Renewing your Indian passport while living in the USA is now entirely managed through VFS Global. The Indian Embassy and consulates no longer handle passport services directly since 2023, creating a standardized two-step process for all NRIs across the United States.
This guide covers everything you need to know about renewing your Indian passport in the USA for 2025, including eligibility requirements, required documents, complete fee breakdowns, realistic timelines, and common mistakes that cause delays or rejections.
Key Takeaway
The Indian passport renewal process in USA requires working through VFS Global's two-portal system and typically takes 3-6 weeks to complete.
Here's what you'll learn:
- Complete step-by-step process for both Passport Seva portal and VFS Global website applications
- Exact document requirements including ICAO-compliant photos, notarization needs, and self-attestation rules
- Total cost breakdown from $93 to $268 depending on page count, processing speed, and service charges
- Normal vs Tatkal processing comparison and when to choose expedited service for urgent travel needs
- Common mistakes that cause rejections including date format errors, jurisdiction issues, and photo problems
Understand the New 2026 Passport Renewal Process
The Indian passport renewal system in USA went through a major overhaul in 2025-2026 and moved to a fully digital process. Here's what you need to know about renewing your Indian passport while living in the United States.
Why VFS Global replaced CKGS
The Indian government simplified its overseas passport services by making VFS Global their only authorized partner to handle passport applications in the USA. This change makes the renewal process simpler and more standardized for Non-Resident Indians. You can no longer get passport services directly from Indian Embassy and consulates - VFS Global now handles everything.
VFS Global acts as the official link between you and Indian consulates. They take care of collecting documents, verifying them, and processing applications.
Overview of Passport Seva and VFS portals
You'll need to use two different online systems to renew your passport. Here's how it works:
- Passport Seva Portal - Start here to:
- Register and create your application
- Fill out the online application form with personal details
- Generate your Application Reference Number (ARN)
- Save this ARN as it's required for the next step
- VFS Global Portal - After your Passport Seva application:
- Register on the VFS Global website
- Upload your ICAO-compliant photograph and signature
- Submit all required supporting documents
- Choose courier service and make payment
The system might look complex at first, but it makes shared tracking and processing easier in different US jurisdictions.
Step-by-Step Guide to Renew Indian Passport in USA
Getting your Indian passport renewed in the USA needs you to work with two different portals. The process might look complex at first glance. A breakdown of the steps will help you navigate through this process easily. Here's a detailed guide to help you renew your Indian passport renewal process in USA.
Step 1: Register on Passport Seva portal
Your passport renewal starts at the official Passport Seva portal. You'll need to create a new account with simple information like your name, date of birth, email address, and mobile number. The system will send you a verification email. Click the link in the email to verify your address and log in to move forward with your application.
Step 2: Fill and submit the online application
The applicant homepage will show you several options. Select "Apply for an Ordinary Passport". You'll need to provide your personal details in the form. Make sure to choose "Reissue of passport" as your application type and mark the reason as "validity expired within three years or due to expire". You can pick between a 36-page standard booklet or a 60-page version for frequent travelers. Your processing speed depends on whether you choose Normal or Tatkal service.
Step 3: Generate and save your ARN number
Take time to review all information in your application form before submitting. The system generates a unique Application Reference Number (ARN) after submission. This number is very important - save it right away. You'll need this ARN to link your Passport Seva application with VFS Global. Losing this number means starting everything from scratch.
Step 4: Register and apply on VFS Global portal
The next step takes you to the VFS Global website where you'll create another account. Once you verify your email and log in, click "Create a new application." The form will ask for your ARN from the previous step. Fill out your profile completely and continue to the next stage.
Step 5: Choose courier and make payment
Document delivery through VFS Global's courier service gives you convenience and tracking ability. Standard overnight courier costs $18 per application. You can pay using Visa/Mastercard (with a 3.5% convenience fee), money order, or checks payable to "VFS Services (USA) Inc.". Your return shipping address must match exactly with your proof of address in the application.
