UK Passport renewal - email received 'send us your passport' 2 weeks after applying?

[rwilem]

37 minutes ago, Keeps said:

No, 10 years. However, if you are a very frequent traveller and fill the passport with stamps then you will need to renew prior to the expiration date. 

Understand, thanks. If he had said 6, 7, or 8 years ago I'd have thought nothing of it. But that '5 years', it made me wonder. 

 

[scubascuba3]

6 hours ago, Batty said:

What a joke. This is going to take weeks, and my passport expires in May.... Plus, I need to apply for my extension end of April. I didn't imagine it would take longer than 6 weeks and I assumed that a renewal would be simple and easy with no dramas. 

I'll be renewing mine months in advance just in case, also so that my next extension is a full year

[Batty]

6 hours ago, rwilem said:

This page on passport renewals for British people residing in Thailand was updated last week. Is the info accurate? It's not an 'official' source, but may have something helpful.

 

https://mybritishpassport.com/british-passport-renewals-from-bangkok/

 

Is my understanding correct, that VFS is a private enterprise and that the UK and some other embassies 'outsource' the passport renewals of their nationals residing here? Or at least some of that process?

 

Why would they do that? Seems to be a critical issue and as such one that embassy personnel would want to be in control of, and monitor themselves. And when the renewal still has to be processed 'back home', an extra layer of potential miscommunication and misunderstanding is added to the task. 

 

Yes, they are a private enterprise. In all fairness, they seem quite switched in and organized at VFS. That said, when you outsource stuff like this it leaves room for error, miscommunication etc. 

 

 

[Gaccha]

6 hours ago, rwilem said:

Are British passports valid for only five years?

No. But my passport fills up very quickly with visa renewals and travelling to other countries. This is a common problem among expats.

[Batty]

8 hours ago, Andrew Dwyer said:

I hear ya !!

 

My issues with the process involved VFS and HMPO:

 I had 2 valid U.K. passports and the U.K. application form said i had to supply an employer letter reasoning why i had two, where i would be travelling, for how long etc etc.

I retired in 2016 so an employer letter is impossible but it didn’t state any alternative.

VFS told me to send, through their service, full copies of both passports and on the application form ( section 8 I think ) just write in the reason i had 2 passports, that I would be renewing just the one and letting the other expire naturally, so i did that.

10 days later i paid for the service via U.K. debit card and 3 days later the whole SMS saga started.

HMPO sent me an SMS to say they had emailed me, but it never arrived.

After a couple of days i got in touch with the helpline, as the SMS wasn’t accepting replies, but they were very frustrating.
Every email in the helpline chain appeared to reach a different person ( they don’t sign off with their name, only HMPO ) and i had to repeat the issue several times over the next two weeks ! They couldn’t understand why i wasn’t receiving the emails from HMPO  but could see what the issue was as i was quoting a reference code from the initial SMS.

Through the helpline we managed to figure out that i had to send my other passport back for cancellation but what was incredible was that HMPO were constantly sending me SMS messages saying they had sent me an email while none arrived but the helpline didn’t think to contact them.

Finally after 18 days the helpline informed HMPO that they had the wrong email address for me and things were back on track.

 

It was extremely frustrating and i started to feel that they wouldn’t connect the returned passport cancellation with the renewal application that was on hold and i had visions of my returned passport sitting in someone’s in tray as they were having a 3 week holiday in Benidorm !!

 

 

Part of the problem with this is the lines of communication. The hotline is essentially just a call center with a bunch of Liverpudlians answering queries based on a scripted prompt sheet. They have no involvement with the passport application process - it's just bums on seats designed to take pressure away from HMPO.

 

They seem like nice enough people - scousers usually are - but they are clueless, really, through no fault of their own. I mentioned VFS global to one of them last night and they said "who are they, like a courier company?". I explained who they are and they replied "well, I hate to say it, but I suppose that's the risk you take when you apply through a private agency - you might have been better applying at the Bangkok Consulate". 

 

Long and short is this: the examiner is refusing to accept that I supplied original ID at point of application. As far as he/she is concerned, I supplied copies of ID. He needs to see the originals. 

 

I made an official complaint and explained that VFS will not accept only copies, so even if I wanted to apply with copies of my ID - and not the originals to back them up - I wouldn't be able to. They are accusing me of doing something that simply can't be done. 

 

Now, I must send my original ID to Corby. God knows how long this will take now. It's probably 2 weeks just to arrive in the UK, then it has to find it's way to the examiner, then the process starts. 

