It was 11:30 PM in California. I was booking flights to India for an emergency trip. My mom had been hospitalized. I needed to be on a plane within the week.
Then I looked at my passport.
Six months to expiry. Most airlines won’t let you fly internationally with less than six months of validity. And I hadn’t even started the renewal process.
That night was one of the most stressful of my life. I ended up filing a Tatkal application the next morning and got my passport in about a week. But the anxiety of that experience? I wouldn’t wish it on anyone.
Since then, I’ve helped hundreds of NRIs in our BacktoIndia WhatsApp community navigate the passport renewal process. Some sailed through in 2 weeks. Others got stuck in police verification for 3 months. The difference? Preparation.
This guide is everything you need to know. Step by step. No confusion. No surprises.
The Big Picture: How Passport Renewal Works in the US Now
Before we get into the steps, let me clear up something that confuses a lot of people.
Indian Embassies and Consulates in the US no longer handle passport services directly. Since 2020, everything goes through VFS Global. They’re the official outsourcing partner for the Indian government.
Think of it like this. The Indian Consulate is the kitchen. VFS Global is the waiter. You give your order to VFS. VFS takes it to the Consulate. The Consulate cooks (processes your passport). VFS brings it back to you.
The process involves two separate online portals. This is where most people get confused.
Portal 1: Passport Seva (embassy.passportindia.gov.in) – This is the Indian government’s portal. You fill your application here.
Portal 2: VFS Global (visa.vfsglobal.com/usa/en/ind) – This is where you pay fees, get shipping labels, and track your application.
You need both. One doesn’t replace the other.
Before You Start: Check Your Eligibility
Not everyone can renew their Indian passport from the US. Here’s who qualifies.
You must be an Indian citizen currently living in the United States with valid legal status. This includes H1B visa holders, F1 students, L1 visa holders, Green Card holders, H4 dependents, EAD holders, and those with pending adjustment of status (I-485).
Your passport should meet at least one of these conditions:
- Expiring within the next 12 months
- Already expired (within the last 3 years)
- Pages are full. No space for visa stamps.
- Personal details need updating (name change, address change)
One important exception. B1/B2 (tourist visa) holders cannot renew their passport in the US without special approval from the Passport Issuing Authority in India. If this is your situation, contact the nearest Indian Consulate directly.
If you hold an OCI card instead of an Indian passport, this process doesn’t apply to you. OCI is a different document entirely.
Step by Step: The Complete Renewal Process
Here’s the exact sequence. Follow it in order. Don’t skip steps.
Step 1: Find Your Jurisdiction
This is the single most important thing to get right. Applying to the wrong jurisdiction means your application gets rejected. You start over. You lose your fees.
As of August 2025, the US has nine Indian Consular jurisdictions. Your jurisdiction depends on which US state you live in.
| Indian Mission | States Covered |
|---|---|
| Embassy of India, Washington DC | Bermuda, Delaware, District of Columbia, Kentucky, Maryland, North Carolina, Virginia, West Virginia |
| CGI New York | Connecticut, Maine, Massachusetts, New Hampshire, New Jersey, New York, Ohio, Pennsylvania, Rhode Island, Vermont |
| CGI San Francisco | Northern California, Nevada, Oregon, Utah, Idaho, Montana, Wyoming, Alaska, Hawaii, Guam, American Samoa, Northern Mariana Islands |
| CGI Houston | Texas, Arkansas, Kansas, Louisiana, Oklahoma, New Mexico, Colorado, Nebraska |
| CGI Chicago | Illinois, Indiana, Iowa, Michigan, Minnesota, Missouri, North Dakota, South Dakota, Wisconsin |
| CGI Atlanta | Alabama, Florida, Georgia, Mississippi, Puerto Rico, South Carolina, Tennessee, US Virgin Islands |
| CGI Los Angeles | Southern California, Arizona |
| CGI Boston | (Parts of New England – check specific assignment) |
| CGI Seattle | Washington State |
Important note: The jurisdiction boundaries were revised in July/August 2025 with the addition of Boston and Seattle consulates. Some states that previously fell under one jurisdiction may have moved. Always verify the latest mapping on the Indian Embassy website before applying.
Several members in our community have had applications rejected because they selected the wrong jurisdiction on the Passport Seva form. Once submitted, you cannot change it. You have to fill a brand new form.
Step 2: Fill the Online Application on Passport Seva
Go to embassy.passportindia.gov.in.
