Public Can Now Make Online Appointments for Passports

Background on the Online Passport Appointment System

The Acting Controller General of Immigration and Emigration, Nilusha Balasooriya, announced the online appointment system in a recent press release. This system, aimed at easing the application process for people from various regions of Sri Lanka, helps reduce crowding at passport offices. The new online approach also minimizes wait times and travel burdens on applicants who previously traveled to cities only to join long lines.

How the New Online Appointment System Works

Applicants can book their passport application appointments directly from the Department of Immigration and Emigration’s official website. This user-friendly system allows people to select dates that work best for them, and provides tokens confirming their booking.

Locating the Appointment Portal
To access the online booking system, applicants should visit the department’s official website. The link to “Register to apply for a passport” is clearly displayed on the left side of the homepage. Clicking on this link directs users to the token issuance section, where they can proceed with their reservation.

Booking Requirements: Key Documents Needed

To ensure a smooth registration process, applicants must have the following on hand:

National Identity Card (NIC): A valid NIC is required for identity verification.
Mobile Number: The mobile number registered will receive SMS confirmations and updates.
Additional Information for Minors: For children under 16, parents need to provide their NIC information.

One Day vs. Normal Service Options

Applicants have the choice of selecting either a One Day Service or a Normal Service. The One Day Service is ideal for those who need their passports urgently, while the Normal Service is designed for applicants who can wait for standard processing times.

Step-by-Step Guide to Booking an Appointment

To register for a passport appointment, follow these steps:

Visit the Department of Immigration and Emigration’s website.
Click on “Book an appointment for a passport.”
Enter your NIC, mobile number, and other required information.
Select your preferred date for the appointment.
Submit the information to receive a confirmation SMS with details.

Receiving Confirmation and Token Issuance

Once the booking is successful, applicants will receive a token through SMS. This token specifies the date and time of their appointment, along with the office location for submission.

Important Note
Applicants must bring this SMS confirmation along with their NIC on the reserved date. Failure to appear on the specified date will result in the forfeiture of the booking, requiring the applicant to re-register for a new slot.

Locations for Submitting Passport Applications

Passport services are available at the following locations:

Head Office: Battaramulla
Regional Offices: Matara, Kandy, Kurunegala, Vavuniya

Each location is equipped to process appointments scheduled through the online system.

Required Documents for Passport Submission

When applicants arrive at their appointment, they should bring the following essential documents to ensure their application is processed without delays:

National Identity Card (NIC) – A valid NIC is mandatory for all applicants.
Birth Certificate – A certified copy is usually required to confirm personal details.
Passport-sized Photos – The Department typically requires recent, color passport photos.
Proof of Residency – Utility bills or a residency certificate are often requested to verify the applicant’s address.
For Minors (Under 16) – A birth certificate, both parents’ NICs, and a letter of consent signed by the parents are required.

Payment and Fees

The Department of Immigration and Emigration provides options for both Normal Service and One Day Service, with different fee structures:

Normal Service: Generally, this service incurs a lower fee, suitable for applicants who can wait for standard processing times.
One Day Service: This expedited option comes at a higher cost but is ideal for applicants needing passports urgently. Payments can be made in cash at designated counters at the passport offices or online, where available.

How to Modify an Appointment

In cases where applicants need to reschedule or cancel their appointments, the online system offers a straightforward option for modifications. Applicants should log into the portal with their NIC and reference number, where they can choose a new date or cancel the appointment entirely if plans have changed. It’s important to note that there might be limitations on the frequency of modifications, so applicants are encouraged to finalize their plans before booking.

Checking the Status of a Passport Application

Once an application has been submitted, applicants can track its progress through the department’s online tracking system. By entering their application reference number, applicants can see updates on their passport’s status, including whether it’s under review, in processing, or ready for collection. This feature keeps applicants informed without needing to make additional visits or calls to the department.

Frequently Asked Questions About the New System

Can I book an appointment without an NIC?
No, a valid NIC is required to book an appointment for a passport.
What happens if I miss my appointment date?
Missing the appointment requires re-registration, as missed dates cannot be rescheduled.
Are appointments available at all regional offices?
Yes, appointments can be booked at the head office in Battaramulla and regional offices in Matara, Kandy, Kurunegala, and Vavuniya.
Is the One Day Service available at all locations?
Yes, the One Day Service is available at all listed passport offices.
Can I cancel my booking and rebook later?
Yes, applicants can cancel appointments and rebook, subject to available slots.
Are there additional fees for online booking?
No extra fees are charged for booking online, though fees apply for passport processing.
Do minors need to appear in person?
Yes, minors should appear with at least one parent or guardian during the application.
How soon will I receive my passport with the One Day Service?
Typically, applicants using the One Day Service receive their passport by the end of the day.
What documents are needed for minors?
Required documents include the minor’s birth certificate and parents’ NICs.
Is it possible to track my application status online?
Yes, applicants can use the online portal to check the status of their application.

Advantages of the Online System

The online appointment system introduces several benefits for applicants and the Department of Immigration and Emigration:

Reduced Waiting Times: With pre-scheduled appointments, applicants can avoid long lines and overcrowded offices.
Convenience: The online platform provides 24/7 access for booking, rescheduling, and tracking.
Improved Efficiency: The department can better manage and allocate resources, ensuring a smoother process for applicants and officials alike.
Better Service Accessibility: The system helps applicants in rural and urban areas access passport services without unnecessary travel.

Conclusion

The newly launched online appointment system by the Department of Immigration and Emigration marks a significant milestone in enhancing public service in Sri Lanka. By offering applicants a streamlined, convenient, and accessible method for securing passport application dates, the system not only reduces the strain on passport offices but also provides a more pleasant and efficient experience for applicants across the country. As this system matures, there may be further refinements and expansions to make the process even smoother, reflecting a positive shift towards digital public services in Sri Lanka.