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Registration and Overstamp

The Welsh Pony and Cob Society is a UK Approved Passport Issuing Organisation, Number 826046. 

The Society can register all Welsh Breeds equines including their Part-Breds that are born, or are permanent residents in the U.K., subject to their eligibility for registration with the Society. 

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. 

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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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Guidelines to Register with the Society

Guidance for registration services can be found below. Please also familiarise yourself with the Rules of Registration and Passporting  before submitting an application. 

To register a Pure or Part-Bred animal with the Society, a fully completed current Society registration application form should be completed by the breeder, with the animal being microchipped by a qualified veterinary surgeon and the silhouette and description as a whole confirmed and signed off by the veterinary surgeon. 

A £10 administration fee will be applied to forms containing three or more errors, which much be paid upon the resubmission of the form to the Office. An administration fee will also be applied to any registration form received in the office where that animal has not been microchipped by a vet, or where the microchip number has not been recorded on the form, prior to submission of that form into the office. If an administration fee is required for incorrect or incomplete submission, then the registration will not be processed until the administration fee has been paid.

The details of the sire and the dam must be clearly supplied on the registration form. If either the sire or dam is unknown, this should also be noted clearly on the form, and must not be left blank. The Welsh Pony and Cob Society cannot register animals with no known breeding i.e., both Sire and Dam noted as unknown. In cases where there is an animal with no known breeding, the Society can offer a basic ID-only passport via the EquiCymru passport service.

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In order to record a person(s) as breeder of an animal, the Welsh Pony and Cob Society requires that person(s) to be recorded as the owner of the dam at the time of foaling or recorded as having the dam on lease/loan at the time of foaling. Ownership records must be kept up to date, otherwise the offspring cannot be registered.

If the covering stallion is owned by the breeder, then the ‘service certificate’ part of the registration application form must be signed by the breeder, or they must supply a separate covering certificate. If the breeder of the foal is different from the owner of the stallion at the time of covering, then a signed and dated service certificate is required to confirm the covering or the ‘service certificate’ part of the registration application form must be signed and dated by the owner of the covering stallion. In any case, the owner of the stallion at the time of covering must sign either the section on the form or a separate service certificate which must accompany the registration form.

All registration passports are issued to the breeder by default, as a foal should not leave the premises of the breeder unless accompanied by its passport.

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The Welsh Pony and Cob Society requires late applications for Pure Bred colts and fillies received after 1st of January in their yearling year to have a full DNA parentage report, confirming that both the sire and dam are correct, before registering the animal. This will also incur a late entry fee. DNA testing kits can be obtained from the Welsh Pony and Cob Society office.

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If the foal is the first Pure Bred registered offspring from a mare, then the Welsh Pony and Cob Society requires a DNA profile for the dam to be held on file. Without this, the application for the foal will not be completed.

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All Welsh Breeds foals must be registered on or before the 30th of November of the year of foaling. Applications that have been received after this time will be classed as late and will incur additional costs. This is a Welsh Government set deadline.

Overstamp of a Breed Society Passport

If an animal eligible for registration with the Society already holds a passport from a different Passport Issuing Office (PIO) and is resident in the UK with the full breeding details printed inside, it is possible for the Welsh Pony and Cob Society to overstamp the passport with the WPCS registration number.

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Please note that an ‘application for overstamp form’ is required in order to overstamp passports. Incomplete or incorrect applications received will be rejected and returned to the sender to enable corrections to be made. The original passport must be sent to the Society along with the application for overstamp form, so the Society registration number can be recorded in the passport.

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The ownership records MUST be up to date with the Passport Issuing Office that produced the passport in the case of overstamping. The Society cannot overstamp the animal if the ownership is not up to date with the issuing PIO. When an animal that is overstamped with the Society is sold, a transfer of ownership must be made with the PIO that produced the passport in the first instance, but also must be made with the Welsh Pony and Cob Society, to enable the Society to update our records. The passport does not need to be sent to the Society in this case, but the fee is required and a copy of the transfer of ownership pages within the passport showing the new owners name, address, and the PIO’s Society Official Stamp. This can be supplied as a scan/photo and emailed to the Welsh Pony and Cob Society. In the case of an animal that is passported with another PIO, that has been submitted for overstamping with the Welsh Pony and Cob Society, where this animal has a parent(s) either registered, or overstamped with the Welsh Pony and Cob Society, we will require the ownership of that sire or dam to be up to date with the Society before processing the overstamp for the animal, as we would for a normal first-passport registration.

