me at [Your Phone Number] or [Your Email Address].

I appreciate your prompt attention to this matter and look forward to receiving the renewed passport at the earliest convenience.

Thank you for your assistance.

Feel free to customize the letter based on your specific situation and the type of service you are requesting from the Passport Officer. Adjust details such as the purpose of renewal and enclosed documents according to your needs.

Request Letter to Regional Passport Office

Below is a request letter to the Regional Passport Office:

Subject: Request for Expedited Processing of Passport Application

I trust this letter finds you well. I am writing to request your assistance in expediting the processing of my passport application, which is currently under consideration.

Details of the Passport Application:

• Passport Application Reference Number: [Application Reference Number]

Purpose of the Request: I am in need of the passport urgently due to [provide a brief explanation, e.g., upcoming travel plans, visa requirements, etc.]. The expedited processing will greatly assist in meeting the timelines associated with my travel plans.

Supporting Information: I have attached the necessary documents along with this letter for your reference. I am committed to providing any additional information or documentation required to facilitate the expedited processing of my passport application.

Contact Information: Should you require any further details or clarification, please feel free to contact me at [Your Phone Number] or [Your Email Address].

I sincerely request your kind consideration of my situation and your support in expediting the processing of my passport application.

Feel free to customize the letter based on your specific circumstances and the type of assistance you are seeking from the Passport Office. Adjust details such as the purpose of the request and attached documents according to your needs.

How to Write a Letter to Regional Passport Officer Template

Here’s a Template of How to Write a Letter to Regional Passport Officer:

I am writing this letter to request your assistance in correcting an error in my passport. I had received my passport on [Date] with passport number [Passport Number]. However, I noticed that there is an error in my name on the passport. The name mentioned on the passport is [Incorrect Name], whereas my correct name is [Correct Name].

I have enclosed a photocopy of my passport and my birth certificate with this letter. I would appreciate it if you could correct the error in my name and issue me a corrected passport at the earliest.

Thank you for your attention to this matter, and I look forward to hearing from you soon.

Letter to Passport Officer for Urgent Processing

Below is a letter to the Passport Officer requesting urgent processing:

Subject: Urgent Processing Request for Passport Application

I hope this letter finds you well. I am writing to bring to your attention the urgency of my passport application and to request your support in expediting the processing of my application.

Urgency and Reason: I have an urgent need for my passport due to [provide a brief explanation, e.g., emergency travel, work commitments, etc.]. The timely processing of my application is crucial for [mention any specific reason, if applicable].

Supporting Information: I have attached all the necessary documents along with this letter. I am ready to provide any additional information or documentation required to expedite the processing.

Contact Information: If you need any further details or clarification, please feel free to contact me at [Your Phone Number] or [Your Email Address].

I understand the standard processing times, but due to the urgency of my situation, I kindly request your consideration and assistance in prioritizing my application.

Thank you for your understanding and cooperation. I appreciate your prompt attention to this matter.

Feel free to adjust the letter according to your specific situation and the urgency of your passport application. Add any additional details that might be relevant to your request.

Passport Application Status Inquiry Letter

Below is a letter inquiring about the status of a passport application:

[Your Name] [Your Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date]

[Passport Officer’s Name] [Regional Passport Office Address] [City, State, ZIP Code]

Subject: Inquiry Regarding Passport Application Status

I hope this letter finds you well. I am writing to inquire about the status of my passport application with the following details:

I submitted my passport application on [Submission Date] and would like to know the current status of the application. I have checked the online portal, but there has been no update, and I am keen to understand if there are any additional documents or information required from my end.

Supporting Information: I have attached a copy of the acknowledgment receipt and any other relevant documents for your reference.

Contact Information: If you require any further details or clarification, please feel free to contact me at [Your Phone Number] or [Your Email Address].

I understand the standard processing times, and I appreciate the hard work of the Passport Office. However, due to [mention any specific reason for urgency, if applicable], I am eager to receive information about the current status of my application.

Thank you for your time and attention to this matter. I look forward to your prompt response.

Feel free to customize the letter based on your specific circumstances and the details of your passport application. Adjust dates, reference numbers, and any additional information as needed.