Create an account if you don’t have one. Then select “Apply for Fresh Passport / Re-issue of Passport.”
Key things to get right on this form:
Select the correct Indian Mission. Match it to your jurisdiction from Step 1. If you live in New Jersey, select CGI New York. If you live in Texas, select CGI Houston. Getting this wrong means starting over.
Reason for re-issue. For a standard renewal, select “Validity expired within 3 years” or “Due to expire” depending on your situation. If your pages are full, select “Exhaustion of pages.”
Booklet type. 36 pages (standard) or 60 pages (jumbo). If you travel frequently and get lots of visa stamps, go with 60 pages. It costs about $25 more. Worth it.
Service type. Normal or Tatkal. More on Tatkal later.
Indian address. This is mandatory. Provide an Indian address (yours or a relative’s) where police verification can be done. Include the police station and district with PIN code. This is critical. If police verification is needed, this is where they’ll go.
Date format. DD/MM/YYYY. Not the American MM/DD/YYYY. This trips up so many people.
Photo and signature. Upload a digital photo meeting ICAO specifications. Make sure your photo and signature appear clearly on the printed application. VFS rejects applications where these don’t print properly.
After submitting, you’ll get an Application Reference Number (ARN). Write it down. Screenshot it. Save it everywhere. You need this ARN for the next step. Losing it means starting the entire application from scratch.
Print the completed application form. You’ll include this in your physical document package.
Step 3: Register on VFS Global and Pay Fees
Go to visa.vfsglobal.com/usa/en/ind.
Create an account. Select “Passport Services.” Link your ARN from the Passport Seva portal.
Fill out the VFS specific forms, including the Document Checklist and Annexure E (self-declaration).
Pay the fees online. Here’s the complete breakdown.
| Service | Passport Fee | VFS Service Charge | ICWF Fee | Approximate Total |
|---|---|---|---|---|
| Normal 36 pages | $75 | $15.90 | $2 | ~$93 |
| Normal 60 pages | $100 | $15.90 | $2 | ~$118 |
| Tatkal 36 pages | $75 + $150 | $15.90 | $2 | ~$243 |
| Tatkal 60 pages | $100 + $150 | $15.90 | $2 | ~$268 |
Additional costs to factor in:
- Courier (FedEx shipping): ~$18 to $30 for two way shipping through VFS
- Online payment convenience fee: 3.75% if paying by credit/debit card
- If using your own courier: cost of FedEx/UPS labels (both ways)
Payment methods accepted: Visa, Mastercard, Money Order, or Cashier’s Check payable to “VFS Services (USA) Inc.”
After payment, VFS generates a courier shipping label. You’ll use this to send your documents.
Step 4: Prepare Your Document Package
This is where attention to detail matters most. Missing one document or one signature can delay your application by weeks.
Documents you need (standard renewal):
- VFS Document Checklist – printed, signed, and ticked. Place this on TOP of your package.
- Printed application form from Passport Seva (with photo and signature clearly visible on page 1)
- Original current passport
- Self-attested photocopies of first five pages and last three pages of your current passport
- Copy of valid US visa page OR Green Card (both sides) OR I-797 Approval Notice OR EAD card
- US address proof – any one of: Driver’s license, State ID, utility bill (not older than 3 months), lease agreement, bank statement
- Two recent passport-size photos (2×2 inches, white background, ICAO compliant)
- Annexure E – self-declaration form (signed)
Additional documents for specific situations:
- Name change after marriage: Notarized copy of marriage certificate + spouse’s passport/ID copy
- Expired passport (more than 3 years): Notarized affidavit explaining delay + Nationality Verification Forms (check your specific consulate’s requirements)
- Damaged passport: Notarized affidavit explaining the damage
- Lost passport: Police report + notarized affidavit + Nationality Verification Forms (7 copies with photos for some jurisdictions)
- Change of appearance: Separate form + notarized current photo
If you don’t have a PAN card and might need one in India, this is a good time to apply. See our guide on PAN card for NRIs.
Step 5: Photo Specifications (Get This Right)
I can’t tell you how many applications in our community got rejected because of photos. The requirements are strict.
| Requirement | Specification |
|---|---|
| Size | 2 x 2 inches (51mm x 51mm) |
| Background | Pure white. No shadows. |
| Face coverage | 80% to 85% of frame |
| Expression | Neutral. Mouth closed. |
| Eyes | Fully visible. No hair covering. |
| Glasses | No glasses (even if you wear them daily) |
| Lighting | Even. No shadows on face or background. |
| Paper | Matte or glossy photo paper |
| Recency | Taken within last 6 months |
Do NOT use a phone selfie. Go to CVS, Walgreens, or a professional photo studio. Tell them it’s for an Indian passport (2×2 inches, white background). Cost is usually $10 to $15.
