Guidance

Additional passports

Updated 1 October 2026

Version 39.0

Guidance for His Majesty’s Passport Office staff dealing with UK and international passport applications from customers who ask for additional (more than 1) passports.

About: Additional passports

This guidance tells His Majesty’s Passport Office staff how to process passport applications from UK and international customers who need additional (or second) passports.

This includes additional passports, when the customer holds one or more passports for the full validity of the passport, and overlap passports, where the customer holds more than 1 passport for a limited time because of overlapping validity. We can issue either an additional or overlap passport based on customer circumstances when they:

• need to get visas to travel on business
• travel to incompatible countries (countries with political differences which may prevent travel between them two)
• are a frequent traveller

An additional passport holder is a customer who holds (or is applying to hold) more than one passport of the same type. It does not apply to customers who are eligible to hold single passports of 2 different types, such as:

• passports in 2 different British nationalities
• one diplomatic or official passport and one personal passport

Contacts

If you have any questions about the guidance and your line manager or senior caseworker cannot help you or you think that the guidance has factual errors then email the Guidance team.

If you notice any formatting errors in this guidance (broken links, spelling mistakes and so on) or have any comments about the layout or navigability of the guidance then you can email the Guidance team

Publication

Below is information on when this version of the guidance was published:

• version 39.0
• published for Home Office staff on 7 September 2026

Changes from last version of this guidance

This guidance has been updated:

• in the section Other frequent traveller exceptions (overlap customers), to explain what an overlap passport is
• in the section How customers can apply for an additional passport, to tell examiners that a member of the Armed Forces can apply for a first-time additional passport at the counter, if they have an urgent government business travel need
• throughout with formatting changes
• in the section When we will issue an additional or overlap passport, to create a new section called Additional passports: exceptional circumstances, that explains what we mean by exceptional circumstances when dealing with additional passport applications
• in the section Evidence needed for an additional passport: letters, to explain examiners must refer to Additional passports: tasks created when the customer submitted multiple passport applications but they are not dealing with all of them
• in the section Additional passports: tasks created, to tell examiners they must agree with the examiners dealing with the duplicate applications, which applications must be issued or withdrawn
• in the section Proof of travel for business, to tell examiners when they must complete additional checks and refer for investigation
• in the section Customer sends additional passport for cancellation, to make it clear which cancellation reasons examiners must use

What additional passports are

This section tells His Majesty’s Passport Office staff what additional and overlap passports (more than 1) are, how customers apply for these, and when we will issue them.

HM Passport Office does not usually allow more than 1 passport per person but may issue additional or overlap passports to customers who:

• have a genuine need for one and can provide evidence to show it; and,
• meet the criteria in this guidance

We must issue all additional or overlap passports in the same name and have the same observations as the original passport unless:

• the customer has a title or title observation, which must only be included in one of the passports; or,
• this guidance tells you otherwise, for example, when some dual nationals travel to incompatible countries

We commonly refer to additional passports as ‘second’ passports, but we may consider issuing the customer with more than 2 on a case by case basis. If a customer asks for 3 or more valid passports and has a genuine need for them, a higher executive officer (HEO) or someone senior must authorise it.

We must refuse an application for an additional passport, if:

• we have concerns with a customer’s entitlement, nationality or identity
• the customer cannot clearly prove they have a genuine need for one (in line with this guidance)

You must follow the Physically cancelling an ‘additional’ British passport guidance if a customer sends in an additional passport they no longer need.

When we will issue an additional or overlap passport

You must always check the customer’s circumstances and why they need an additional or overlap passport.

HM Passport Office only issue additional or overlap passports to customers who provide evidence of their British nationality and are:

• travelling to incompatible countries
• business travellers and students (and those who accompany them) who travel frequently, in connection with their job or for study purposes
• frequent travellers (or an overlap customer), who cross borders between countries on a daily basis (for work). These include:
  • airline staff
  • customers working in the haulage industry or food preparation, supply or distribution sector
• United Kingdom (UK) government staff who need a passport to travel on business
• multiple British nationality holders

If the customer is a frequent traveller (for example, airline staff), we can accept a colour photocopy of their passport in lieu of their original passport, if they can provide an explanation why they are unable to send us their original passport.

Additional passports: exceptional circumstances

You may issue an additional restricted validity passport in exceptional circumstances. Exceptional circumstances are in line with the Urgent government business or compassionate reasons: how to deal with requests guidance.

For example, to allow for a one-off important visit or where there is a limited time period the additional passport is needed for. The customer must provide evidence of the need.

The Foreign, Commonwealth and Development Office may be able to issue an emergency travel document (ETD) to international customers in similar circumstances.

