Updated on 6 Jan 2026
When you apply for an Indian passport, your application is assigned a unique file number. This number acts as a reference ID that helps track and manage your passport application throughout the process, from submission to final delivery. The file number in the passport also serves as an important link between you and the Passport Seva system, allowing you to check your application status, make enquiries or retrieve details whenever needed.
Now, let’s take a closer look at what a file number in a passport is, how it is created and how to find it.
Meaning of the file number in an Indian passport
The file number, or application reference number, on an Indian passport is a 12-15-character alphanumeric code. It uniquely identifies your passport record within the system. This number is used by the Passport Seva Kendra and the Ministry of External Affairs to locate, verify and manage your passport records efficiently. This helps speed up processing and avoid errors related to passport-related activities for both the authorities and applicants.
How is the file number created?
A passport file number is created through a systematic process to make every application unique and traceable. The numbers and letters in the code indicate details of the passport application.
In India, the file number includes the regional passport office code, the year of application and a distinct serial number that improves tracking precision. The office code identifies where the application was processed, while the year and serial number help maintain an organised record system.
This structured format helps the passport office manage and track thousands of applications, allowing officials to quickly locate and process individual files when needed.
How to find your file number?
To locate your passport file number, follow these steps:
Issued passport:
- If you already have the passport, take a look at its final page. At the bottom of the page, you’ll find the file number in a 12-15-character alphanumeric code. It is printed in a smaller font and is generally labelled as “File No.”
Application in process:
- Application receipt: When you submit your application to the Passport Seva Kendra or Post Office Passport Seva Kendra, you will receive a hard copy of the receipt with the file number prominently printed on it.
- Passport Seva portal: Enter your registered login information and access the official Passport Seva portal. Next, select “View Saved/Submitted Applications” from the menu. Here you will find your application information, including the file number that you may use to monitor its progress.
- Email/SMS: After successful application and payment of the fee, verify the email on SMS confirmation that the Passport Seva Kendra sent you.
If you are applying for a new passport or want to check its status online, this number is key.
Role of file number when applying for travel documents
The file number plays a vital role throughout the passport application process. It allows applicants to track their application status in real time. It’s also used during police verification, helping authorities match applicant details with local records for safety.
If you contact your airline’s customer support for updates or corrections, the file number helps representatives quickly locate and verify your application. It’s also required for reissue or renewal requests due to loss, damage or expiry. Once approved, this same number is shared with the passport printing unit to ensure your application is processed correctly.
It’s important to note that a file number is a temporary identifier linked only to your ongoing application. It differs from the passport number, which is assigned once your passport is printed. While the file number appears on the last page of your passport, the passport number is prominently displayed on the first page.
Do you require a passport file number for travel insurance?
When buying travel insurance, insurers mostly ask for your passport number to link the policy with your trip details. However, some may also request your passport file number, especially if the plan covers document loss, legal assistance or trip delays caused by passport-related issues. This number helps insurers verify your identity and application status if your passport is lost or being reissued while travelling.
The file number is particularly helpful when you purchase travel insurance before receiving your passport. It allows insurers to process your application smoothly and later update records once your passport is issued. It also comes in handy if you need assistance abroad with lost documents or verification.
While not mandatory for all policies, providing the file number can speed up the claims and verification process. Keeping it handy is a good idea.
Conclusion
Now that you know what a passport file reference number is and how it helps streamline your application process, it’s time to prepare for your upcoming travels with the right protection in place. If you’re planning a short getaway, a single trip travel insurance plan is a convenient choice to safeguard against unexpected disruptions. For those who travel frequently, a multi-trip plan under your policy ensures continuous coverage throughout the year without repeated renewals.
If you need personalised guidance on choosing the best travel insurance for your needs, simply fill out the form on this page and get expert advice tailored to your travel plans.
FAQs
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What is the passport file number meaning?
The passport file number is a 12-15-character alphanumeric code that serves as a unique reference ID for your passport application. It helps authorities track, verify and process your passport efficiently.
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Can I track my passport application using only the file number?
Yes, you can. The file number lets you check your application status through the official Passport Seva website or app, from submission to dispatch.
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What should I do if I lose my passport file number?
You can retrieve it by contacting the Passport Seva Kendra or the Regional Passport Office where you applied. Providing your full name, date of birth and application details will help officials locate it.
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Is the file number required for passport renewal or reissue?
Yes. If you’re renewing or reissuing your passport due to damage or loss, you’ll need the old file number for quick verification and to link your previous application record.
Disclaimer: The information provided in this blog is for educational and informational purposes only. It may contain outdated data and information regarding the topic featured in the article. It is advised to verify the currency and relevance of the data and information before taking any major steps. ICICI Lombard is not liable for any inaccuracies or consequences resulting from the use of this outdated information.