Also upload the digital version to the Passport Seva portal during the online application. Make sure the printed version matches the uploaded version.
Step 6: Organize and Mail Your Package
This is the step where organization saves you.
Arrange documents in the exact order specified on the VFS checklist. Use paper clips, not staples. Place the signed checklist on top.
Shipping rules:
- Use only FedEx Pak, FedEx Envelope, or FedEx Reusable Envelope. Do NOT use FedEx Box or Tube.
- The return address on your shipping label MUST match the address on your application form.
- Do NOT send to a courier store or “Hold at Location” address.
- VFS does not accept USPS prepaid labels (they have expiry dates).
If you chose VFS’s shipping option during payment (~$30 for two-way), use the FedEx label they generated. This is the easiest option and what I recommend.
Ship to the VFS processing center for your jurisdiction. The address is provided on your VFS dashboard after payment.
Step 7: Track and Wait
After VFS receives your package, you can track the status through these stages:
- Received by VFS – They have your documents
- Under Review – VFS is checking if everything is in order
- Forwarded to Embassy/Consulate – Your application has passed VFS review
- At Embassy/Consulate – The actual passport renewal is being processed
- Police Verification (if triggered) – This is the step that can cause delays
- Dispatched from Embassy – Your new passport is printed and sent back to VFS
- Dispatched via Courier – On its way to your US address
Track through VFS Global’s website using your ARN and date of birth.
Processing Times: What to Really Expect
Here’s where I’ll give you the honest version, not the official version.
| Scenario | Official Timeline | What We Actually See |
|---|---|---|
| Normal, clean PVR (Police Verification Record already in system) | 3 weeks | 2 to 4 weeks |
| Normal, PVR not in system | 3 to 6 weeks | 4 to 8 weeks |
| Normal, PVR pending/unclear | 30+ days | 6 to 12 weeks (sometimes longer) |
| Tatkal, clean PVR | 3 to 5 business days | 5 to 10 business days |
| Tatkal, PVR issues | 7 to 10 business days | 2 to 4 weeks |
The police verification factor. This is the single biggest variable in your processing time.
If you’ve renewed your passport from the US before and your police verification was clear, the system already has your PVR. Your renewal will be fast. Possibly 2 to 3 weeks.
If your last passport was issued in India, the consulate may need to trigger police verification at your Indian address. An officer visits the address you provided, verifies details, and sends a report back. This can take weeks depending on the police station, the state, and how cooperative the local authorities are.
In our community, I’ve seen renewals take anywhere from 10 days (best case) to 4 months (worst case, with police verification delays in rural India).
My advice: Start at least 6 to 9 months before your passport expires. Do not wait until the last minute.
Normal vs Tatkal: Which Should You Choose?
| Factor | Normal | Tatkal |
|---|---|---|
| Cost (36 pages) | ~$93 | ~$243 |
| Processing time | 3 to 6 weeks | 3 to 10 business days |
| Who qualifies | Everyone with valid status | Must have valid passport AND valid visa/status |
| Best for | No urgent travel planned | Emergency travel, visa filing deadlines |
| Police verification | Can cause delays | Can still cause delays (even with Tatkal) |
Who CANNOT use Tatkal:
- Applicants with expired passport AND expired visa
- B1/B2 visa holders (without special approval)
- Lost/damaged passport cases (some jurisdictions)
- Minors (in some jurisdictions)
The honest truth about Tatkal? It’s faster, but it’s not a guarantee. If police verification is pending, even Tatkal applications can take 3 to 4 weeks. The extra $150 buys you priority processing at the consulate, but it can’t speed up the Indian police.
I’d recommend Tatkal only if you have confirmed travel within 3 to 4 weeks. For everything else, normal processing with an early start is the smarter choice.
11 Common Mistakes That Cause Delays
These are from real experiences shared in our WhatsApp community. Every single one of these has happened to at least a dozen people.
1. Wrong jurisdiction.
Selected CGI San Francisco while living in Texas. Application rejected. Had to start from scratch.
2. Date format.
Entered 02/15/1985 (American format) instead of 15/02/1985 (Indian format). Application rejected.
