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Wednesday, 3 October 2023

The application form for collective passports

To apply for a collective passport you must fill in and submit a specific application form at least six weeks before you plan to travel. Get the application form and find out how to complete it here.

The basics

If you have not applied for a collective passport before, make sure you’ve read ‘The collective passport and who can use it’.

About the application form

Fill in the form online

You must fill in the application form online before printing it - IPS won't accept it if you print it and complete it by hand

There is a specific application form for collective passports. You can get a copy in three ways. You can:

  • download the Collective Passport Application form
  • call the IPS Passport Adviceline on 0300 222 0000 (open between 8.00 am and 8.00 pm Monday to Friday and 9.00 am and 5.30 pm on weekends and public holidays)
  • email the Passport Office in Durham that deals with collective passports

Filling in the form online is the fastest and most secure way to complete it. You should fill in the form then save it to your own computer. You can then email it directly to the Passport Office in Durham. If you don’t want to fill in the form now, you can save a blank version to your computer and fill it in later. The Identity and Passport Service (IPS) will not accept electronic forms that have been printed out and completed by hand. You must fill in the form on screen before you print it out.

Once you have emailed your completed application form you must also print off a paper copy. This should be signed by the Leader and the Deputy Leader of your group. You must send this signed paper copy of the application form to Durham along with the fee and supporting documents. See ‘Supporting documents for collective passports’ for full details.

The email address for the Durham Passport Office is

Completing the application form

Page 1 of the form

To complete this page you need to supply details of:

  • the school or organisation
  • the trip
  • the Leader and Deputy Leader, with each of their names as it appears on their current passport

The Leader and Deputy Leader must sign the declaration.

Page 2 of the form

The list of members of the party must be completed in CAPITAL LETTERS and alphabetical surname order. Each entry should include:

  • first name
  • town and country of birth (in full, eg, ‘Stoke on Trent’ not ‘Stoke’, but you may abbreviate the country to ‘UK’ where appropriate)
  • date of birth
  • town of residence (in full)

The example below may be helpful.

When and where to send the application

You should send your application at least six weeks before the date of travel.

Send your completed application form, photo cards, fee and supporting documents to:

Collective Passport Applications
Millburngate House
PO Box 302
Durham DH1 9ZL

The six weeks’ processing time applies only if you complete the application form correctly and supply the correct information and documents.

Allow time extra time for visas

If you need to apply for a visa before you travel you should allow more time. You should contact the embassy or consulate of the country you are visiting to check whether travellers on a collective passport need visas.

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