Step 6: Ship your documents to the correct consulate
Print your shipping labels after completing the payment. Your package should include:
- Printed application forms from both portals (one-sided printing only)
- Original passport and supporting documents
- Payment proof
- Return shipping label
The correct VFS Center for your package depends on your jurisdiction. Your state of residence determines your consular jurisdiction, so double-check the address before sending. For example, San Francisco jurisdiction packages go to: "VFS Global – San Francisco Center, 642 Harrison Street, Suite 200, San Francisco, CA 94107".
Note that VFS will return incomplete applications after 20 days. You must submit any additional requested documents within 7 days. You can track your application status through VFS Global's tracking system using your ARN number and date of birth.
What Documents Do You Need for Indian Passport Renewal in USA?
Proper documentation is the foundation of a successful application. Missing or incorrect documents cause the majority of delays and rejections.
ICAO-compliant photographs
Your passport photographs must meet exact ICAO international standards that have become stricter in 2025. Photos must be precisely 2x2 inches (51mm x 51mm) with a pure white background and even lighting throughout. Your face should occupy 80-85% of the total image area with no shadows, reflections, red-eye, or glasses that create glare.
Keep your mouth closed with a neutral expression, and ensure your eyes are fully visible without hair covering them. Upload the digital photograph to the Passport Seva portal during your online application. Critically important: verify that both your photo and signature appear clearly on your printed application's first page. VFS automatically rejects applications where these elements don't print properly.
Current passport and copies
Submit your original current passport along with self-attested photocopies of specific pages. You need copies of the first five pages (containing personal information and observations) and the last three pages of your passport. Sign each photocopied page to self-attest them. If you possess any old or expired Indian passports, include those complete documents as well for your travel history record.
US legal status proof
Proving your valid legal status in the USA is mandatory. Provide notarized color photocopies of your US visa page, permanent resident green card, Employment Authorization Document (EAD), or I-797 approval notice. Note that B1/B2 tourist visas combined with I-94 arrival/departure forms alone are not accepted as sufficient proof of legal status. Students on F-1 visas must submit their current I-20 form showing valid SEVIS status.
Financial planning for NRIs in USA requires maintaining proper documentation including valid passports for banking and investment account purposes.
Address proof requirements
For US address verification, you can provide your valid driver's license showing both front and back sides, state-issued identification card, utility bills that are less than 3 months old (electricity, gas, water, or landline telephone), residential lease agreement, or home mortgage documents. College students living on campus in university housing should submit an official letter from their educational institution printed on institution letterhead that confirms their exact residential address.
Indian address proof remains required even if you're not changing your address in the passport. Acceptable Indian address documents include Aadhaar Card, recent bank statement from an Indian government bank (within 3 months), Indian driver's license, or recent Indian utility bills.
Name change documents
If you're adding your spouse's name to your passport or changing your name after marriage, you must submit the original marriage certificate along with photocopies. Both you and your spouse should self-attest these photocopies by signing them. A full name change requires a legal name change affidavit that declares both your previous name and new name.
Significant changes in your appearance or signature since your last passport require filling out a separate "Change of appearance/signature" form. Organize all your documents in the precise order specified in the VFS checklist, and place the signed checklist itself on top of your complete document package.
Are You Eligible to Renew Your Indian Passport in the USA?
Understanding your eligibility before starting the application saves time and prevents frustration with rejections.
Basic eligibility criteria
You must be an Indian citizen currently residing in the United States with valid legal status documented through visa, green card, EAD, or similar authorization. Your passport should meet at least one of these conditions: expiring within the next 12 months, already expired within the last three years, or has exhausted pages with no space for new visa stamps.
Most countries require passports valid for at least six months beyond your intended travel dates. This means if you're planning to visit India in December 2025, your passport should be valid through at least June 2026. Renewing 6-9 months before expiration ensures you have proper documentation for visa applications, international travel, banking transactions, and other essential services.
Understanding your NRI status becomes important for various financial and legal purposes beyond just passport renewal, including tax obligations and investment regulations.
Expired visa with pending extension
You can renew your passport even if your US visa has expired but you have a pending status extension application. This situation is common for H1B visa holders whose employers filed extensions before expiration. You'll need to provide documentary proof like an I-797 receipt notice showing your pending H1B extension, I-485 adjustment of status receipt, or other official pending status documentation.
