PASSPORT AND TRAVEL DOCUMENTS

 

GENERAL INFORMATION ABOUT KENYAN PASSPORTS

IMPORTANT NOTICE:

1. ALL passport applications must now be recommended by a Kenyan passport/National ID card holder, who is  not a relative on section 7 of the application form. This is a new requirement. (Updated on 12.05.2015)

2. All passport applications must include a copy of the Kenya National Identity Card (ID) of the applicant (from the age of 18) or the Kenyan parent (for children under 18). If you have no ID, follow the instructions on the checklist of requirement, which is attached together with the application form.

3. Parents applying for Kenyan passports for their children, who also have other nationalities MUST declare their dual nationality within 3 months of becoming a dual national in accordance to Section 8(3) of the Immigration and Citizenship Act, 2011.

4. Ensure that you apply for a passport replacement at least 6 months before expiry to enable a timely replacement.

5. If applying for a passport for a child who also has another nationality, ensure that you attach a copy of the child's other passport.

KENYA PASSPORT APPLICATION THROUGH THE EMBASSY

The following are the procedures to be followed  when applying for a new passport or a replacement at the Embassy

  1. Download the relevant application document, which is available under Application Downloads above.

  2. Carefully go through the checklist of requirements, which is attached with the application form.

  3. Fill in the application form and any other relevant attachment, following the guideline on the checklist.

  4. Ensure that you make photocopies and have 2 sets of each required document.

  5. Once you have assembled all the requirements, transfer the relevant non-refundable fee into the Embassy account, which is stated on the checklist. Only transfer the fee if you have all the required documents.

  6. Buy 2 DHL EXPRESSEASY PREPAID NATIONAL™ envelopes at the post office. One should be used to send the application documents to the Embassy and the other attached together with the requirements for sending the passport(s) back.

 

You can track your application on the DHL Website to see if and when it is delivered. Once your application is received and all is in order, your passport will be ready within 8 weeks or more.

If your application is incomplete, it will be sent back to you using your DHL envelope and you will have to go through the process indicated on No. 6 above once again.You are therefore advised to ensure that you only forward complete applications due to the cost involved in sending the documents back and forth.

WHAT HAPPENS WHEN YOUR PASSPORT IS READY:

 

Picking up your passport

Applicants who wish to pick up their passports personally at the Embassy are required:

1. To call or email the consular section at immigration@kenyaembassyberlin.de to inform on when you wish to come and pick up the passport. Exact date and time is required to avoid any inconvenience to the applicant.

2. You MUST bring the old passport for cancellation (where applicable) in order for the new one to be released. No new passport shall be released unless an existing old passport is cancelled.

3. The new passport can only be picked up strictly during the office hours open to the public, i.e. Monday to Friday between 9.00am and 1.00pm. The Embassy is closed during public holidays for both Kenya and Germany.

Courier Dispatch:

All passports will now only be dispatched from the Embassy using the DHL pre-paid Courier envelope indicated on the Checklist. Passports are no longer sent as registered mail (Einschreiben) or normal mail.

You will have to send the old passport to the Embassy through registered mail for cancellation before the new one can be released. 

OTHER NOTICES:

Kenyan passports are available for ten years and are non-renewable. They are not available beyond ten years from the original date of issue. If at anytime a passport contains no further space for visas, a new passport must be obtained. The same applies for any official changes required eg. a change of name due to marriage. The Embassy does not issue any temporary passport. Y

Caution: Passports are valuable documents and should not be altered in any way or allowed to pass into possession of unauthorized person. If lost, withdrawn or destroyed the fact and circumstances should be immediately reported to the Kenya Embassy and the local police. Under such circumstances, new passports can only be issued after exhaustive enquiries have been done.

Application for a new passport must be done well in advance, at least 6 MONTHS before expiry of the passport or your intended date of travel. It takes 8 weeks or more to process the Passport. DO NOT BOOK ANY TRIP OR HOLIDAY UNTIL YOU HAVE A VALID PASSPORT. 

If you opt for a bank transfer, please indicate your full name and in brief, the purpose for the payment, or services desired, attach a copy of the bank transfer form or Überweisungbeleg to your application and mail the same to the Embassy. Processing of an applications commences only upon confirmed receipt of payments made for services to be rendered. Click here for the Account Details.

Note: Incomplete Applications will neither be accepted nor forwarded to the Immigration Department in Nairobi for processing.