Customers who want to renew an additional passport

Customers do not have the right to automatically renew their additional passport. When a customer applies to renew an additional passport, they must:

• tell us why they need it
• provide us with up to date evidence to show they still need it

Applications for additional passports will be reviewed on a case by case basis. We will consider:

• the customer’s need
• the amount of validity they need on their additional passport
• whether they would benefit from a 54 page frequent traveller passport instead

How customers can apply for an additional passport

Customers can apply for an additional or overlap passport:

• online
• by post
• in person during a counter appointment

A customer can only apply for an additional passport at a counter appointment, if they:

• are renewing or replacing an existing additional passport; and,
• meet the criteria for applying for Digital Fast Track or Premium service

You must follow the Urgent government business or compassionate reasons guidance, if:

• the customer is a member of the Armed Forces; and,
• they are applying for a first-time additional passport; and,
• have an urgent government business travel need. For example, they:
  • submitted their application at the counter; or,
  • told you in writing when they submitted their application using the Armed Forces route

If the customer is not a member of the Armed Forces, or they do not have an urgent government business travel need, they must apply for their first-time additional passport using the standard service. This is because they will not be eligible for the Digital Fast Track or Premium service.

The additional passport service is not widely promoted and there is no separate application type on the passport issuing system for processing these.

Customers must apply using a:

• first time application type, when they already hold one passport and want to apply for their ‘first additional passport’
• renewal or replacement application type, when they want to renew (or replace) an additional passport they already hold, or apply for an overlap passport

See Examining applications for additional passports, for guidance on how to deal with applications for additional passports, depending on the:

• application type on Digital Application Processing; and,
• service the customer applied for

The customer must:

• make their requirement clear when they make their application (for example, in person at a public counter or with a covering letter (with a wet signature), unless it meets an exception); and,
• provide documentation that:
  • they are a British national; and,
  • proves their need for an additional passport (for example, by providing a letter from their employer that explains why they need for an additional passport)

Evidence needed for an additional passport

This section tells His Majesty’s Passport Office staff about the evidence we need to issue an additional passport.

When a customer applies for an additional passport, they must provide evidence that confirms they are a British national and their need for an additional passport.

Evidence needed for an additional passport: British passports

When the customer sends proof they need an additional passport, they must also send us:

• their current passport, if they are applying for their first additional passport, or;
• a colour photocopy of their current passport if they need to hold onto it while their application is being processed, if they are applying for their first additional passport; or,
• the passport they are renewing (if they already hold an additional passport) together with a colour photocopy of any other British passports they hold; or,
• their current passport if:
  • they submitted a duplicate application; and,
  • there is a duplicate application task on the application you are dealing with; and,
  • the passport is confirmed as received on the duplicate application

If you are dealing with a duplicate passport application, you must add a case note to the application you are dealing with, to confirm the customer submitted their current passport for renewal. The case note must say:

Duplicate passport application [insert application number] confirms additional passport received for renewal. Therefore, do not need a colour copy of passport. Customer qualifies for an additional passport [insert reason why] based on the evidence [insert list of evidence they sent HM Passport Office].

We may accept a colour copy of the full current passport including all visa pages if the customer explains in a covering letter with a wet ink signature why they cannot send us their passport. In this instance the customer must be a business traveller or student (including those who accompany them) who:

• travels frequently and:
  • the passport they are renewing holds visas or travel permits which they need for continued travel; or,
  • they currently hold one British passport which they need to keep with them during the application process (for example, as local laws mean they cannot be in a country undocumented)

You (the examiner) can continue to deal with the application, if:

• you have satisfactorily confirmed the customer’s identity, entitlement and nationality, using our own records; and,
• the customer cannot provide a colour copy of their passport because of an exceptional circumstance

However, if you cannot confirm their details from passport records, you must ask them to send you their passport or a colour photocopy.

Evidence needed for an additional passport: letters

Any requests for an additional passport must have a wet signature unless this guidance tells you it is not needed. This means:

• we cannot accept these letters by email; and,
• you (the examiner) must:
  • not accept a letter that is unsigned or undated
  • ask for a new one that has a wet signature and is dated

Where the customer is applying for additional passports and submitted multiple applications, you do not need separate letters for each application. You can accept one letter if the application containing the letter is still live (not completed, withdrawn of failed).

You must check the letter provides confirmation of the need for additional passports.

You must refer to Additional passports: tasks created, if the customer has submitted multiple passport applications, but you are not dealing with them all.

When a wet signature is not needed

A wet signature is not needed if any of these exceptions apply:

• guidance specially shows you can accept a digital or electronic signature (for example proof of frequent travel for airline crew)
• any letter or correspondence requesting an additional passport, is sent from the mailbox of another government department
• any letter or correspondence requesting an additional passport shows an electronic or digitally printed signature on letterheaded paper from, either:
  • another government department
  • an airline business (for example companies such as British Airways, Virgin or Emirate Airways)

Additional passports for travel to incompatible countries

This section tells His Majesty’s Passport Office staff when we will issue an additional passport for customers travelling to an incompatible country (a country that has political differences with a country the customer may have visited in the past) and provides a list of the countries that we know about.

The UK Government does not encourage customers concealing their travel history in multiple passports and the Foreign, Commonwealth & Development Office (FCDO) website tells customers about country specific travel restrictions.

If a customer is travelling to a country that has political differences with another country, they may be refused entry if their passport shows evidence they:

• travel to that country (for example, an immigration stamp or visa)
• have dual citizenship of another incompatible country the customer needs to travel to (usually in the form of an observation)

If a stamp or visa from one country will prevent or cause travel problems in another country or area, we will consider issuing an additional passport or travel document, regardless of the reason for travel.

