Documents › Formats › Authorization letters
VFS Global, BLS International and most consulates return passports only to the applicant or to a person carrying a signed authorisation letter, the applicant's ID copy, the authorised person's original ID, and the receipt. Indian passports (Passport Seva) are posted, so this is mainly for visa collection.
To, VFS Global (Germany Visa Application Centre), Kochi.
Subject: Authorization to collect my passport — reference no. KOCH/2026/123456
I, Rahul Varma, passport no. P1234567, applied for a Schengen visa on 3 October 2026 at your centre. As I am unable to come in person, I authorise Mr. Vivek Varma, my brother, holding Aadhaar no. XXXX XXXX 9012, to collect my passport on my behalf and sign the collection register.
The original acknowledgement receipt, a copy of my passport and his original Aadhaar card will be presented at the counter. This authorisation is valid for 15 days from the date below.
Names, numbers and dates above are examples. Replace them with yours.
No stamp paper. VFS accepts a signed letter on plain paper; some consulates (USA, UK via TLS) have their own form or do not allow third-party collection at all — check the centre's page.
VFS offers paid courier return which you choose at submission; a courier company cannot be authorised by letter afterwards.
A parent collects; if neither can, the letter is signed by a parent and the collector carries the parent's ID copy.
One letter can list all family members' passports and reference numbers.
This page is a template and general guidance for a common situation, not legal advice. Rules differ by state and office; check with the office that asked for the document. Last reviewed October 2026.