 

My visa expires May 9th. I'm seriously doubting if my new passport will be back by then. 

 

Of course, all of this is my own doing. I had plenty of time to apply and shouldn't have left it so late. In my defence, for a few months it was looking like I might be returning to the UK for a month or two for some work related stuff, so I held back from applying, thinking I would just renew at HMPO directly. That fell through - so I applied from Thailand instead. 

 

I didn't forsee some jobs worth throwing a spanner in the works. 

[Batty]

On a side note, does anyone have a confirmed number for VFS Global Bangkok? The numbers I have tried seem relevant only to India, Malta, Austria citizens for some reason. I can't find a number for UK passport/visa queries.

[Moonlover]

7 hours ago, rwilem said:

Are British passports valid for only five years? That's kind of implied there. If so, that's a real pain for Brits living overseas 

Frequent travellers often fill all the pages and have to renew more frequently than the normal 10 years.

[Andrew Dwyer]

2 minutes ago, Batty said:

 

Part of the problem with this is the lines of communication. The hotline is essentially just a call center with a bunch of Liverpudlians answering queries based on a scripted prompt sheet. They have no involvement with the passport application process - it's just bums on seats designed to take pressure away from HMPO.

 

They seem like nice enough people - scousers usually are - but they are clueless, really, through no fault of their own. I mentioned VFS global to one of them last night and they said "who are they, like a courier company?". I explained who they are and they replied "well, I hate to say it, but I suppose that's the risk you take when you apply through a private agency - you might have been better applying at the Bangkok Consulate". 

 

Long and short is this: the examiner is refusing to accept that I supplied original ID at point of application. As far as he/she is concerned, I supplied copies of ID. He needs to see the originals. 

 

I made an official complaint and explained that VFS will not accept only copies, so even if I wanted to apply with copies of my ID - and not the originals to back them up - I wouldn't be able to. They are accusing me of doing something that simply can't be done. 

 

Now, I must send my original ID to Corby. God knows how long this will take now. It's probably 2 weeks just to arrive in the UK, then it has to find it's way to the examiner, then the process starts. 

 

My visa expires May 9th. I'm seriously doubting if my new passport will be back by then. 

 

Of course, all of this is my own doing. I had plenty of time to apply and shouldn't have left it so late. In my defence, for a few months it was looking like I might be returning to the UK for a month or two for some work related stuff, so I held back from applying, thinking I would just renew at HMPO directly. That fell through - so I applied from Thailand instead. 

 

I didn't forsee some jobs worth throwing a spanner in the works. 

Your problem is similar to mine, an error from VFS ( ticking the wrong box) created confusion at HMPO.

I entered a rabbit hole by sending copies of both valid passports but no employer letter ( on advice from VFS ) as no other option available. I suggested to the helpline to send my “ second “ passport for cancellation which thankfully they accepted.

To anyone in a similar situation:

i.e. 2 valid passports, the options are employer letter or cancellation of 1 passport.

In hindsight, sending my “ second “ passport for cancellation along with the application for renewal would have been the best option but it wasn’t offered.

It is frustrating that you have gotten all the anxiety through no fault of your own but is now up to you to resolve it.

 

I sent my passport to them ASAP via EMS and took exactly 1 week to arrive, you can track it. So i recommend you do just that with your id, i received an email yesterday from HMPO saying they will return my cancelled passport to VFS and i have the option to pick it up if i want.

 

The helpline ( via email ) and the hotline ( via phone ) sounds like the same thing, might even be the same people !

Even after i had sent HMPO my passport and got notification receipt they still sent me an email saying “ please send us your passport for cancellation along with a letter from your employer “ !!

I sent back an aggressive email reply that it was one or the other and they already had my passport.

You are correct, they are not really up to speed with what is going on, probably teenagers on minimum wage !!

 

Anyway, good luck and act quickly !

[Andrew Dwyer]

32 minutes ago, Batty said:

On a side note, does anyone have a confirmed number for VFS Global Bangkok? The numbers I have tried seem relevant only to India, Malta, Austria citizens for some reason. I can't find a number for UK passport/visa queries.

Isn’t there a phone number on the receipt you got from VFS ? You would have got a checklist, an advice note on picking up passport and a ( till ) receipt. Gave mine back last week.

 

Other than that all emails etc points to a U.K. number.