You must always check the customer’s circumstances and why they need an additional passport.

Proving travel to incompatible countries

To prove they are travelling to an incompatible country, customers must send us:

• their current passport containing stamps or observations, to show they travel (or have a connection) to an incompatible country (or a full colour copy of their passport if they need to use this for travel); or,
• evidence they intend to travel between incompatible countries (if they do not have a travel schedule, they may send us a covering letter with a wet signature from them, their employer or client, to explain why they need an additional passport)

We normally issue additional passports with full validity but you may consider issuing a restricted validity passport in exceptional circumstances. The FCDO may be able to issue an emergency travel document (ETD)  to international customers in similar circumstances.

Links with Israel

Travel from Israel to some Arab or Muslim states, may cause a situation where the customer can be refused entry. These states include:

• Iran
• Iraq
• Kuwait
• Lebanon
• Libya
• Pakistan
• Saudi Arabia
• Sudan
• Syria
• Yemen

If a customer intends to travel to any of these countries, you must issue an additional passport to them, as long as their passports have an:

• Israeli immigration stamp or visa
• observation in their passport that refers to them being an Israeli dual national

If a customer is travelling from one of these states to Israel, you must not issue an additional passport.

Links with Saudi Arabia and Libya

If a customer is travelling to Saudi Arabia and their passport shows evidence they have travelled to Libya, you must issue an additional passport to them.

Links with Yemen and Pakistan

If a customer is travelling to Yemen and their passport shows evidence they have travelled to Pakistan, you must issue an additional passport to them.

Travel from Cuba to the USA through Mexico

If you know a customer with an additional passport is travelling from Cuba to the USA through Mexico, you must tell them to use the same passport to enter Cuba and Mexico, as:

• the Mexican immigration authorities stamp the passport ‘Arrived from Cuba’
• using only 1 passport means the other passport does not make reference to Cuba (as references to Cuba may cause the customer problems when arriving in the USA)

Travel to Serbia from the Kosovo border

You must issue an additional passport to a customer travelling between Kosovo and Serbia (as Serbian authorities have denied entry to foreign nationals who have Republic of Kosovo stamps in their passport).

If the customer needs advice about travel between Kosovo and Serbia, you must refer them to the:

• FCDO travel advice site
• Serbian Ministry for Foreign Affairs site

Resident in Qatar

You must issue an additional passport to a customer who is resident in Qatar and can demonstrate they are working for a government body relating to:

• Saudi Arabia
• United Arab Emirates
• Bahrain
• Egypt

This is because some residents in Qatar have been denied entry at the borders of these countries due to an ongoing diplomatic dispute.

Observations showing dual citizenship

If a dual national has a foreign passport in another name, we must issue (or may have previously issued) their British passport with an observation to say:

The holder has a [name of country] passport, number [number] issued on [date] in the name of [name]. This passport is due to expire on [date]

If a customer tells us the observation will cause them difficulty (for example, because they intend to travel to an incompatible country) we may consider issuing them with an additional passport. The additional passport will have limited validity to:

• cover the period of intended travel (for example, 6 or 12 months)
• meet the validity requirements of the country they are travelling to. To do this, you must check the entry requirement of the incompatible country on GOV.UK.

When this happens, you must ask the customer to:

• complete a new application using the first time passport service type
• pay the correct fee for their application
• send us written evidence of:
  • their travel to an incompatible country
  • the period of travel
  • the length of stay

When you get the application, you must:

1. Ask a Higher Executive Officer (HEO) to authorise it (before you issue the additional passport).

2. Change the passport’s expiry date on the application to show the new validity.

3. Add the following observations to the passport:
   • OBTO ‘THE HOLDER IS ALSO KNOWN AS [INSERT FREE TEXT UP TO 56 CHARACTERS]’ and change the free text field to show the customer’s other name.
   • OBTU ‘VALID FOR [INSERT FREE TEXT] MONTHS. NOT TO BE REPLACED WITHOUT REFERENCE TO HM PASSPORT OFFICE [INSERT FREE TEXT].
4. Add a case note to explain:
   • the reason for the limited validity
   • the length of the visit
   • how much validity the customer needs in order to travel to the country
   • all of the supporting documents and evidence you received

5. Scan all of the evidence and supporting documents you received on to the system (so you have a permanent record of them).

6. Add a passport note to all passport records for the customer (to link them together).

7. Make sure you do not electronically or physically cancel any passport the customer needs for future use.

You must not automatically renew the additional passport when it expires. If you get the additional passport, you must cancel it. If the customer has problems travelling after their additional passport expired, they must reapply for another one and send us the correct evidence (in line with this guidance).

Customers who have problems travelling to other countries

If a customer needs an additional passport because they are travelling to countries not listed in this guidance, you (the examiner) must check the country details with them.

