10 July 2025
45 Pipitea Street, Wel ington 6011
Phone +64 4 495 7200
dia.govt.nz
E Jones
fyi-request-31274-
[email address]
Tēnā koe
OIA request 24/25 1203 Request for Information on Name Formatting Rules for Passports
Thank you for your Official Information Act (Act) request received by the Department of Internal
Affairs (Department) on 11 June 2025.
You requested –
I am requesting information regarding the policies governing the issuance of New Zealand
passports, specifically relating to name formatting rules.
Could you please provide clarification on the fol owing:
1. The exact legislation or internal policy that allowed individuals born before 1
September 1995 to have their passport issued under either their birth surname or
one of their parents' surnames.
2. Whether this policy was in effect in 2000, and if so, the precise wording and
governing authority for this rule at that time.
3. Any changes or amendments made to this policy since 2000, including dates of
revision and rationale for adjustments.
4. Any relevant guidelines or directives provided to passport processing officers
concerning name selection for passport issuance prior to legal name changes.
If possible, I would appreciate receiving copies of relevant legislative provisions, official
policy documents, or internal guidelines that detail these rules.
On 7 July 2024, you were contacted to clarify question four of your request. You were asked
whether you meant a person applying for a passport and then changing their name by means of
statutory declaration, by marriage or civil union or changed overseas. No response for
clarification has been received to date.
As no response to the clarification of your request on 7 July 2025 was received, your request has
been interpreted as-
4. What is your policy for a person who would apply for a passport and then change
their names after the passport has been issued?
In response to your request, I can provide you with the fol owing information.
Question One
It may be helpful to provide some background information on the New Zealand birth
registration process which influenced the passport policy of the Department.
Prior to the introduction of the Births, Deaths and Marriages Registration (BDM) Act 1995, there
was no legal obligation to have or use a surname. Since the introduction of the BDM Act,
parents were required to designate a surname for a child unless they had a valid objection on
philosophical, religious grounds or cultural tradition.
Passports were issued with no surname and a given name(s) only however, the Department’s
Passport system (and the International Civil Aviation Organisation (ICAO) standard) required
that every passport must show a surname. ICAO standard passports have been issued in New
Zealand since 24 February 1992, and all will show a surname.
Information regarding the use of surnames for the issuing of passports is discussed in detail in
the extracted documents from the Documents of National Identity (DONI) Manual dated 1 July
1996, attached as Appendix A. This policy was in place to account for individuals born before 1
September 1995.
Questions Two and Three
I can advise that the policy used in 2000 is the DONI policy dated 1 July 1996 as per the extract
referred to in question one. This policy was updated to the Passports Circular Memo dated 15
October 2007, attached as Appendix B. I can confirm that this is the same guidelines that is
reflected in the Department’s current policy, updated on 11 March 2024, attached as Appendix
C: Policy for names displayed in a Passport.
Question Four
I can advise that the name recorded in a passport needs to be verified according to the
Department’s existing polices. There is some flexibility in terms of the name chosen to be
displayed in the passport however, there needs to be accompanying documentation upon
lodging an application to legitimately select the name for the passport to be issued in. It is
advisable to have a passport issued after an application for a name change has been officially
accepted and changed by the Department. A verification document of this name change will be
issued by the Department, and the Department can check that record when issuing a passport.
I also refer you to the attached policy last updated 2 May 2025 as Appendix D: Names assumed
by custom or usage by passport applicants.
As this information may be of interest to other members of the public, the Department has
decided to proactively release a copy of this response on the DIA website. Al requestor data,
including your name and contact details, will be removed prior to release. The released
response will be made available here
: https://www.dia.govt.nz/Official-Information-Act-
Requests-2.
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You have the right to seek an investigation and review by the Ombudsman of this decision.
Information about how to make a complaint is available at www.ombudsman.parliament.nz or
freephone 0800 802 602.
Ngā mihi
Julia Taylor
Manager Operational Policy and Official Correspondence
Regulatory and Identity Services
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