Address Change Letter to Passport Officer

Below is a letter informing the Passport Officer about a change in address:

[Your Old Address]

Subject: Change of Address Notification for Passport Application

I hope this letter finds you well. I am writing to inform you about a change in my residential address, which is relevant to my passport application with the following details:

New Address Details: [Your New Address] [City, State, ZIP Code]

Reason for Address Change: I recently relocated to the above-mentioned address due to [mention the reason for the relocation, if necessary, e.g., job transfer, change in marital status, etc.].

I kindly request you to update my records with the new address for any correspondence related to my passport application.

Supporting Information: I have attached a copy of my recent utility bill or any other document reflecting the new address for your verification.

I appreciate your attention to this matter and thank you for your assistance in updating my records. Your cooperation is crucial to ensuring the smooth processing of my passport application.

Thank you for your time and consideration.

Email Format – How to Write a Letter to Regional Passport Officer

This is an Email format of How to Write a Letter to Regional Passport Officer:

Subject: Delay in processing of passport application

I am writing this email to bring to your attention the delay in the processing of my passport application. I had submitted my application on [Date] with application number [Application Number]. However, it has been [Number of days/weeks/months] since I submitted my application, and I have not received any update on the status.

I would appreciate it if you could expedite the processing of my application and provide me with an update on the status. I need my passport urgently for an international trip, and the delay is causing me a lot of inconvenience.

I have attached a copy of my passport application and acknowledgement receipt to this email. Please let me know if any further information or documentation is required from my end.

Thank you for your attention to this matter and I look forward to your prompt action.

Passport Verification Letter

If you are looking for a passport verification letter:

Subject: Passport Verification Request

I hope this letter finds you well. I am writing to request a passport verification for the following individual:

Details of the Passport Applicant:

• Full Name: [Applicant’s Full Name]
• Date of Birth: [Applicant’s Date of Birth]

I, [Your Full Name], am writing this letter to verify the authenticity of the passport application submitted by [Applicant’s Full Name]. The applicant is known to me, and I can attest to their identity and character.

[Include any additional information or details that might support the verification, such as your relationship with the applicant, how long you have known them, etc.]

I appreciate your prompt attention to this verification request. Your assistance is crucial in ensuring the accuracy and legitimacy of the passport application.

Feel free to modify the letter according to your specific situation and the details of the passport verification request. Adjust dates, reference numbers, and any additional information as needed.

Passport Office Information Update Letter

If you need to update information with the passport office for a letter:

Subject: Information Update for Passport Application

I trust this letter finds you in good health. I am writing to inform you about the update in my personal information that is relevant to my passport application with the following details:

Updated Information: [Specify the information that needs to be updated, such as a change in address, contact number, marital status, etc.]

Reason for Information Update: [Provide a brief reason for the update, if necessary.]

Supporting Documents: I have attached the necessary supporting documents for your reference. Please find enclosed [mention the documents, e.g., updated utility bill, marriage certificate, etc.].

Contact Information: If you require any additional information or clarification, please feel free to contact me at [Your Phone Number] or [Your Email Address].

I appreciate your attention to this matter and thank you for your cooperation in updating my records. Your prompt action in this regard will ensure the accuracy of my passport details.

Feel free to adjust the letter based on your specific circumstances and the details of your passport application. Update dates, reference numbers, and any additional information as needed.

FAQS for How to Write a Letter to Regional Passport Officer Format – Samples

What should i include in and how to write a letter to regional passport officer.

How to Write a Letter to Regional Passport Officer, include your full name, passport application reference number, date of birth, and details of the specific matter you are addressing (e.g., change of address, information update). How to Write a Letter to Regional Passport Officer Attach any supporting documents and provide your contact information for further communication.

How should I address and How to Write a Letter to Regional Passport Officer?

How to Write a Letter to Regional Passport Officer Address the Regional Passport Officer respectfully by using formal salutations such as “Dear Sir/Madam.” If you know the name of the officer, you can use their name along with their official title.

What details should I mention in the subject line of How to Write a Letter to Regional Passport Officer?

In the subject line, briefly mention the purpose of How to Write a Letter to Regional Passport Officer. For example, “Subject: Information Update for Passport Application” or “Subject: Change of Address Notification for Passport Application.”

Should I attach any documents to support How to Write a Letter to Regional Passport Officer?