[KannikaP]

12 hours ago, proton said:

I always call in for the one day service when at home, can't be doing with this VFS nonsense and copying every page. 4 hour service, now just over 220 quid as prices going up tomorrow.

Plus your airfare to UK!

[Gaccha]

15 hours ago, rwilem said:

This page on passport renewals for British people residing in Thailand was updated last week

 

I noticed that that link confirms my position (I'm the only person in this chat pointing this out so I will emphasise it again): you must submit your old passport and they will send it to the UK with the rest of the documents. You do not get to keep it.

 

I suspect most people in this chat are either not UK citizens, or have never applied for a new passport from Thailand. To apply for a new passport from Thailand you must prove that you are resident in Thailand. You cannot be a mere tourist by your visa.

 

To quote the link:

 

Do I need to send original documents with my application?

 

Yes, you must send your old passport, and in some cases, additional supporting documents (such as a name change certificate).

[Andrew Dwyer]

15 minutes ago, Gaccha said:

 

I noticed that that link confirms my position (I'm the only person in this chat pointing this out so I will emphasise it again): you must submit your old passport and they will send it to the UK with the rest of the documents. You do not get to keep it.

 

I suspect most people in this chat are either not UK citizens, or have never applied for a new passport from Thailand. To apply for a new passport from Thailand you must prove that you are resident in Thailand. You cannot be a mere tourist by your visa.

 

To quote the link:

 

Do I need to send original documents with my application?

 

Yes, you must send your old passport, and in some cases, additional supporting documents (such as a name change certificate).

Wrong.

Did my U.K. passport renewal a month ago, sent photocopies of every page but retained my U.K. passport and have it now together with my new passport received last Thursday.

[richard_smith237]

[Deleted]

[richard_smith237]

13 minutes ago, Andrew Dwyer said:

Wrong.

Did my U.K. passport renewal a month ago, sent photocopies of every page but retained my U.K. passport and have it now together with my new passport received last Thursday.

 

Same here - but that was 8 months ago (UK VFS BKK renewal for both my Son and I)

 

I'm wondering if anything has 'evolved' - but your experience is very recent, so I suspect not.

 

Gaccha's account seems strange.

 

 

[kidneyw]

Sounds like they made a mistake, as VHS Global check everything before they send everything off by DHL. The mate and I submitted our passport renewal forms over six weeks ago. Still no email to say they are ready for collection in Bangkok. 

[Andrew Dwyer]

I will admit that the GOV.UK site passport service section does read as though you are required to send your passport in places but in reality Thailand has a service ( VFS Global Bangkok/Chiang Mai ) which inspects your current U.K. passport and coloured photocopies of every page and allows the photocopies to be sent to HMPO on place of your passport, which you retain.

[Andrew Dwyer]

22 minutes ago, kidneyw said:

Sounds like they made a mistake, as VHS Global check everything before they send everything off by DHL. The mate and I submitted our passport renewal forms over six weeks ago. Still no email to say they are ready for collection in Bangkok. 

2 weeks appears to be the norm now unless problems occur, if you paid by debit card the payment should appear after roughly 10 days.

[kidneyw]

10 hours ago, Andrew Dwyer said:

2 weeks appears to be the norm now unless problems occur, if you paid by debit card the payment should appear after roughly 10 days.

Payment was taken from me after a few days.

[NanLaew]

11 hours ago, kidneyw said:

Sounds like they made a mistake, as VHS Global check everything before they send everything off by DHL. The mate and I submitted our passport renewal forms over six weeks ago. Still no email to say they are ready for collection in Bangkok. 

 

When you say VFS "send everything", does that mean your expiring passports as well, and not just all-page photocopies?

 

My recollection from when I renewed both my UK passports via VFS twice since they took over the process from the Embassy, the reason we were allowed to keep our expiring passport is because it's illegal for a foreigner to be in Thailand without their original passport in their possession. Keeping a photo copy or scan doesn't legally count. This thread appears to highlight varying, recent experiences.

 

I'm renewing both mine at the Durham passport office in a couple of weeks from now, before returning to Thailand. I am expecting a minor kerfuffle at immigration on arrival as they'll need a supervisor to add my new passport to my decades-long history on the "front desk" computer.

[Upnotover]

7 minutes ago, NanLaew said:

When you say VFS "send everything", does that mean your expiring passports as well, and not just all-page photocopies?