If the customer insists they will be refused entry to a country not listed in this guidance, you must:

• check with the Foreign Commonwealth & Development Office (FCDO) for their latest travel advice
• not issue the customer an additional passport while you check the latest travel advice

If the FCDO’s advice confirms the country is incompatible, you must issue the additional passport and tell the Guidance team, so they can update the guidance.

You must tell the customer to make sure they use their passports so the reference or connection to the incompatible country (shown by immigration stamps or visas) is only shown in 1 passport.

We normally issue additional passports with full validity, but you may consider issuing a Restricted Validity passport in exceptional circumstances.

Additional passports: business travellers and study reasons

This section tells HM Passport Office staff when we will issue an additional passport to a business traveller or to someone who frequently travels across borders to study, and the proof we need to support these types of application.

HM Passport Office will issue an additional passport to frequent business travellers and students studying internationally who may need an additional passport so they can:

• continue travelling for business purposes:
  • and apply for a visa at the same time
  • while they wait to get a new passport
• travel to incompatible countries
• continue their studies without disruption

We may also issue an additional passport to a frequent traveller’s partner and dependents or to a person accompanying a student (for example, a parent or carer) on their journey across a border.

You (the examiner) must:

• consider these applications on a case by case basis, taking into account the customer’s specific needs and evidence submitted
• ask your operational team leader (OTL) for advice (if you are unsure whether a business traveller’s partner or dependents or a person accompanying a student qualify for an additional passport)

If there are still doubts, you (the OTL) must contact your local Quality Examiner Support team (QuESt) for advice.

Who we may consider as a frequent traveller for study purposes

We may consider issuing an additional passport to students (or the person accompanying them) who have to frequently travel across international borders to study. We will consider an additional passport:

• as their passports will fill with stamps quickly
• based on the evidence that shows why they need one

You may accept applications from students (or a person accompanying them):

• travelling between Singapore and Malaysia to live and attend school or college
• living in Brunei and attending a school in Borneo
• attending the Raffles American school in Malaysia but travel to Singapore
• from other countries and schools if their circumstances relating to frequent travel for study show this

Proof of frequent travel for business or study reasons

Alongside their British passport (or colour photocopy) the customer must send us proof they are a frequent traveller or need the passport for study purposes if they tell us they need an additional passport.

Proof of travel for study

If you decide the customer (or the person accompanying them) is a frequent traveller for study and is eligible for an additional passport, they can apply for one without sending us their old passport.

Customers must send us confirmation from their head teacher or head of faculty confirming why they (or the person accompanying them) need to regularly travel across borders.

Proof of travel for business

Business customers must send us a letter confirming why they need an additional passport. The letter must be on company headed paper and be:

• signed and dated within 6 months of the date the application was made
• from:
  • a senior person within their organisation
  • the customer’s client
  • the customer themselves

You must check the letter and the organisation supporting the application for an additional passport are genuine, by checking online to confirm they exist. For example, checking the:

• official website to make sure the company logo and email domain names, match the details on the letter
• business exists on Companies House

You must contact the organisation, client or customer and ask them for the covering letter and evidence, if any information is missing and you do not have any fraud concerns.

You must complete additional checks and refer the application for investigation, if you:

• complete online checks and doubt the letter and evidence are genuine; or,
• contacted an organisation and now doubt the letter or evidence is genuine

You must follow the advice from Public Protection, if they release the application.

Additional passports for His Majesty’s Government staff

This section tells His Majesty’s Passport Office staff what to consider when issuing additional passports to staff working for His Majesty’s Government.

His Majesty’s Government employees (and their dependents) who frequently travel internationally, may apply for an additional passport using a letter from their manager or human resources team. It must be on government department headed paper.

You, the examiner, must deal with requests for additional standard passports using the guidance for business travellers.

Foreign, Commonwealth & Development Office: additional passports

Staff in the Foreign, Commonwealth & Development Office (FCDO) may apply for an additional passport (and sometimes more than 1 additional passport) if they frequently travel or because they travel to incompatible countries.

The FCDO authorising officer will confirm in writing if the customer needs an additional passport. They do not need to confirm which countries the customer will visit.

FCDO staff can submit a Portable Document Format (PDF) letter of authorisation instead of a traditional letter, but it must include an electronic signature from their line manager or human resources team.

Diplomatic and Official service additional passports

We do not consider someone holding a Diplomatic or Official passport and a standard (or personal use) passport, as having an additional passport.

Diplomatic or Official service staff applying for an additional standard or Diplomatic passport must also provide authorisation to hold one from a senior member of the service.

If a staff member from a government department asks for 2 or more passports of any type (for example, 2 Diplomatic, Official or standard passports) they must have approval from their human resources department.

Ministry of Defence and His Majesty’s Armed Forces

Staff in the Ministry of Defence (MOD) and His Majesty’s Armed Forces (HM Armed Forces) may have an urgent need for an additional passport or may need to hold onto their existing passport while they apply to renew it.

MOD and HM Armed Forces: Additional Passports

MOD and HM Armed Forces may apply for an additional passport.

A senior staff member (warrant officer or above) in the department must support the application for an additional passport and confirm in writing why the customer needs one.

