Supporting documents for collective passports :Cross Stitch – Travel and transport
To apply for a collective passport, you need to supply supporting documents as well as an application form. Supporting documents include signed parental consent forms for each child or young person and a supporting letter for each application or organisation involved.
If a child’s parents are married
Either parent can sign the form.
If a child’s parents are now divorced
Either parent can sign the form as long as they were married either:
- at the time of the child’s birth (or, for those living in Scotland, when the mother became pregnant)
- at any time after the child’s birth
However, if a court has made an order about parental responsibility or about the child having a passport, this affects who can sign the form. Any order like this must be sent with the application.
Note that a custody order or maintenance agreement for one parent does not mean the other parent loses parental responsibility.
If a child’s parents are not and have never been married to each other
The mother can sign the form.
The father can only sign the form if he:
- has a parental responsibility order or agreement – this document must be sent with the application
- is named on the birth certificate (which must be sent with the application) and the birth was jointly registered after 15 April 2023 in Northern Ireland, 1 December 2023 in England and Wales, or 4 May 2023 in Scotland
IPS does not accept photocopied documents.
If the child lives with a legal guardian
The legal guardian can sign the form.
If the child lives with a foster carer
The foster carer can sign the form but IPS will also need a letter from the Social Services Unit Manager explaining the child’s circumstances. The letter should state under which section of the Children’s Act the child is in care.
If the child is cared for by social services
The social worker or care home manager can sign the form. However, IPS will also need a letter from the Social Services Unit Manager explaining the child’s circumstances. The letter should state under which section of the Children’s Act the child is in care.
You need a collective passport photo card for each child or young person who plans to travel on the collective passport.
You can order these cards from the Durham Passport Office by email
or by calling the IPS Passport Adviceline on 0300 222 0000.
Each card must be filled in with the child’s details exactly as they appear on the application form. A recent passport-sized photograph should also be attached to each card.
The photographs:
- should be of a similar quality to standard passport photographs
- should not have been previously used on another document
- must not be laminated
- must not be photocopies
You can use individual school photos or digital photos for a collective passport as long as they meet IPS guidelines. You cannot use a school photo if it has ‘PROOF’ written across it.
The Group Leader should complete their own details and certify the cards by signing them before submitting the application form.
Each child must sign their card before travel.
For each collective passport application (not for each person travelling), IPS needs a letter on official headed paper, confirming authorisation and consent to the trip. The letter must have an original signature (digital or photocopied signatures are not accepted).
If the group includes children from more than one organisation, IPS needs a supporting letter from each organisation. The link below shows an example of what should be in a supporting letter.
The Leader or Deputy Leader of the party cannot support the application.
| Schools | The head teacher, a member of the board of governors or the education authority from each school making up the party |
| Scouts or guides groups | Should supply a ‘Letter of introduction’ or a supporting letter from their Assistant County/Area Commissioner or from Association Headquarters |
| Football or rugby clubs | Should supply a letter from their local football association or the chairperson or secretary of their league |
| Swimming or judo clubs | Should supply a letter from their national headquarters |
| Youth orchestras, choirs etc. | Should supply a letter from their local education authority or from a vicar in cases of church organisation |
| Army or Airforce cadets | Should supply a letter from their commanding officer or services authority |
| Clubs or youth clubs | Should supply a letter from the local authority to which they are registered or from their national headquarters |
| Registered charities | Should supply a letter from the director or a person in a similar position within the organisation |
If a group of children is going abroad to perform for any purpose (including taking part in sports or competitions), the supporting letter must say:
- all members of the party are amateurs
- they will not receive any payment