Policy - Names to be displayed in a passport
1982
Travel documents > Passport policy links > Policy - Names to be displayed in a passport
Act
New Zealand passports only display names that we have substantiated.
On this page:
• Legislation and standards
• Confirming names
• Details differ from official records (Adverse Action).
• Surnames and aP-plicants born before 1 September 1995
• Surnames and aP-plicants born on or after 1 SeP-tember 1995
• AP-plicants with only_given names
Information
• Foreign names
• Apostrophes in Pacific Island names
• Use of full stops and commas in names
• Very_ long names
• Acceptable titles
• Unacceptable titles
• Foreign titles
• Name suffixes
Official
• Citizenship by_grant and descent registration aP-P-licants
• Names joined by a slash
• Names joined by a hyphen
the
• Use of UP-per and lower case
Legislation and standards
• ICAO Document 9303: Machine Readable Travel Documents Part 3 - Specifications common to all MRTDs
under
• Section 152 of Privacy Act 2020
• Births, Deaths, Marriages and Relationships Registration Act 2021
Back to contents
Confirming names
1
Released
A USO must substantiate the name details on every application. We do this by matching the details they have provided against official records using the register record search, or
against any original foreign documents provided by the applicant.
Occasionally, an applicant requests a name that is different from their previous passport or official records. See policies:
1982
• Names assumed by custom or usage by_passport ap_plicants
• Change of name and passport ap_plicants.
Back to contents
Act
Details differ from official records (adverse action)
If you are unable to match an applicant's details to a register record, we are required by Section 152 of the Privacy Act to advise them in writing and provide them 10 working days
before taking any adverse action.
Back to contents
Surnames and applicants born before 1 September 1995
It is a requirement of the passport system and the International Civil Aviation Organisation (ICAO) that every passport must show a surname.
Information
If a person claims that they do not have a surname, then see heading below:
Applicants with no surname.
First time applicants
Passport may be issued displaying:
• the designated surname on the applicant's birth record, or
Official
• either parents' surname.
Renewal applicants or replacement of lost/stolen passport applicants
the
If a previous passport has been issued in the designated surname, then the new passport must be issued in the designated surname, unless the applicant has changed their name by
statutory declaration.
If a previous passport has been issued in a non-designated surname, then the new passport can continue to be issued in that surname. If the applicant no longer wishes to use that
surname, then the designated surname is the only name that can be reverted to, unless the applicant completes a change of name by statutory declaration.
under
If there is no designated surname on the birth record, then the applicant can use the other parent's surname, however the applicant cannot revert to the previous name at a later
date.
Back to contents
Surnames and applicants born on or after 1 September 1995
It is a requirement of the passport system and the International Civil Aviation Organisation (ICAO) that every passport must show a surname.
2
Released
If a person claims that they do not have a surname, then see heading below:
Applicants with no surname.
First time applicants
1982
Passports must only be issued in the designated surname on the applicant's birth record.
Renewal applicants or replacement of lost/stolen passport applicants
Act
If a previous passport has been issued in the designated surname, then the new passport must be issued in the designated surname, unless the applicant has changed their name by
statutory declaration.
If a previous passport has been issued in a non-designated surname, then the new passport can continue to be issued in that surname. If the applicant no longer wishes to use the
surname, then the designated surname is the only name they can revert to, unless the applicant completes a change of name by statutory declaration.
Applicants cannot use or revert to another surname once a passport has been issued in the designated surname, or other parent's surname if there is no designated surname.
Back to contents
Applicants with only given names
Since 24 February 1992, New Zealand passports have been issued in accordance with the standards set by the International Civil Aviation Organisation (ICAO). It is a requirement of
Information
ICAO that every passport must show a surname.
Where a person does not, or claims they do not have a surname, you will need to contact the person to see how they use their names.
1. If the person only has one given name this should be entered in the surname field in KIWI with no given names.
2. If the person has no surname and more than one given name you should confirm with the applicant how they use their names, e.g. if they use either name as a surname. You
Official
should follow the same process for a name by custom and usage.
3. If the applicant has more than one given name and confirms that they do not use any name as a surname, then all the given names should be recorded in the surname field in
the
KIWI.
Note:
• These rules apply for KEA applications too, with the addition that you will need to record the given names as XXX. Do not use more or less X's as our systems interpret XXX as a
blank. Do not enter XXX into KIWI as it does this in the background.
• When linking, you will need to ensure you link all possible combinations. Make sure you also search for all possible combinations to prevent an additional person record from
under
being created.
Linking examples in KEA:
Name on form
Link
Name Reason code
Effective Date
Family Name
Given Name
1. Habib
XXX
Habib
As per record type
y
3
Released
I
I
Habib
XXX
I C&U
2. Habib Kaur
XXX
Habib Kaur
As per record type
y
1982
(where Kaur is used as surname)
Kaur
Habib
C&U
N
Act
Habib
Kaur
NTV
N
3. Habib Kaur (where no surname is used)
XXX
Habib Kaur
As per record type
y
Habib Kaur
XXX
C&U
N
Kaur
Habib
NTV
N
Habib
Kaur
NTV
N
Back to contents
Foreign names
Information
Use of diacritics
Many languages use diacritics in names, such as:
• Diaeresis or umlaut - two dots over a vowel in Germanic languages (a)
Official
• Tilde - a mark ~ over a letter in Spanish or Portuguese (a)
• Scandinavian slashed O (0)
• A macron instead of a double letter in Maori (a, e, T, 6, O)
the
• Additional letters such as the German symbol indicating a double S (B) or the AE (A:).