Processing typically takes longer in these cases because consulates need to verify your legal status more carefully. Make sure your documents clearly show filing dates and pending status to avoid unnecessary delays.
B1/B2 tourist visa holders
Tourist visa holders who are not normally resident in the USA face different renewal rules. If you're visiting the USA temporarily and your passport is lost, stolen, or damaged, you'll typically receive a Short Validity Passport (SVP) or Emergency Certificate (EC) rather than a standard full-validity 10-year passport. Regular passport renewals for visitors require additional clearance from the original passport issuing authority in India, which can significantly extend processing times.
Renewal vs reissue difference
This distinction causes confusion for many applicants. "Renewal" technically applies when your passport is simply reaching its expiration date with no other changes needed. "Reissue" is the broader category that covers situations like address changes, name changes after marriage, exhausted pages requiring a new booklet, or damaged passports that need replacement.
On the Passport Seva portal application form, you should always select "Reissue of passport" as your application type. Then specify your specific reason, such as "Validity expired within 3 years/Due to expire" for standard expirations. If you're also updating personal details like address or name, select additional reasons as applicable.
How Much Does It Cost to Renew an Indian Passport in the USA?
Understanding the complete cost structure helps you budget accurately.
Passport and service fees
A 36-page ordinary passport costs $93, while 60-page costs $118. Lost or damaged replacements cost $168 (36-page) and $193 (60-page). VFS Global charges $19 service fee (Chicago: $15.90). Indian Community Welfare Fund (ICWF) adds $2. Tatkal processing adds $150 surcharge. Total Tatkal cost: $264 before courier ($93 + $150 + $19 + $2).
Courier costs
VFS Global's FedEx courier costs approximately $18 per application. Return address must match your proof of address exactly.
Normal vs Tatkal: Which one to choose?
You have two options when renewing your Indian passport in the USA:
Normal Processing:
- Processing time: 3-6 weeks
- Standard fees apply
- Perfect if you don't have immediate travel plans
- Available to all passport holders needing renewal
Tatkal Processing:
- Processing time: 7-10 business days (sometimes just one working day plus VFS processing time)
- Costs $150 more than regular passport fees
- Best for urgent travel needs
- Needs valid passport and visa status documentation
Your choice between Normal and Tatkal depends on how soon you need the passport and your budget. Tatkal is your best bet if you plan to travel internationally within a month, even though it costs more. Normal service works well if you're not in a hurry and want to save money.
How to track your passport status online
You can monitor your application's progress through these steps:
- Visit the VFS Global tracking portal
- Use your Application Reference Number (ARN) and date of birth
- The system shows key stages: application received, under process, decision made, and ready for collection/dispatch
The status updates happen at specific milestones. Checking every few days works better than frequent hourly checks.
Common Mistakes to avoid while renewing Indian passport in USA
Simple mistakes can derail your Indian passport renewal in USA. These errors lead to delays or rejection. I've helped many people with their renewals and noticed these common mistakes you need to avoid.
Incorrect or missing documents
Applications often come back unprocessed due to document errors:
- Blurred or unclear photocopies that are hard to read
- Wrong self-attestation on copied documents
- Missing initials or spelling differences across documents
- Signatures that don't match between your application and old passport
The application type selection is crucial too. You need to pick "reissue" instead of "renewal" if you've changed your address or name. Your application will face long delays otherwise.
Notarization errors
Getting documents notarized properly is vital for Indian passport renewal in USA. People often make these notarization mistakes:
Cashier's checks with wrong payee details (they should be made to "VFS Services (USA) Inc.") Not getting legal status documents notarized like visas or green cards Missing notarization on address proofs where needed Wrong PIN codes and police station information
Note that each document type has specific notarization rules - you must follow the exact instructions for each one.
Wrong consulate selection
People often send their applications to the wrong consular jurisdiction. Each US state belongs to a specific Indian consulate's jurisdiction. Your documents will face delays or rejection if they go to the wrong office.
Check your state's correct consular jurisdiction before sending your documents.