Yes, How to Write a Letter to Regional Passport Officer pertains to an update or change, attach relevant supporting documents. For instance, if you’re updating your address, How to Write a Letter to Regional Passport Officer, attach a recent utility bill with the new address. Clearly mention the attached documents in your letter.

How can I express appreciation in the closing of How to Write a Letter to Regional Passport Officer?

Close How to Write a Letter to Regional Passport Officer with a polite expression of gratitude. You can say, “Thank you for your time and consideration” or “I appreciate your prompt attention to this matter.” Sign off with a formal closing, such as “Sincerely” or “Yours faithfully.”

How to Write a Letter to Regional Passport Officer can be an effective way to communicate your concerns or request assistance regarding your passport application or renewal . By following the above format of How to Write a Letter to Regional Passport Officer, you can draft a clear and concise letter that can help you resolve your issues with ease .

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How to write a cover letter.

A cover letter introduces you to an employer and asks them to think about your application. 

It’s a short letter, usually 3 to 5 paragraphs long.

When to include a cover letter

You should always include a cover letter when you apply for a job using a CV. 

You can write it as an email if you’re applying online or print a copy to go with a paper application.

When writing a cover letter, let the employer know you’re keen by showing that you’ve researched the company. Learn more about what they do through:

• their website
• recent news articles
• talking to people you know who work there

Send it to the right person

It's important to try to address your cover letter to someone by name. Check you have the details of the person you need to send it to. 

You'll need their name and preferred title. For example, ‘Dr’, ‘Mr’, ‘Mrs’, ‘Ms’, and their job title. You should also make sure you have the right company name and address, including postcode.

If you do not know their name

If the job advert does not include a name you can check the company website. Try to find details of the head of the department, head of human resources or a recruitment manager.

If you still cannot find a name, you can start your letter with ‘Dear Sir or Madam’.

Introduction

Introduce yourself and explain how you found the advertised job. You can mention the job title, and reference number if there is one. 

If you’re asking about any job openings and not applying to a vacancy, tell them what sort of job you’re looking for. Let the employer see how keen you are to work for them.

Show you're right for the job

Highlight the skills and experience you have that match what the employer is looking for. 

Convince them that you're enthusiastic about working for them. Let them know you share their work values, culture and style.

Give extra information

If you have gaps in your employment history, you could talk about the skills you gained while you were out of work.

If you’ve mentioned on your CV that you have a disability, you might want to talk more about this in your cover letter. Organisations like Disability UK can give you advice on how to do this. You do not have to mention your disability at this stage if you prefer not to.

You can get more help with specialist advice on finding work if you have a disability.

Ending your cover letter

Thank the employer for considering your application. Let them know that they can get more details from your CV, and tell them you're looking forward to hearing from them.

Let them know how they can best contact you. Make sure your contact details are correct on both your cover letter and CV.

Yours sincerely or yours faithfully

If you know the name of the person you’re writing to, you should end the letter with ‘Yours sincerely’.

If you’ve addressed the letter ‘Dear Sir or Madam’, you should end the letter with ‘Yours faithfully’.

Tips for writing a cover letter

When writing your cover letter, remember to:

• write a new one for every job you apply for and make sure it’s tailored to the company and the specific role
• use the same font and size as you do for your CV, so it looks consistent
• make sure the company name and recruiter’s details are correct
• use the right language and tone: keep it professional and match the keywords used by the employer in their job advert
• show you’ve done your research into the job and the company
• highlight your most relevant skills and experience to stand out from other applicants
• back up any statements you make with facts and use the STAR method
• double check spelling and grammar before you send it
• keep a copy of your cover letter as they may ask you about it in an interview

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Visa Traveler

Exploring the world one country at a time

How to write a compelling cover letter for UK visa (that will impress the ECO)

Updated: September 6, 2023

A cover letter for UK visa is instrumental in persuading the ECO that you meet the visa requirements and have no intention of overstaying your visa. It gives you the opportunity to convince the ECO that you are a genuine visitor and you will promptly return back to your country.

A cover letter is a document to convey additional information that wasn’t asked in the UK visa application. It’s not a mandatory document but by far the most helpful document in increasing your chances of UK visa approval.

Table of Contents

Why do you need a cover letter for uk visa.

The information asked in the UK visa application isn’t enough to convince the ECO that you will return back to your home country after your trip. 

Most questions on the UK visa application are close-ended. They don’t give you an opportunity to explain. 