Important Notice (Please read carefully before sending in your application):

  • Every passport applicant over the age of 18 years MUST produce copies of a New Generation Identity Card to facilitate the replacement. Further note that the Kenya Embassy in Berlin does NOT process or facilitate the issuance of National Identity cards.
  • Application Form 19 has to bear the names as they should appear on the Passport.
  • Incomplete applications will not be accepted and will be forwarded back to the applicants.
  • The Embassy only issues a letter of confirmation upon request.
  • The Embassy does not issue temporary passports.
  • An Emergency Travel Certificate is only issued for a one-way journey to Kenya and is impounded upon arrival at the airport in Kenya. Therefore it cannot be used for a journeys to other countries or for a return trip or for those going on holiday.
  • Currently, only Kenyan women are permitted to apply for change of name due to marriage.
  • Kenyans who had previously renounced their citizenship can only reapply for a Kenyan citizenship by providing written proof from the German authorities of an approved dual-nationality status in Germany.

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FAQs ON PASSPORTS

a) My passport is about to expire or is no longer valid. What should I do?

Passports are only valid for 10 years. You are advised to apply for a replacement at least 6 months before expiry or making any travel plans in order to allow ample processing time on the Kenyan side and the issuance of necessary residence permits from the authorities at the country of residence.

b) How can I apply for the replacement of my passport?

Visit the Applications Downloads section above and you will find the necessary application and checklist of requirements attached. Go through the checklist carefully first because it has all the necessary information on requirements and instruction on how to fill in the application form..  Ensure that you have gathered ALL the requirements before making the payment of the passport fee. If you wish to get a confirmation letter, also doenload the Conformation Letter Request Form, fill in the required section and send it together with with the other application documents.

c) How long will it take for my passport to be issued?

It can take up to 8 weeks or more for a normal replacement or issuance of a passport.

The Embassy in Berlin is able to print and issue passports in cases of ordinary replacement, first passports for children, change of name and damage, for most applications.

Some cases however have to be forwarded to Kenya for consideration e.g. for replacement of lost pasports, those whose documents bear different names or misspellings, those who do not have birth certificates with which their first passport was issued and those without Kenyan ID cards. 

d) I have lost my passport. What should I do?

Find out from you local lost and found office if the passport was found and deposited there. You can also check the lost and found section on the Embassy website. If your search remains futile, you will have to report the pasport as lost at your nearest police station then go and swear an affidavit on the loss at Notary Public office (NOTAR).

Check the requirements for a lost passport and  then proceed to apply for the replacement of the passport. You application will be forwarded to the Department of Immigration Services in Nairobi. 

Kindly note that a Kenyan passport remains property of the government and should be therefore handled with care and kept safe at all times. You are advised to only carry certified clear, coloured photocopies of your biometric passport page and residence permit for identification purposes. Your original passport should always be stored in a safe place.

e) How can I apply for a first passport for my child?

A child born to a Kenyan citizen is a Kenyan citizen by birth and can therefore be issued a Kenyan passport upon application. The application form and requiremts can be dowloaded above.

This does NOT apply for former Kenyans who give birth after renouncing their Kenyan citizenship. 

For children who also have other nationalities, you as the parent/guardian are required to inform the other country of the dual nationality of the child once the Kenyan passport is issued. You also have to declare their dual nationality status to the Department of Immigration Services in Nairobi. Visit www.immigration.go.ke and click on Resources for more details.

f) I would like to change my name after marriage/divorce/ obtaining a deed poll. What should I do?

A change of name application is available under Application Download above.

For those who have divorced and are changing their names after remarrying, ensure that you forward documents certified by a Notary public and a copy of the Certificate of No Impediment to marriage that was issued for the marriage to your current spouse.

Adopted children and those changing their names other than by marriage have to provide a deed poll for change of name filed with the High Court in Kenya and a Kenya Gazetted notice of the change of name in order for the name to be change on the Kenyan passport.

g) Why do I need a recommender?

 All passport applications MUST be recommended by a Kenyan passport or ID holder who is known to but not related to the applicant. The recommender can be based anywhere in the world. He/she must provide copies of his/her passport or ID card to be forwarded together with the application.

h) Must I appear personally at the Embassy to apply for a passport?

No. You should send your application visa DHL EXPRESSEASY PREPAID NATIONAL as specified on the requirements. The Embassy is however open to the public Mondays to Fridays 9 am till 1 pm. Ensure that if bringing your application personally, all documents are complete and prepared in 2 sets in correct order.