New Zealand adult passport application: prepare your photo, referee and records
For a New Zealand passport application, prepare a compliant passport photo, an eligible identity referee or witness, any previous passport details, payment and delivery information. Follow the online or paper route you choose, because the photo and identity-confirmation steps differ.
A stored scan of your passport is useful for reading its details. It is not the portrait photo needed for a new application. The New Zealand Passports preparation page sets out the core items and links to any extra steps for changed details or children.
Start by deciding how you will apply. Online applicants use a digital photo and an identity referee. Paper applicants need to follow their form's photo and witness instructions. Keep those routes separate when collecting files.
Prepare the correct item for each job
| Item | Check before starting |
|---|---|
| Passport portrait | A current, compliant portrait file rather than a scan of an ID page |
| Identity confirmation | Referee for online, or witness where the paper route requires one |
| Previous passport | Its details, if you have had one |
| Changed personal details | The official instructions for the change |
| Delivery and payment | Correct recipient details and the current official arrangements |
Keep the original digital portrait
The official photo guide requires a colour JPEG portrait, 3:4 aspect ratio, 250KB to 5MB, less than six months old. Check its current pixel and appearance requirements too.
If a photographer supplies the picture, request the digital file for an online application. The Passport Office says scans of printed photos are not accepted. Save the file itself from the photographer's message; taking a screenshot of the preview can change its dimensions and quality.
If someone takes the photo with your device, follow the official framing, lighting and background instructions. Selfies are rejected. Do not use filters, beauty retouching or AI to change your appearance. Use the official photo checker linked from the guide to check technical requirements, while still reviewing the appearance rules yourself.
Keep the final portrait separate from scans of supporting documents. Do not watermark it or send it through a document-to-PDF workflow. A PDF containing a picture is a different file type from the required JPEG portrait.
Ask your referee before entering their details
The identity referee guidance says the person must be at least 16, hold a current or expired New Zealand passport and have known you for more than a year. They must agree, be available for contact, and cannot be your partner, family member or someone living at your address.
For an online application, gather the requested referee information directly from them and enter it accurately. The referee does not need to sign the photo or complete a paper form. They may be asked to complete an online identity check; the guidance explains the RealMe login involved.
Ask only for the required referee information; avoid retaining unnecessary passport images. If you cannot find a suitable person, use the Passport Office contact route instead of naming an ineligible friend or relative.
Check the application files in order
- Compare your name and other details with the records you will use. For a change, follow the specific official instructions rather than altering an old scan.
- Open the portrait file and verify its format, size and date separately from the document checklist.
- Confirm that your referee expects contact and that their details are current.
- Review any additional document request for your own case. Send the original, copy or file format specified, rather than assuming a saved image will do.
- Save the application reference and confirmation. Keep them distinct from the new passport once issued.
If asked for a civil birth certificate, see the New Zealand birth-certificate guide. Do not order one automatically just because another applicant needed it.
Preserve issuer-supplied signed PDFs and verification codes in unchanged files. A personal scan or edited derivative does not acquire the status of an issued original by being stored with your application.
Final preparation check
- The online or paper route is clear.
- The portrait is the correct original file and meets current requirements.
- The referee is eligible and has agreed.
- Any additional evidence matches your own application request.
- Confirmation records and personal copies are labelled clearly.
Questions about New Zealand passport preparation
Can I scan a printed passport photo for the online application?
Scans of printed photos are not accepted. Obtain the photographer's digital file or follow the official device-photo guide.
Can my partner or someone at my address be my referee?
No. The official guidance excludes your partner, immediate or extended family, and people living at your address. Check all eligibility conditions before entering a referee.
Does my online referee need to sign my photo?
The online identity referee does not need to sign a photo or complete a paper form. They may be contacted for verification or an online identity check, so make sure they have agreed and are available.