A cover letter allows you to explain in your own words and be as descriptive as you can. You can use your own format and even use illustrations if needed.

Is a cover letter mandatory for UK visa?

No. A cover letter is not mandatory for UK visa. It’s not even a document in the documents checklist for UK visa.

When I applied for my UK visa, I did not submit a cover letter. At that time, I didn’t know the importance of a cover letter for UK visa. I didn’t feel the need to explain anything additional, so I didn’t submit one. My visa was still approved. 

That’s not the case for everyone. A cover letter will not hurt your chances of approval, it can only help. It gives you an additional opportunity to convince the ECO. 

If I apply again for my UK visa, I would definitely submit a cover letter. 

What should you write in the cover letter?

A cover letter is not a mandatory document for UK visa. So obviously, UK Visas and Immigration (UKVI) does not provide any guidelines on what to include in the cover letter.

As you all know, I started this website in 2016. Since then, I have been helping my readers with their visas. I figured that a cover letter was the most helpful for UK visa. 

I have been writing cover letters for my readers. Over time, I learned that a cover letter with a certain format worked the best for UK visa. 

I would like to impart all my knowledge in this article, so you can write the most compelling cover letter for your UK visa. It will not only impress the ECO but will greatly improve your chances of visa approval.

So without any further delay, let’s get started. 

Format of the cover letter

The goal of the cover letter is to convince the ECO that you are a genuine visitor. You must do this in a simple, short and clear manner. ECOs rarely will have time for anything other than what’s asked.

Write your cover letter in simple words as if it’s meant for a 5th grader. If the language is too complicated to read, ECO will not bother to read it. 

Do not use words that people from your country can only understand. ECOs are from the UK and they can only understand the terms that they use in the UK. 

Example: It’s common for people in India to say something like “ please do the needful and revert back to me “. Even though it’s still understandable, saying something like “ please let me know if you need anything else from me ” will help the ECO understand better. 

Remember, a cover letter is not a mandatory document. ECO is doing you a favor by reading it. So, make it easy for the ECO.

Your cover letter should never be longer than two pages. ECOs rarely have time for things other than what’s asked in the application. If you present them with a booklet, they will toss it in the trash without even looking at it. 

Again remember, a cover letter is not mandatory. It should not consume too much of ECO’s time.

To further simplify your cover letter, format it with subheadings, bullets and highlights. This helps the ECO to quickly glance over the letter and read any section that interests them. 

Example:   Instead of writing like this – 

“ I intend to travel to the UK for tourism from 20 June 2021 to 24 June 2021 and I plan to visit various attractions in London such as Buckingham Palace, Tower of London, Tower Bridge, London Eye, Madame Tussauds, National Gallery, etc. “

Write like this – 

• I intend to travel to the UK for tourism. My travel dates are from 20 June 2021 to 27 June 2021. 
• 20 June 2021: Arrive at Heathrow International Airport at 3 PM. Check-In and dinner.
• 21 June 2021: Visit Buckingham Palace and the Tower of London
• 22 June 2021: Visit Tower Bridge and London Eye
• 23 June 2021: Visit Madame Tussauds and National Gallery
• 24 June 2021: Depart from Heathrow International Airport at 10 AM

Sections in the cover letter

It’s important to break the cover letter into different sections. This helps the ECO quickly glance through the letter and understand the gist of it. If needed, the ECO can read specific sections. Your cover letter for UK visa must contain the following sections.

Section 1: Your previous UK visa refusals

In the UK visa application, there is a question on previous UK visa refusals. It asks about your previous UK visa refusal and its details. This question asks you to explain why your UK visa was refused but doesn’t ask why it shouldn’t have been refused

There is no other place in the application to address your previous visa refusals either. There is the “additional/extra information” area, but it’s only for text and not suitable for formatting or pictures. Therefore, the cover letter is the most appropriate place for addressing your previous UK visa refusal. 

If you are re-applying to challenge your UK visa refusal , include a section in your cover letter specifically for your previous visa refusal. Address your previous visa refusal with evidence, additional information and documentation. 

Keep this section as the first section in your cover letter. Having this section at the beginning of the cover letter will help the new ECO get straight to the point. Otherwise, they may overlook and your efforts of re-application may go to waste.

Here is an example.

