By Ern Phang, Solicitor & Notary Public
Director of Phang Legal. Solicitor since 1998 and notary public since 2005.
Example: the situation
Gurpreet lives in Kellyville. He's applying for a new Indian passport, and his appearance has changed a great deal since his last passport photo was taken. The VFS checklist for his application lists Form J.
Your passport photo is how officials match you to your passport, so a big change in how you look can matter when you apply for a new one. When it does, the Indian passport application may include Form J, the declaration about your change of appearance. Like the other passport forms, Form J is usually signed in front of a notary public in New South Wales. Let's discuss this in further detail.
Do you need Form J for your Indian passport application?
VFS Global decides that, through the checklist for your particular application. It's not up to us. VFS is the service provider for the Indian High Commission and Consulates in Australia, and its passport services page (updated July 2026) has the current forms and checklists.
Download the form and checklist when you're ready to apply rather than relying on an old copy. If the checklist doesn't mention Form J for your situation, follow the checklist.
Why is Form J signed in front of a notary public?
For applicants in New South Wales, the VFS forms and supporting documents that must be witnessed or certified generally need an Australian notary public. A justice of the peace isn't normally enough. Our notary confirms who you are from your photo identification, witnesses you sign Form J and notarises it.
You fill in the form yourself before the appointment. It's your declaration, so we don't tell you what to write in it.
Does Form J need an apostille?
Usually not. Form J stays in Australia as part of the application you lodge with VFS, so notarising it is normally the only step. An apostille is for documents going to official recipients in India.
The checklist may ask for other documents to be notarised too, such as copies of your passport. We can do those at the same appointment.
What to bring to your appointment
- Form J, filled in but not signed. Form J requires a passport sized photo. You should prepare this before coming to your appointment. We do not provide photos.
- Your current Indian passport.
- Further photo identification, such as an Australian driver licence, especially if you no longer look like your passport photo.
- The VFS checklist, printed or on your phone, so we can check what else needs a notary.
Ready to sign Form J?
Example: the solution
Gurpreet completed Form J at home and brought it unsigned with his passport, his driver licence and the checklist. Our notary checked his identification, witnessed his signature and notarised Form J, together with the passport copies his checklist asked for. He collected the documents the same day and lodged his application with VFS.
Request a quote for Form J, or send us a message on WhatsApp.
About Us
This blog is maintained by Phang Legal, a boutique law firm with offices in Parramatta and Rouse Hill. We help clients from across Sydney and beyond with personal, professional and timely Legal Services, Notary Services and Apostille Services.
As a leading provider of notary services in Sydney, we have 1k+ Google Reviews (4.9) (updated July 2026) with many clients happy to share their experience in using our services.
Phang Legal — Parramatta6/83 George Street
Level 3, 87 Marsden Street (from 1 March 2026)
Parramatta NSW 2150
Phang Legal — Rouse Hill
214/80 Main Street
Rouse Hill NSW 2155
Call 02 9687 8885 | WhatsApp | Request quote
About the author
Ern Phang — Solicitor & Notary Public
This article was written by Ern Phang, a director of Phang Legal, a solicitor since 1998 and a notary public since 2005.
Ern has been a member of the Society of Notaries of NSW since 2005, a Fellow of the Australian and New Zealand College of Notaries since 2013, and a member of the Law Society of New South Wales since 1998.
Ern regularly writes about his experiences as a notary public and the practical issues his clients face when sending documents from Australia to India and other countries all over the world.
Using information in this article
This article provides general information. Requirements, forms, fees and service arrangements may have changed since its original publication. Check the receiving organisation’s current requirements and obtain advice relevant to your circumstances.