MOD and HM Armed Forces: overlap passports

MOD and HM Armed Forces may apply for an overlap passport.

A senior staff member (warrant officer or above) in the department must support the application for an overlap passport and confirm in writing why the customer needs to hold on to their existing passport while they renew it.

MOD and HM Armed Forces do not automatically qualify for overlap passports. This means these applications must be considered:

• on a case-by-case basis; and,
• in line with:
  • the evidence and reasons provided by the senior staff member; and,
  • existing guidance

Examining applications for additional passports

This section tells His Majesty’s Passport office examiners how to examine an application for an additional passport.

When you, the examiner, check a customer’s application for an additional passport you must consider:

• the application type used to process the application
• if you can confirm the customer’s nationality and identity
• if the customer is entitled to hold an additional passport
• if they or their organisation used a frequent traveller exemption before and if they have always returned their passport to us after receiving their new one

You, the examiner, must follow the instruction in the table below for the application type and service applied for:

Application type on DAP	Service applied for	Examiner action	Outcome
First time	First time additional passport	Continue processing	DAP will not cancel the old passport because you have used the first time application type
Renewal	First time additional passport	Select I cannot do this application and I need advice	DAP will transfer the application to your OTL (operational team leader), you must then follow the DAP: I cannot do this application guidance
First time	Renewal of an additional passport	Change the application type to renewal and continue processing	DAP will renew the passport the customer has asked to be renewed (their other passport will remain uncancelled)
Renewal	Renewal of an additional passport	Continue processing	DAP will renew the passport the customer has asked to be renewed (their other passport will remain uncancelled)
First time or renewal	Overlap passport	Select I cannot do this and I need advice	DAP will transfer the application to your OTL (operational team leader), See DAP: I cannot do this application

If you are processing an application for an overlap passport, you must refer to Processing overlap passport applications instead.

When a customer makes an application for an additional passport:

• online, Digital Customer Services (DCS) will allocate an application type, based on the information the customer provides
• using a paper form, the customer may select any application type

You can proceed with the application, if the:

• customer wants to renew or replace an existing additional passport; and,
• application type is renewal or replacement

This is because when you complete the application, DAP will:

• electronically cancel the passport being renewed or replaced
• instruct the DHU (Document Handling Unit) to physically cancel the passport

If the customer wants to renew or replace an existing additional passport and the application type is first time, you can change the application type to renewal or replacement.

Additional passports: tasks created

When the customer submits their application, DAP will automatically complete checks against passport and application records.

The tasks DAP generates will depend on the application type, and whether the customer:

• already holds more than 1 passport; or,
• is applying for their first additional passport

DAP does not create a specific additional passport task. However, it may generate other tasks that indicate the customer may be applying for an additional passport, for example:

• a multiple British passports task on a renewal application
• a lost or stolen task, and your manual passport records search will identify previous passports, for a replacement application
• an undeclared passport task on a first time application

DAP may also create other tasks, which you must process following the relevant guidance. For example, a Duplicate live application task if the customer:

• has applied to renew their current passport; and.
• is also applying for, or to renew, an additional passport

If there is a Duplicate live application task, you must agree with the examiners dealing with the duplicate applications, which applications must be issued or withdrawn.

Additional passports on DAP: Exceptions Handling team

If you are an Exceptions Handling team examiner and have had a renewal application for a first time additional passport transferred to you, you must refer to EHT: passport cancellation not required.

Additional passports: processing the task

To process a request for an additional passport, you (the national queue and EHT examiner) must:

1. Make sure you have confirmed the customer’s identity.
2. Make sure the application type is correct. If you need to change the application type to first time (because the customer is applying for a first time additional passport) you must select I cannot do this application and Cannot change application type to first time. This will refer the application to the EHT.
3. Check the customer’s need for an additional passport.
4. Check the customer is entitled to an additional passport and has sent the correct evidence.
5. Check the customer’s passport.
6. Make sure you can issue the passport without cancelling the customer’s other passport.

When you decide if the customer is entitled to an additional passport, you must:

• add a case note to the application to show the actions and decisions you made, and
• make sure the customer’s evidence showing the need for an additional passport is scanned on to the system, as a permanent record (unless you are told not to)

After you have completed the task and issued the passport, you must update passport records and passport notes, in line with Multiple passports: updating passport records.

Additional passports: confirming the customer’s identity

If a customer applies for an additional passport, you must confirm their identity by comparing the photo and personal details on their application, against our passport records using:

• HM Passport Office’s passport records
• the Generic Issuance Environment (GENIE) database (if you need to)

You can accept the application without a referee, if:

• you can confirm the customer’s identity from our passport records; and,
• there are no fraud concerns; and,
• there is no evidence the customer’s passport is damaged

If you can confirm the customer’s nationality and identity, you must not invite them to attend an identity interview unless they:

• have lost their passport multiple times; or,
• are making a first-time passport application and applying for their first additional passport at the same time

Additional passports: checking the need

You must carefully consider the reason why the customer wants an additional passport, and if it meets the criteria in line with When we will issue an additional or overlap passport.