3. Mismatched names.
Name on passport says “Rajesh Kumar” but application says “Rajesh Kumar Sharma.” Any discrepancy, even a middle name, can trigger delays.
4. Photo not ICAO compliant.
Selfie with a blue wall background. Rejected. Get professional photos.
5. Signature not visible on printed form.
The Passport Seva portal lets you upload a signature scan. If it doesn’t print clearly on the PDF, VFS rejects the application. Print and check before mailing.
6. Missing self-attestation.
Every photocopy needs to be self-attested (signed by you). Miss one page? Delay.
7. Indian address not specific enough.
Wrote “Hyderabad” without police station and PIN code. Police verification couldn’t be initiated.
8. Using wrong packaging.
Sent application in a FedEx Box instead of FedEx Pak/Envelope. VFS charged additional fees and caused a delay.
9. Return address mismatch.
Shipping label had an old address. Application form had a new address. Flagged by VFS.
10. Forgot to include original passport.
Yes, this has happened. You must send your original passport. Photocopies are not enough.
11. Applying during peak season.
The months before and after Diwali (October/November) and summer (June/July) are peak times. Processing takes longer. Plan around these if possible.
What Happens to Your US Visa?
This is a question I get at least once a week.
When your new passport arrives, your old passport will be returned with “CANCELLED” stamped on it. But your US visa in the old passport remains valid.
You need to carry BOTH passports when traveling internationally. Your new passport for identity and entry. Your old passport to show your valid US visa. This is standard practice and CBP officers are used to it.
However, if you need your visa transferred to the new passport, that’s a separate process through USCIS or the US State Department, depending on your visa type.
For those on H1B with a pending extension, you can still renew your Indian passport. Include a copy of your I-797 receipt notice showing the pending extension.
If you’re considering a move back to India, your passport renewal is just one piece of the puzzle. Our return to India from USA guide covers the complete checklist.
Special Situations
Renewing for Minor Children
Children under 18 need both parents’ signatures on the application. If one parent is unavailable, you’ll need a notarized consent letter from the absent parent.
For US born children of Indian parents, the process is different. They would need a fresh passport, not a renewal, unless they already have an Indian passport.
If your child has an OCI card instead, passport renewal doesn’t apply. OCI booklets are re-issued under a different process.
Expired Passport (More Than 3 Years)
If your passport has been expired for more than 3 years, the process is more involved. You’ll need:
- Notarized affidavit explaining why you didn’t renew on time
- Nationality Verification Forms (number varies by jurisdiction, typically 3 to 7 copies)
- Original photographs on each Nationality Verification Form
- Longer processing time (police verification is almost certain)
Some jurisdictions (Washington DC, Atlanta, Chicago) may require an in-person interview at the Consulate for passports expired more than 3 years.
Lost or Stolen Passport
File a police report with your local US police department immediately. Then apply through VFS with:
- Copy of the police report
- Notarized affidavit of loss
- Any photocopies you have of the lost passport
- Nationality Verification Forms
Processing takes longer because the consulate needs to verify your identity and nationality from scratch.
This is why I always tell people in our community: scan your passport and save digital copies in your email, Google Drive, and a physical folder. You’ll thank me later.
Name Change After Marriage
Female applicants who changed their surname after marriage need:
- Notarized affidavit of name change (from maiden to married name)
- Notarized copy of marriage certificate
- Copy of spouse’s passport or US ID
The new passport will be issued in the married name. Make sure your US visa and other documents match, or update them accordingly.
VFS Global Contact Information
If you run into problems, here’s how to reach VFS.
VFS Helpline for Indian Passport Services in USA: +1 800 320 9625
Operational hours: Monday to Friday, 8:00 AM to 8:00 PM (Pacific Time)
Email: Through the contact form on the VFS Global website
In my experience, the phone line can be hard to get through to during peak times. Try calling early in the morning (8 AM Pacific) for the shortest wait times. The email response is usually within 2 to 3 business days.
For jurisdiction specific questions, you can also contact the Indian Consulate directly. Find the full list of Indian consulates and VFS centers on our website.
After You Receive Your New Passport
Your new passport is here. The relief is real. But there are a few things to do right away.
1. Verify all details immediately.
Check your name, date of birth, place of birth, parents’ names, and validity dates. Errors need to be reported to the issuing consulate immediately. Corrections get harder with time.
2. Keep your old passport safe.
Don’t throw it away. Your US visa is in it. You need both passports for international travel.