Overseas Registration Documents

The Welsh Pony & Cob Society Overseas Registration Document.

Please go to the Passport Services Download page - option 15 to download the application form.

 

With the challenges faced since Brexit for recognising pedigree Welsh Ponies, Cobs and Part-Breds in the Mother Studbook, after feedback the Society has developed a new Overseas Registration Document to replace the previous Overseas Registration Certificate. The Society does not wish for any animals bred overseas to be ‘lost’ from the Mother Studbook, therefore we are pleased to offer this option to those overseas breeders and owners who wish to apply.

 

The Society is still unable to legally produce passports for Welsh Ponies and Cobs bred and domiciled in EU member state countries. However, mindful of those WPCS members and breeders, many of whom are longstanding members of the Society from within the EU countries who wish to continue to register their stock within the main Mother Studbook, the Society has launched this updated scheme which has the backing of the Welsh Government team and the Equine ID and Welfare departments.

 

With the advent of the new Overseas Register, the Society will continue to recognise these animals which are passported in EU Countries, by issuing WPCS Official Registration Documents - as we cannot now issue passports for animals that are domiciled in the EU. The process is as follows:

  • A passport is produced by the EU country containing a Zootechnic certificate. These documents are for identification, travel, traceability, health and germinal purposes.

  • The breeder/owner applies to the WPCS to have the animal entered into the Overseas Register by providing photographic copies of the required pages including a clear markings diagram from the passport, by email and pay the current fee (check with the office or see current price list).

  • The Overseas Registration Document is then issued as a printed hard copy bound into a WPCS sleeve, and the document details the WPCS Pedigree, and other information such as the original PIO, UELN, Microchip number, Welsh Breed Section, Breeder and Owner name and address as well as the markings description and diagram. This is only available to Welsh breed animals born outside of the UK and NI but within the EU and which comply with the WPCS rules for eligibility. Please note: This document is not a passport or identity document of the equine named within. It is an official document of recognition for the equine and its status as a pedigree Welsh equine by the Welsh Pony & Cob Society.

How will this work?

  1. The breeder/owner obtains a passport for their animal in the EU country of their choice (ideally from a WPCS daughter Society in that country)

  2. The breeder/owner scans the following passport pages clearly:

    1. Front details page to include the registration number in their stud book and UELN, microchip, date of issue, date of birth

    2. Zootechnic certificate including extended pedigree page with registration numbers

  3. The applicant will need to complete a ‘WPCS Overseas Registration Document Application Form’ to submit alongside the scans of the passport as part of this application. This form must have a written description of the equine and a completed markings diagram with microchip number recorded.

  4. The applicant may also need to supply DNA profiles for the sire and/or dam – you will be informed by the staff member processing the application if DNA for either the sire or dam is needed.

  5. If it is not passported by a Daughter Society of the WPCS, the breeder/owner would also have to scan and send the below documents:

  1. Confirmation of ownership/ lease of the dam

  2. Confirmation of ownership/ lease of the sire or a valid service certificate signed by the stallion owner

  3. Confirmation of the Stallion’s licence number or suitable alternative

If the WPCS does not already have these records - you will be informed by the staff member processing the application if these are needed

  1. The breeder/owner emails the scans to the WPCS and pays the fee.

  2. The application is checked by a staff member. Once checked and validated, a WPCS record is created for the animal and the animal will be allocated a Society registration code and corresponding number based on the registration status of the parents.

  3. This bespoke WPCS Overseas Registration Document is signed and validated by the Society.

  4. It is then printed and bound into a sleeve. The document will then be posted out or available for collection from the Society.

  5. The animal is now recorded in the WPCS Overseas Register.

Section 'X'

Section X was created for animals of known parentage, who fall outside of the standard rules of the Welsh Pony and Cob Society for registration in the Pure and Part-Bred register in that their sire was not a licenced stallion, or in the case of Pure Bred animals, if they exhibit too much white on the body.

 

Animals registered in Section X are not eligible for entry in official Society sales and are not eligible for participation in Mountain and Moorland showing classes or for the award of Welsh Pony and Cob Society medals.

 

Animals registered in Section X that are not of solid colour, from correctly registered and licenced parents, can be bred from and their offspring entered into the main Stud Book if they are of solid colour. The offspring must be DNA parentage verified. These applications will be discussed by Council and, if accepted, the offspring will be registered in the main Stud Book. In essence, the breeder, choosing to breed from a Section X animal, does so at their own risk.

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