Only when the customer meets the criteria, you must consider if an additional passport is:

• not needed because they would benefit from the larger, 54 page frequent traveller passport instead
• needed, and:
  • will meet their travel needs
  • the amount of validity they need on the additional passport

If you think a 54 page frequent traveller passport is more suitable, you must phone the customer to tell them.

If the customer agrees that a frequent traveller passport is the better option, you must:

1. Tell the customer to contact the Passport Adviceline, who will:
   • take the additional fee
   • update their application on the system
2. Ask the customer to send you their old passport so you can cancel it, before the 54 page frequent traveller passport can be issued.

Additional passports: checking entitlement to an additional passport

HM Passport Office has a one passport per person policy. Additional passports are an exception to this policy for those who can prove they genuinely need it.

This means the customer must prove their request is genuine so we can apply an exception. They must do this by sending us proof they need an additional passport. In all cases, you must check the:

• customer’s British passport and our passport records to confirm their:
  • British nationality
  • identity
  • need for an additional passport (for example, proof of frequent travel)
• customer’s evidence confirms their:
  • name
  • need for an additional passport
• customer’s request for an additional passport:
  • has a wet signature (unless it meets our exceptions)
  • is on letter headed paper
• organisation (for example, school, airline, company) supporting the application is genuine

Additional passports: checking the customer’s passport

To confirm the customer meets our requirements for an additional passport, you must ask the embedded civil servant (ECS) working in the DHU to review the old passport for you. You must do this if you:

• decide the customer has not provided enough evidence, you must contact them and request this
• are dealing with a duplication application, you must ask the DHU to review the customer’s passport on the:
  • duplicate application only, if they are applying for a first time additional passport
  • both applications, if the customer is renewing their current and additional passport

Where an application has been submitted at the counter using a priority service (for example, Digital Fast Track), the counter examiner must scan the passport pages relevant to the application. For example, the counter examiner must scan:

• the personal details and any stamped visa pages, if they are relevant to the application
• a full colour copy of the passport, if the customer is applying for, or renewing, an additional passport

You, the national queue examiner, must not contact the customer to request a colour copy of every page of the passport, if it has been previously received by a counter examiner.

Additional passports: cancelling the correct passport

When we renew an additional passport, we will physically and electronically cancel it (unless the Exceptions Handling team (EHT) are processing a first time additional passport as a renewal application). As customers may be applying for their first additional passport you must always:

• only cancel a passport that has been sent in for renewal or replacement
• make sure you cancel the correct passport

If you are dealing with an additional passport application, you must process the application as:

• a first time application if this is the customer’s first additional passport (DAP will not cancel the existing passport in our passport records if you use the ‘first time’ type)
• renewal or replacement application type if the customer is renewing or replacing an existing additional passport
• renewal if you are an exceptions handling team examiner dealing with a first time additional passport application (and the customer has applied as a renewal)

If you are processing the renewal or replacement of an additional passport, and are not a EHT examiner, you must:

1. Open the customer’s application to the Application details tab.
2. Select Personal details, this will show you the customer’s details from their application and the details we hold for them in passport records for the passport they have declared on the application.
3. Check the old passport details are for the passport that requires cancelling (and not the additional passport that must remain uncancelled).

If you are processing a renewal or replacement application and are satisfied the old passport details are correct you may proceed. The system will automatically:

• electronically cancel the passport in passport records; and,
• tell the DHU to physically cancel the passport (before returning it to the customer)

If you are a EHT examiner processing a renewal application for a first time additional passport, you must not cancel the current (live) passport.

Additional passports: updating passport records

If a customer holds 2 or more British passports (of any kind), you, the examiner, must manually update passport records with a passport note on every valid passport record the customer has, including the new passport (unless you are told not to).

You must follow the Multiple British passports and nationality statuses guidance for how to do this.

Customer sends additional passport for cancellation

If the customer sends both their old passport for renewal and their additional passport and tells us they no longer need the additional passport, you must:

1. Make sure the customer has sent a covering letter that is signed (wet ink) and dated to say they no longer need the additional passport. If there is no letter, you must:
   • check if it is associated to a duplicate application
   • call the customer to request written confirmation and send them the additional passport letter template on Comms Builder (before cancelling the passport).

2. Check the customer’s passport number for renewal is showing in the Personal details tab.

3. Add an instruction to Application Receive Domain (ARD) to physically cancel the additional passport that is no longer required (see ARD: cancel a document).

4. Cancel the additional passport electronically on our passport records, as:
   • ‘Destroyed’ (if the customer has confirmed they no longer need an additional passport)
   • ‘Holder deceased’ (if the customer’s passport was sent to HM Passport Office in line with the Deceased persons passports guidance)
   • ‘Revoked’ (if it is identified the customer is not entitled to hold a British passport)
5. Add a passport note to the cancelled passport record to show the reason for the cancellation.