Previous UK Visa Refusal

My previous application for the UK visitor visa with GWF number GWF12345678 was refused on 16 March 2021. 

I would like to address the reason for the refusal with additional information and documentation.

Reason for refusal: The sources of the deposit (£850) were not demonstrated by the documents provided.

Explanation: The deposit in question was made on 05-Dec-2020 for the amount of £850. This amount was the yearly bonus from my employer. Yearly bonuses are deposited in the first week of December every year. Please find the attached documentation to prove that these funds are available to me.

Additional Documentation: (1) Bonus slip, (2) bonus announcement email and (3) letter from my employer with details of bonus, amount and dates.

Section 2: Your travel purpose and itinerary

In this section, mention your purpose of visit and proposed itinerary in the UK. The itinerary must be detailed enough but not too descriptive to confuse the ECO. Format it with bullets and/or a table.

Proposed Travel Itinerary

• I intend to travel to the UK for tourism for a total of 7 days. My travel dates are from 14 Oct 2021 to 20 Oct 2021.
• My planned day-by-day itinerary is as follows

Section 3: People traveling with you to the UK

In this section, mention the people that will travel with you to the UK. If you are applying for the visa with your family members, mention their details such as name, passport number and GWF number. 

Each individual must submit one UK visa application. Say if a husband, wife and child are traveling to the UK together, each of them must submit a separate UK visa application. There is no easy way to tie these applications together. 

There is a question in the application asking for travel companions, but mentioning them again in your cover letter will help tie them all together. 

Travel Companions

I will be traveling to the UK with my wife and son. The GWF numbers of my wife’s and son’s UK visa applications are as follows.

Section 4: Your current employment/business or university details

In this section, mention your current employment details. Include details such as the employer’s name, how long you have been working and your current salary.

Employment Details

• I currently work for Samcore Logistics, LTD, Dubai as a product manager.
• I have been working as a product manager at Samcore Logistics, LTD since Nov 2014.
• My monthly salary is 7,000 AED after taxes.
• An original letter from my employer, a leave approval letter and bank statements indicating the salary deposits are attached.

If you are a business owner, mention the details of your business such as your business name, your role in the company, yearly revenue, etc.

Business Details

• I own a construction business in Dubai since 2016. I’m the founder and president of the business.
• The business has been in positive cash flow since its inception with yearly revenue of 300,000 AED.
• A copy of my business registration, business license, bank statements and tax returns are attached.

If you are currently a student at the university, mention your university details along with the program, major and semester details.

University Details

• I’m a full-time student enrolled in the undergraduate program at the University of the Philippines.
• I’m currently in the second semester of my second year with another four semesters remaining to graduate.
• A letter from my university and the fee payment receipts are attached.

Section 5: Your current financial situation

In this section, mention your source of income, savings and the bank statements for your UK visa . 

If you have multiple bank accounts, this section is a good place to talk about it. Explain why you have multiple bank accounts and how they are connected.

Financial Solvency

• I currently have 300,000 INR (approx. 2,900 GBP) in my bank account.
• The source of my savings is my salary from my employer, WinTech Corporation.
• The last 6 months bank statements and payslips are attached.

It’s quite common for many to work in a foreign country and send all their earnings back home for family maintenance or savings. In such cases, you will have to submit bank statements from both countries, but most importantly, mention that clearly in this section.

If you use a broker or third party to send cash back home, errors can occur and transactions may not match. I highly recommend using a money transfer service such as Wise to transfer cash back to your home country.

Section 6: Your sponsorship information

If you are paying for your trip yourself, this section does not apply to you. Have this section in your cover letter only if someone else is paying for your trip. 

In this section, mention your sponsor details, your relationship with the sponsor, what expenses they will bear, etc. 

Sponsorship Details

• My brother is sponsoring my trip to the UK.
• He will bear all my travel expenses while I’m in the UK including accommodation, food and transportation.
• A letter from my brother, his UK residence permit, employment proofs, bank statements, his apartment lease contract and the document to prove our relationship are attached.

Section 7: Your travel history

In this section, mention your travel history. Travel history is very important and highlighting it will only help with your UK visa. Your travel history can include all your previous travels to the UK and other countries. If you have traveled to a country multiple times, mention that country only once.

