Duplicate Passport and Passport Amendment
The Society has a comprehensive document outlining all rules relating to passporting equines with us. All applicants should first familiarise themselves with these rules before submitting any application to the Society. The document is available under the Passport Services section of the 'Downloads' page on our website. By submitting a passport service application to the Society, you are agreeing to abide by these rules at all stages. Registration of equines is highly regulated in the U.K. and the Society must follow these strict guidelines imposed by the U.K. and Welsh Governments. It is a legal requirement for all equines in the U.K. to be microchipped and passported. The passport must remain with the equine at all times, including when travelling. If the passport is lost, then the owner must apply for a 'Duplicate' copy, and if the original passport is damaged or defaced then it must be reprinted in order to be compliant.
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Providing the application is received correctly completed (in line with the Society's rules of registration), then the turnaround time is 15 working days. If an application is returned due to errors, this 15 working days turnaround will start again from the point of correct re-submission to the Society Office.
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For a full list of prices, please visit the main Passport Services page and follow the link to the Price List.
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The Society strongly recommends that all applications/documents/passports are sent by Signed For, Tracked, or Special Delivery and that customers pay the Society the same for the return of the completed passport(s). Alternatively, customers may include a pre-paid, self-addressed envelope for the return of the completed passport(s).
By sending the application via recorded delivery, customers can track the package and ensure it has been delivered to the Society Office safely. Alternatively, customers can include a stamped addressed postcard which will be returned to confirm receipt of the package. The Society cannot answer calls asking whether a passport or application has been received; so please do not call. By sending the package via recorded delivery, receipt can be verified by inputting the tracking number to the Royal Mail Track & Trace website.
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Duplicate Passport
By law, any passport that is produced which is issued more than twelve months after the date of birth of the foal MUST be marked as ‘duplicate’ and the animal irreversibly signed out of the food chain.
The Society can also issue a duplicate passport for a registered animal if the original passport has been lost. It is a government-set requirement that the animal’s markings MUST be verified by a veterinary surgeon for all applications for a duplicate passport. To issue a duplicate passport, the Society requires the correctly completed, current Duplicate Passport application form to be submitted. The markings form, description, and microchip number must be verified on the form by a veterinary surgeon who should complete the form in the required places. All applications must be completed on the Society forms and the fees should be submitted along side. We cannot accept applications made on forms produced by other Passport Issuing Offices. Incomplete or incorrect applications received will be rejected and returned to the sender to enable corrections to be made.
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If the animal is not currently recorded in your ownership with the Society, then a transfer of ownership must also be completed along side the application for the duplicate passport. See the Transfer of Ownership page for more details.
Passport Amendments
Includes damaged passport re-print, reprint due to insufficient transfer of ownership or vaccination pages, change of section of the animal and change of colour and markings of the animal.
The Society can, upon request re-issue (re-print) passports if the need arises. In all cases, the Society requires the correctly completed, current Passport Amendment application form to be submitted. The markings form, description, and microchip number must be verified on the form by a veterinary surgeon who should complete the form in the required places. All applications must be completed on the Society forms. We cannot accept applications made on forms produced by other Passport Issuing Offices. Incomplete or incorrect applications received will be rejected and returned to the sender to enable corrections to be made.
The Society will in all cases produce a new passport and carry over any required pages into the Non-Statutory section of the new passport in order that those records are not lost (e.g. vaccination pages). Regrettably, the Society cannot include previous ownership records due to GDPR. The food chain status on a re-issued passport will match that of the original, so if the animal has already been irreversibly signed out of the food chain, then this will be continued over onto the reprinted passport.
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If the animal is not currently recorded in your ownership with the Society, then a transfer of ownership must also be completed along side the application for the duplicate passport. See the Transfer of Ownership page for more details.