Photo upload issues
Bad photos cause many rejections. The Passport Seva portal needs ICAO-compliant digital photographs that meet exact requirements:
- Size must be exactly 630×810 pixels
- Only white background works
- Your face should take up 80-85% of the photo
- No shadows, reflections, or red-eye
- Eyes must be clear with no hair covering them
- Keep your mouth closed
Users often see "Photo Upload Failed" or "Image Not ICAO Compliant" errors. Professional services like Staples offer the updated "INDIA PASSPORT DIGITAL" photo format if you're having trouble. Make sure your digital photo and signature show up on your printed application's first page. VFS will reject applications without these.
Conclusion
Renewing your Indian passport in the USA follows a clear two-step process through Passport Seva portal and VFS Global. Start your renewal 6-9 months before expiration to avoid last-minute complications.
Remember that normal processing takes 3-6 weeks while Tatkal service completes in 7-10 business days. Costs range from $93 to $268 depending on your choices. Avoid common mistakes by using correct date formats (DD/MM/YYYY), ensuring ICAO-compliant photos, sending to correct jurisdiction, and organizing documents precisely as specified.
Track your application regularly through VFS Global and Passport Seva portals, and verify all details immediately when your new passport arrives.
Frequently Asked Questions
Which courier services are recommended for sending Indian passport renewal applications from the US?
VFS Global's own FedEx courier service is the most recommended option as it costs $18 and provides seamless tracking integration with your application.
You can also use your own FedEx service with proper packaging (FedEx Pak, envelope, or reusable envelope only - no boxes or tubes). USPS pre-paid labels with expiry date limitations are not accepted, and your return shipping address must match your proof of address exactly.
Can I book an appointment online for Indian passport renewal in the US?
No, in-person appointments are not required for standard passport renewals in the USA. The entire process is mail-based through VFS Global.
You complete your online applications on both Passport Seva and VFS Global portals, then mail your documents to the appropriate VFS center based on your jurisdiction. However, VFS centers do offer in-person assistance for form filling if needed, which can be scheduled on their website.
How to track my Indian passport renewal status after submitting in the US?
Track your application using two methods. Visit the VFS Global tracking portal (visa.vfsglobal.com/usa/en/ind/track-application) and enter your Application Reference Number (ARN) plus date of birth.
Alternatively, use the Passport Seva website by selecting your region and entering your ARN, date of birth, and captcha code.
Both portals show key stages like application received, under process, decision made, and ready for dispatch. Check every few days rather than daily for meaningful updates.
How do I expedite the Indian passport renewal process in the US?
Choose Tatkal (expedited) service during your Passport Seva portal application to process your passport in 7-10 business days instead of 3-6 weeks.
Tatkal adds a $150 surcharge to your regular passport fees and requires proof of urgent travel needs. Note that lost, stolen, damaged passports, Short Validity Passport renewals, and applications involving name changes, date of birth corrections, or place of birth changes are not eligible for Tatkal service.
How to renew Indian passport in USA for minor?
Minor passport renewals (under 18) follow the same two-step process through Passport Seva and VFS Global portals.
Key differences include: both parents must provide consent and signed photocopies of their passports, minors don't require police verification, and if the minor's appearance has changed significantly since the last passport photo, you'll need additional documentation. Minors receive passports valid for 5 years instead of 10 years. Parents must sign the application on behalf of children under 18.
Can I renew my Indian passport if it has more than one year of validity remaining?
Yes, you can apply for passport renewal up to 12 months before your current passport expires. This is actually recommended since many countries require passports valid for at least 6 months beyond your intended travel dates.
Starting the renewal process 6-9 months before expiration gives you adequate time for processing and prevents complications with visa applications or unexpected travel needs.
About the Author
By Prakash
CEO & Founder of InvestMates
Prakash is the CEO & Founder of InvestMates, a digital wealth management platform built for the global Indian community. With leadership experience at Microsoft, HCL, and Accenture across multiple countries, he witnessed firsthand challenges of managing cross-border wealth. Drawing from his expertise in engineering, product management, and business leadership, Prakash founded InvestMates to democratize financial planning and make professional wealth management accessible, affordable, and transparent for every global Indian.