Travel History

• In the last 5 years, I have traveled to 8 countries for both tourism and business. 
• The countries I have traveled to are Hong Kong, South Korea, Japan, Indonesia, Malaysia, UAE, Turkey and Denmark.
• A copy of my visas and entry and exit stamps from all the above countries are attached.

Section 8: Any family members staying back at home

In this section, mention any family members remaining at home during your UK trip. This helps prove your family ties with your country. Family ties indicate that you will return back to your country after your trip. 

Do not include this section if it does not apply to you.

Family Remaining at Home

• I currently live with my wife and two children.
• My wife and children will remain at home during my trip to the UK.
• A copy of my wife’s employment proof and children’s school receipts are attached.

Section 9: Your intention to return back

In this section, mention that you will promptly return back after your trip and the reasons for that. Reasons can be employment, business or attending to family needs. 

Intention to Return Back

• I intend to return to Pakistan after the end of my UK trip on 27 Oct 2021 as I have to report back to my employer and continue at my job on 28 Oct 2021.
• An original leave approval letter from my employer is attached.

Section 10: Any miscellaneous information

If you want to add something that didn’t fall under any specific section above, you can include it here. This could be something about properties you own (economic tie), your rental situation, covid safety precautions, etc.

Miscellaneous

• I currently live in a rental apartment. A copy of my rental contract is attached.
• I own farmland with my wife. A copy of my property ownership document is attached. 
• I assure you that I will follow COVID safety precautions throughout my trip.

A cover letter is not a mandatory document for UK visa. But in my experience, it’s the most helpful document. The goal of the cover letter is to convince the ECO that you are a genuine visitor. Your cover letter must be simple, short and clear. Break the cover letter into sections, paragraphs and bullet lists. Use pictures and screenshots if necessary.

That’s it, folks! Now you know how to write a compelling cover letter for UK visa. This will greatly improve the chances of your UK visa approval. If you have any questions, please let me know in the comments below.

WRITTEN BY THIRUMAL MOTATI

Thirumal Motati is an expert in tourist visa matters. He has been traveling the world on tourist visas for more than a decade. With his expertise, he has obtained several tourist visas, including the most strenuous ones such as the US, UK, Canada, and Schengen, some of which were granted multiple times. He has also set foot inside US consulates on numerous occasions. Mr. Motati has uncovered the secrets to successful visa applications. His guidance has enabled countless individuals to obtain their visas and fulfill their travel dreams. His statements have been mentioned in publications like Yahoo, BBC, The Hindu, and Travel Zoo.

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LEGAL DISCLAIMER We are not affiliated with immigration, embassies or governments of any country. The content in this article is for educational and general informational purposes only, and shall not be understood or construed as, visa, immigration or legal advice. Your use of information provided in this article is solely at your own risk and you expressly agree not to rely upon any information contained in this article as a substitute for professional visa or immigration advice. Under no circumstance shall be held liable or responsible for any errors or omissions in this article or for any damage you may suffer in respect to any actions taken or not taken based on any or all of the information in this article. Please refer to our full disclaimer for further information.

AFFILIATE DISCLOSURE This post may contain affiliate links, which means we may receive a commission, at no extra cost to you, if you make a purchase through a link. Please refer to our full disclosure for further information.

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LOST, STOLEN, DAMAGED PASSPORT AUTHORISATION LETTER REQUIREMENTS

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AUTHORISATION LETTER

• Lost, Stolen, Damaged Passport Page

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Application Form

As part of the process of allowing someone other than yourself to lodge your documents at Her Majesty's Passport Office and pick up your new passport for you, a letter of authorisation is required.

With us here at Rapid British Passports, we will require the original authorisation letter alongside all your other documents which support your application for a passport. We have written a template that you will receive once the order form has been completed.

The letter contains

Below you will find all of the information your authorisation letter must contain. Please ensure that the letter is addressed to His Majesty's Passport Office:

Information about you for your authorisation letter:

• All of your names
• The date of the application plus your own signature

Information about Rapid British Passports for your authorisation letter:

• The name of the agency, Rapid British Passports
• The contact details of Rapid British Passports
• The name of the agent who has been assigned lodge to lodge your application and pick up your passport for you
• The handwritten signature of the agent at Rapid British Passports

In order to verify your application it is important that your agent at Rapid British Passports gives original photographic evidence of their identity.