Customer asks you to cancel their additional passport at the counter

If the customer provides both their old passport for renewal and their additional passport and tells us they no longer need the additional passport, you must:

1. Make sure the passport holder has a signed (wet ink) and dated letter on their application to say they no longer need the additional passport. If:
   • there is no letter, you must tell the customer they must provide one before we can complete their application (you must provide them with some paper, to write the letter at the counter if necessary and scan the letter to the application)
   • it is not the passport holder attending the counter, you must call the passport holder and tell them we must have a wet ink signed and dated letter before we can complete the application
2. Check the customer’s passport number for renewal is showing in the Personal details tab.
3. Physically cancel the additional passport.
4. Add a passport note to show the reason for the cancellation.

Customer is not entitled to an additional passport

If the customer is not entitled to hold an additional passport, you must tell them:

• they are not entitled to hold an additional passport, and
• we will refuse (withdraw) the application, and
• we will not refund the application fee

If the customer has previously held additional passports and they are no longer entitled to hold one, you must:

• physically and electronically cancel the additional passport (for example, if they have sent us an additional passport they have tried to renew)
• add a passport note in passport records to any other passports the customer holds to record your actions

Other frequent traveller exceptions (overlap customers)

This section tells His Majesty’s Passport Office staff when we will issue an additional (overlap) passport to someone who is a frequent traveller, including who is eligible for an overlap passport and the evidence we need, when we will issue an overlap of an additional passport, and who is not eligible for an overlap passport.

HM Passport Office is aware some customers must regularly travel across international borders to work and so need to keep their current passport during the renewal process. For example, this could be because they travel as part of their job.

These customers are not normally eligible for an additional passport. However, we may exceptionally consider issuing a second passport to overlap with their current one, so they are not:

• stranded in a foreign country
• stopped from working because they are without a passport

We refer to these passports as ‘overlap passports’, and they allow the customer to hold an ‘additional’ or second valid passport during a 3 month overlap period. When an overlap passport is issued the customer must return the first passport to HM Passport Office for cancellation within 3 months of the second passport being issued. Passports that are not returned within 3 months will be automatically cancelled.

Who is eligible for a frequent ‘overlap’ traveller passport

Frequent travellers are people who travel so often they are unable to send us their passport for renewal. We consider frequent travellers (overlap customers) to be:

• airline crew
• UK government staff who hold diplomatic or official status and their dependants who live overseas, renewing their standard passport (with or without a diplomatic or official observation)
• working in the haulage industry (for example, lorry drivers)
• working in the food preparation, supply or distribution sector whose jobs involve preparing, supplying or delivering food to supermarkets and shops

These customers will be eligible for an overlap passport if all the following 4 points apply:

• they are unable to apply for Premium or Fast Track service in the UK; and,
• they are applying for a standard renewal and none of their personal details have changed; and,
• at least 1 of the following points applies:
  • their current passport is due to expire in the next 9 months and within the standard validity period (for example, 10 years), additional months added beyond the standard validity period must be ignored
  • the visa pages in their current passport are full and they need their new passport to put new visas in
• they confirm in writing why being without a passport would have a significant impact on their employment, for example, when they need to:
  • travel across borders frequently to get to their place of work and their passport quickly fills with entry and exit stamps
  • get visas or permits in their new passport to continue to travel and they need to travel while they renew their passport

We will also consider issuing an overlap passport if the customer has an exceptional circumstance why they need an additional passport.

You (the examiner) must raise a guidance query to receive authorisation to issue an additional passport under an exceptional circumstance.

When customers are not eligible for a frequent ‘overlap’ traveller passport

Customers are not eligible for an overlap passport when:

• they do not fulfil the requirements in Who is eligible for a frequent ‘overlap’ traveller passport; or,
• their personal details have changed (because the customer cannot hold multiple passports in multiple identities) – the customer must submit their passport for renewal and have their passport cancelled; or,
• their passport is damaged – the customer must submit the passport and apply for a replacement; or,
• they have more than 9 months validity on their passport – the customer may be eligible for an additional passport, or will need to submit their passport for renewal

If the customer is not eligible for an overlap passport (but has applied for this), you must contact them by phone or letter to explain:

• why they are not eligible; and,
• which service is available to them

Proof of frequent travel for overlap customers

If you decide the customer is a frequent traveller and is eligible for an additional (overlap) passport, they can apply for one without sending us their old passport. The customer must send us:

• a colour copy of every page of their current valid British passport, including all of the visa pages
• a letter dated within 6 months of the date of application, signed, on headed paper from their employer, prospective employer or client (if the customer is self-employed) that confirms:
  • the employee’s job role
  • an offer of employment has been made (of the customer is about to start work)
  • the customer needs their passport for their job role for identity or travel reasons
  • why they travel and how often
  • why the customer cannot use the Fast Track or Premium service in the UK (if the customer lives in the UK)
  • the employer’s email address and phone number
  • confirmation the employer or client will return the passport to us within 3 months to be cancelled, if they have agreed to do this
• a covering letter with a wet signature and date from the customer (unless an exception applies) that:
  • explains why they need an additional passport (if the customer tells us they need an additional passport for an exceptional circumstance)
  • includes confirmation that they will return the passport to us within 3 months to be cancelled

If the employer or client’s letter does not confirm they will return the passport to us within 3 months, the customer must provide us with a signed and recently dated letter to confirm they:

• will send us the passport within 3 months, to be cancelled
• understand the passport will be cancelled electronically if it is not returned within the 3 month period

You must remember that stamps in the customer’s passport will usually confirm their travel history but may not be there if they are a new employee.