No they don't send your expiring passport.  For the reasons you mention.  This is why you have to collect the new one "in person" so they can cancel (cut the corner) of the old one.

[Andrew Dwyer]

2 hours ago, kidneyw said:

Payment was taken from me after a few days.

Yet you have heard nothing after 6 weeks ??

You should contact HMPO 

[DrJack54]

Some countries do have old passport summited as part of the application if doing application here in Thailand.

 

Canada and USA two examples.

Some allow you to retain existing passport if you are doing the process using appointment option.

The issue is that one of the two mentioned above has stopped having appointments option so pp is sent as part of application.

 

Makes things more ridiculous in that for Oz passport renewal you can do whole process online and only need post application to Embassy Bangkok or CM.

Existing Passport is not sent. 

 

 

[jippytum]

I used the service in Chaing Mai. No passport requested. it was handed back to me. 

Something has flagged a need to see your passport. 

[Digitalbanana]

On 4/1/2025 at 5:08 AM, scubascuba3 said:

On 3/31/2025 at 11:07 PM, Batty said:

What a joke. This is going to take weeks, and my passport expires in May.... Plus, I need to apply for my extension end of April. I didn't imagine it would take longer than 6 weeks and I assumed that a renewal would be simple and easy with no dramas. 

I'll be renewing mine months in advance just in case, also so that my next extension is a full year

Anyone on an annual extension seriously needs to think about renewing their passport well in advance of 1 months expiry date like the op. I am getting my pp renewed within an 18 month window beforehand so that my annual extensions run continuously.

[Gandtee]

My passport expires in 2028. I am ninety-one. The last time I renewed my passport, I was in NZ. My daughter inquired at the British Embassy in Auckland, who gave her sound advice. She sent my passport off to the UK. Received notification from HMPO that they had received it and that everything was in order. I received my new passport and old one clipped within three weeks. Excellent service. Doing it from Thailand sounds like a nightmare. I'm not looking forward to it. That's if I'm still around. 😦

[Upnotover]

2 minutes ago, Gandtee said:

My passport expires in 2028. I am ninety-one. The last time I renewed my passport, I was in NZ. My daughter inquired at the British Embassy in Auckland, who gave her sound advice. She sent my passport off to the UK. Received notification from HMPO that they had received it and that everything was in order. I received my new passport and old one clipped within three weeks. Excellent service. Doing it from Thailand sounds like a nightmare. I'm not looking forward to it. That's if I'm still around. 😦

 

It's not a nightmare and the system normally works fine.  In case you prefer not to travel to Bangkok/Chiang Mai you can easily use an agent for the application.

[DrJack54]

28 minutes ago, Gandtee said:

Doing it from Thailand sounds like a nightmare. I'm not looking forward to it. That's if I'm still around

Use an agent. Few extra baht but as a senior citizen its best option for UK passport renewal. 

[PomPolo]

On 3/31/2025 at 7:25 PM, DrJack54 said:

Here is thread with post from @brewsterbudgen points out that he retained UK pp after dealing with VSF.

Suggest you contact VSF for clarification.

https://aseannow.com/topic/1346007-requirements-for-uk-passport-renewal/

 

Note: for others...do not leave passport renewal to last couple of months validity. Crazy. 

This is an interesting fair point @DrJack54 mine actually expires next year what would you recommend the period before expiry reapplying for a UK passport to be on the very safe side?

[DrJack54]

17 minutes ago, PomPolo said:

 mine actually expires next year what would you recommend the period before expiry reapplying for a UK passport to be on the very safe side?

I'm bit extreme on this topic.

Possibly because I have seen too many threads of folk getting caught out leaving it a bit late.

Suggest folk do it well early when it suits schedule of travel etc 

When you work out how much baht you lose by doing it early it's not big dosh. 

If I had a pp expiring in say mid 2026 I would be obtaining one mid 2025

[PomPolo]

1 minute ago, DrJack54 said:

I'm bit extreme on this topic.

Possibly because I have seen too many threads of folk getting caught out leaving it a bit late.

Suggest folk do it well early when it suits schedule of travel etc 

When you work out how much baht you lose by doing it early it's not big dosh. 

Thanks @DrJack54 was thinking the same thing passport expires Sept next year and retirement needs renewed around end of March so was thinking of doing it just after the new year to be on the safe side not planning on any exits between when I make the new passport application and the end of the current retirement so I think early in the new year probably makes sense, thanks for your help as always @DrJack54 you have answered a few of my questions previously.