The statement:

“This is to certify that I ....................................................... (applicant's name) authorise my agent, whose signature is verified below, to lodge my application for a ………………. passport and to collect my new passport on my behalf.”

Check the application process for a Replacement of a Lost, Stolen or Damaged British Passport and order it online

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Cover Letter for UK Citizenship Application (Naturalisation, Non-EEA)

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🖊️ Covering letter

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• Going and being abroad

Complaints procedure

If you're not satisfied with the service received when applying for a passport or dealing with the General Register Office, you can make a complaint by phone or email, or in writing.

What you can expect from us

We aim to provide a high standard of customer service in all our dealings with customers. You can expect:

staff to be polite, helpful and professional

passports to be issued in line with our published standards

details on your passport to be correct and your supporting documents to be returned promptly

registration certificates to be issued in line with our published standards from the General Register Office ( GRO )

special provisions and services for people with disabilities

clear and helpful explanations from our staff if you are denied a British passport because of citizenship or on other grounds

If you have a complaint about how we handled your passport application, please contact our customer contact centre by phone, in writing or by using our online enquiry form.

0300 222 0000 Textphone 0300 222 0222 Text Relay 18001 0300 222 0000

Write to HM Passport Office PO Box 767 SOUTHPORT PR8 9PW

Complete our passport enquiries form .

When you write to us, please provide:

full details of the problem

• the name and date of birth of the person the passport was for
• the date the application form was sent to us
• which of our offices the application form was sent to
• the barcode number from the application form, if you have a note of it
• the passport number, if you have one
• information so we can contact you (name, address, postcode, day and evening phone numbers, and a fax number and email address if you have these)
• the date and time of your appointment and an appointment reference number if you visited one of our offices to get your passport.

When we receive your complaint, we will investigate and let you know what went wrong and advise you what we are doing to put things right. We will contact you within 15 working days from receiving your complaint, either with a full reply or to let you know what is happening if we have not finished our investigation.

If you have followed step 1 and are not satisfied with our response, you can ask us to review your complaint.

If you have followed steps 1 and 2 and are still not satisfied, you can escalate your complaint to the Independent Examiner of Complaints (IEC) within 3 months of receiving our response.

Email [email protected] or write to:

PO Box 6147 Sheffield S2 9JD

If you decide to escalate your complaint to the IEC team, you will need to provide them with a copy of the final review response.

If you are still not satisfied, you can ask your MP to request an investigation by the Parliamentary and Health Service Ombudsman (the Ombudsman). You can only do this through your MP .

The Ombudsman’s role is to investigate complaints by members of the public about the way government departments, and their executive agencies, have treated them.

Compensation

We realise that sometimes our mistakes may cause you expense or financial loss. In these cases, you should follow the instructions in step 1 and write us a letter. You should send any documents that prove your claim with the letter. We only normally offer compensation for financial loss which has occurred as a direct consequence of an error made by the General Register Office.

General Register Office

Please note that GRO does not deal with passports. For passport complaints, please see the information above.

If you have a complaint or enquiry about our service, please contact our customer contact centre by using our online enquiry form, by phone or in writing.

If your complaint relates to a certificate which you have ordered from GRO , you can use our certificate service order enquiries form to send us a message.

When you submit this form, it will generate an email to us with the details you have supplied.

0300 123 1837 (+44 300 123 1837 if you are calling from overseas)

Monday to Friday: 8am to 6pm

Saturday: 9am to 1pm

Our contact centre staff will do their utmost to put things right. If we cannot give you an immediate answer, we will agree a convenient time to call you back, as we may need to arrange for someone with more detailed knowledge to speak to you.

Customer Services Manager Room C1.11 General Register Office HM Passport Office Trafalgar Road Southport PR8 2HH

Please provide:

a reference number (you should already have one if this is an ongoing case) or a certificate order number (this is usually found in the top right-hand corner of any letter we have sent you or provided at the time of ordering a certificate)

contact details (name, address, postcode, day and evening phone numbers, and an email address if you have these)

When we receive your complaint, we will let you know we have received it (if it was a letter or email), investigate it and respond to you within 20 days, either with a full reply or to let you know what is happening if we have not finished our investigation.

Please remember that while we always aim to provide the best possible service, we have to work within the provisions set out in legislation covering the work of our office.

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