3. Update your records.
Inform your employer, bank, DMV (for state ID/driver’s license if passport number is referenced), airlines (frequent flyer programs), and any Indian banks where you hold NRI accounts.
4. Update your Aadhaar card.
If you have an Aadhaar card with your old passport number linked, update it on your next trip to India. See our guide on Aadhaar cards for NRIs.
5. Transfer your OCI sticker (if applicable).
If you had an OCI sticker in your old passport, you’ll need to transfer it to the new passport. This is a separate process.
Indian Passport Renewal FAQ
How early can I renew my passport?
Up to 1 year before the expiry date. I recommend starting 6 to 9 months before expiry.
Can I travel with a passport that has less than 6 months validity?
Technically, an Indian passport is valid until the day it expires. But most countries (including India for entry) and airlines require at least 6 months of validity from the date of travel. Don’t risk it.
Do I need to send my original passport?
Yes. You must send the original. It will be returned to you with “CANCELLED” stamped on it, along with your new passport.
What if I need my passport while the renewal is being processed?
This is a real problem. Your passport is with VFS/Consulate during processing. You cannot travel internationally without it. Plan accordingly. If you have upcoming travel, either renew before or after the trip. For truly urgent situations, contact the Consulate directly about an Emergency Certificate of travel.
Can I renew my Indian passport if my US visa has expired?
Yes, as long as you have valid legal status in the US. This could be a pending extension (I-797 receipt), EAD, or adjustment of status receipt (I-485). Include proof of your valid status with your application.
How do I check my police verification status?
You can check it on the Passport Seva portal using your ARN. If PVR shows “Clear,” your processing will be fast. If it shows “Pending” or “Initiated,” expect delays. You can try to expedite by contacting the police station in India directly (if you have someone who can visit in person).
Can someone else submit my application on my behalf?
No. The application must be in your name. But since it’s mail-based, you’re mailing it yourself anyway. No one needs to appear in person.
What if VFS asks for additional documents?
You have 7 calendar days to submit additional documents. If you don’t respond within 7 days, the consulate may stop processing your application. And here’s the painful part: no refund if that happens.
Can Green Card holders renew their Indian passport?
Yes. Green Card holders are Indian citizens with permanent residency in the US. They can renew normally. Include a copy of both sides of your Green Card.
What about US citizens who were born in India?
If you’ve taken US citizenship, you are no longer an Indian citizen (India does not allow dual citizenship). You cannot renew an Indian passport. You should apply for an OCI card instead. See our OCI card guide.
What I’d Do Differently
Looking back at my own passport renewal experience, and after guiding hundreds of others, here’s what I’d tell my younger self.
First, don’t wait. The moment your passport crosses the 18 month mark to expiry, start the process. You’ll never regret renewing early. You’ll always regret renewing late.
Second, keep a “passport file” in Google Drive. Scans of every page. Your PAN card. Aadhaar. Marriage certificate. Address proof. When it’s time to renew, you just print. No scrambling.
Third, get the 60 page passport. Yes, it costs $25 more. But if you travel often, those extra pages save you from renewing again in 5 years because you ran out of pages.
Fourth, always use VFS’s shipping option. The $30 gets you FedEx both ways with tracking. Using your own courier adds variables you don’t need.
And fifth, be patient. The process works. It’s not as fast as renewing a US passport, but it’s not broken either. Most applications go through without issues. The horror stories you read online are the exceptions, not the rule.
If you’re planning your move back to India, getting your passport sorted is step one. Everything else, from booking flights to shipping your stuff, flows from having a valid travel document.
If you’re planning your move back, join our WhatsApp community at https://backtoindia.com/groups – 20,000+ NRIs helping each other with real, lived experience. It’s free and volunteer-run.
Disclaimer: This article is for informational purposes only. Passport rules, fees, jurisdiction boundaries, and document requirements can change without notice. Always verify the latest requirements on the official VFS Global website (visa.vfsglobal.com) and the Indian Embassy/Consulate website before submitting your application. This guide is based on information available as of early 2026.
Sources:
- VFS Global Indian Passport Services USA – visa.vfsglobal.com/usa/en/ind
- Indian Passport Seva Portal – embassy.passportindia.gov.in
- Embassy of India, Washington DC – indianembassyusa.gov.in
- Consulate General of India, San Francisco – cgisf.gov.in
- Consulate General of India, Chicago – cgichicago.gov.in
- Ministry of External Affairs, Government of India – mea.gov.in
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