Proof of frequent travel for airline crew

HM Passport Office must accept electronic letters (email) from all airlines in support of additional passport applications.

Proof of frequent travel for diplomatic or official staff and dependants

Customers who live overseas because they or their immediate family member work for the UK government in a diplomatic or official capacity may apply for an overlap passport if needed. These standard passports may or may not require a diplomatic or official observation.

These customers (and their dependants) must supply a letter from the Foreign, Commonwealth & Development Office confirming their employment and the name of any dependants (who may be applying) if they need an overlap passport. You, the examiner, must check the letter is acceptable.

You must deal with the request for an overlap passport from these customers alongside guidance for Standard passport applications: diplomatic or official staff.

Customer is applying for an overlap of an additional passport

Customers may apply for an overlap of an additional passport. You must check if the customer still meets the criteria in this guidance before issuing the passport.

If the customer is not eligible for an overlap (but has applied for this) you must contact the customer by phone or letter and explain why they are not eligible and the service that is available to them (for example, a change of name).

Processing overlap passport applications

This section tells His Majesty’s Passport Office staff processing on DAP (Digital Application Processing) how to issue an additional (overlap) passport to someone who is a frequent (overlap) traveller.

If the customer is entitled to hold an additional passport as an overlap customer, you must:

• check the customer’s request for an overlap passport is genuine (in line with this guidance)
• not cancel their current passport on the system when you issue their new one
• process the application as a renewal (if the application is a first time, you must change the application type to renewal)

Creating an overlap passport task

Examiners, Contact Centre agents or Customer Service Management team (CSMT) staff must force DAP (Digital Application Processing) to create a task that allows examiners to process an overlap passport application and not cancel the customer’s current passport. These tasks are:

• Additional passport, need old passport left uncancelled
• Not sending flight or cabin crew passport
• Not sending passport needed for work, not airline crew

If the customer wants an overlap passport:

• examiners must select I cannot do this application then Additional passport, need old passport left uncancelled, if the customer is entitled to an overlap passport
• CSMT or Contact Centre agents must select, on the contact record screen, either:
  • Not sending old passport: flight or cabin crew
  • Not sending old passport: needs passport for work, not airline crew

Processing an overlap passport task

You, the examiner, must have one of these 3 tasks to process the application for an overlap passport, without cancelling the customer’s current passport:

• Additional passport, need old passport left uncancelled
• Not sending flight or cabin crew passport
• Not sending passport needed for work, not airline crew

To process these tasks and the application for an overlap passport, you must:

1. Check the customer is eligible for an overlap passport.
2. Check the customer’s request for an additional (overlap) passport is genuine, in line with this guidance. Use the task to request any evidence from the customer, if needed.
3. Check the customer has provided a photocopy of their current passport, using the Documents tab (DAP automatically uses the ‘photocopy’ status of the passport to not automatically cancel the passport when you issue the new one).
4. Clear the task and Submit the application (once all other tasks are completed in line with guidance).

When you have completed the application, DAP will not immediately cancel the customer’s old passport in passport records. DAP will automatically:

• send a notification to the customer to tell them their new passport has been issued (this is different to the standard notification, as it will not say the old passport has been cancelled)
• send an email to the customer telling them to return their current passport to CSMT within 3 months for cancellation
• send a notification to CSMT to tell them the customer will be sending their passport for cancellation within 3 months
• electronically cancel the customer’s passport on passport records after 3 months (if it has not already been cancelled)

CSMT cancelling the old passport after overlap passport has been issued

When CSMT receives the customer’s old passport, they must:

• check the application to see if there is a case note why the passport has been returned to them; and,
• physically cancel the customer’s passport, and return it to the customer; and,
• electronically cancel the passport in passport records and add a passport note to confirm the action taken

CSMT do not need to cancel the customer’s passport in passport records after 3 months if the customer has not sent it because DAP will do this automatically.

Customer is not entitled to an overlap passport

When you check the customer’s request for an additional (overlap) passport, you may decide the customer is not entitled to an overlap passport.

You must ask the customer to send us their original passport for renewal, change or replacement. When the passport is received, you must:

1. Make sure the passport is recorded on the Documents tab as an original document, not a photocopy (DAP automatically uses the ‘original’ status of the passport to automatically cancel the passport when you issue the new one).
2. Clear any of the overlap passport tasks that may have been created, case noting the reasons the customer is not entitled to an overlap.
3. Complete processing the application.

DAP will:

• cancel the customer’s current passport in passport records (without the 3 month delay)
• send the standard notification to the customer to tell them their new passport has been issued
• send the automatic instruction to the DHU, to physical cancel and return the customer’s old passport

If the customer does not want their passport to be renewed (or changed or replaced), you must withdraw the application. In line with the Fees guidance, the customer is not entitled to a refund of the fee if they decide to withdraw the application.