Diacritics may be printed on the bio-data page of the passport. See Process - Add a diacritic.
An official document (foreign birth certificate or marriage certificate) is only required if the diacritic changes the spelling of the name and the diacritic does not appear on their
citizenship record. For example: Boeselager becomes Boselager.
under
Note:
• LISOs should not make referrals to Births, Deaths, Marriages and Citizenship for confirmation of diacritics
• Diacritics cannot be added to place names.
Use of husband1s given name
4
Released
In some cultures, e.g. Indian Hindu, a woman may, upon marriage, take one of her husband's given names as an additional given name. This is in addition to taking her husband's
surname.
If this is indicated on the application form, the passport can only be issued displaying the additional given name if the applicant completes a Name Change by Statutory Declaration.
1982
Gender based surname endings
In some cultures, men and women take different endings in the surname, e.g. in Poland the man take the ending 'ski' and women take the ending 'ska'.
Act
A female applicant may indicate on their form that they wish to use the female ending when the marriage certificate shows her husband's surname with the male ending.
The passport can only be issued with the altered spelling if the applicant shows evidence of the name change on the marriage certificate, or by a Name Change by Statutory
Declaration.
Matai names
Matai names are not recognised for passport purposes in New Zealand unless they have evidence that this name has been officially registered. E.g. if an applicant has the Matai name
on their citizenship or descent registration (DRG) certificate, or name change by statutory declaration. If there is no supporting evidence this name must not be recorded in a
passport.
Back to contents
Information
Apostrophes in Pacific Island names
The use of apostrophes in Pacific Island names is often inconsistent. If the surname or first character of the first given name contains an apostrophe, then the names also need to be
recorded in the passports system without apostrophes to ensure that the records can be located.
For example:
Official
• Sila Nuku'alofa should be recorded on the person record as follows:
NUKU'ALOFA Sila as BIR, CIT or DRG
NUKUALOFA Sila as NTV
• 'lofi Aholele should be recorded on the person record as follows: the
AHOLELE 'lofi as BIR, CIT or DRG
AHOLELE Lofi as NTV
Back to contents
Use of full stops and commas in names
under
Full stops and commas should not be used in names as they affect the visual inspection zone (VIZ) of the passport and the search functions on the passport database.
LISOs should contact the applicant to advise that full stops or commas cannot be included.
Example: Will.Lam should be shown as Will I Am
This should be linked as BIR, CIT, DRG etc but should also be linked as William NTV.
Back to contents
5
Released
Very long names
The first name and surname fields on the passport cannot contain more than 48 characters each including spaces. If there are more than 48 characters in a given field, the names will
automatically be cut in the book at the character limit, potentially cutting a name in half.
1982
To prevent this happening, passport officers must show as many complete names as can fit and remove the rest from KIWI. The full name must be entered as an observation on the
observation page of the passport and linked in KEA.
Act
Both the name to appear in the passport and the full name need to be linked in KEA. Please see exception instructions EVAL-05 Full name observation label needed for further
processing instructions.
The shortened and full name for Kahurangi Wiremu Timoti Haumia-tiketike Hohepa Williams HAKENA should be linked as follows. All other names are to be linked as normal.
Linking
Name Reason Code
Effective Date
Use
Surname
Given Name
HAKENA
Kahurangi Wiremu Timoti Haumia-tiketike Hohepa
C&U
Date of Linking
p
HAKENA
Kahurangi Wiremu Timoti Haumia-tiketike Hohepa Williams
BIR
Birth date
For further instructions on linking an application in KEA see SY.stem SteP--Link an ap_P-lication in KEA
Information
Please see exception EVAL-05 Full name observation label needed for processing long names in KIWI.
Back to contents
Acceptable titles
Passports can be issued displaying the following acceptable titles:
Official
• Honourable (Hon)
• Right Honourable (Rt Hon)
the
• titles bestowed by the Monarch
• Maori titles recognised by Treaty partners which are of mana and recognition in Maoridom equivalent to those conferred by the Crown for life.
Title bestowed by the Monarch
Unless the title is shown in a previous passport, the application must be referred to a Passports Operations Manager who will determine if the passport can be issued displaying the
under
title.
Note: If you are able to find the applicant listed on the Honours list of the Department of Prime Minister and Cabinet website here httP-s://dP-mc.govt.nz/our-P-rogrammes/new
zealand-royal-honours/honours-lists-and-reciP-ients/honours-lists
You can use this in your referral for approval, alone or with any other supporting evidence. On receipt of approval, upload the approval email into the KIWI application as a
supporting document.
6
Released
Maori titles
Examples of titles that could be included (which are currently known to the Department to be of mana and status that are at least equivalent to Sir/Dame or to a hereditary peerage)
are:
1982
• Te Arikinui (for the Maori King or Queen)
• Ariki for the paramount chief of Tuwharetoa
Act
• Tumuaki of the Kingitanga movement (recognised in the Ngati Haua legislation)
We do not hold a definitive list of acceptable Maori titles, but to proceed on a case by case basis, and seek evidence where necessary from the applicant to substantiate their claim to
the title.
Evidence may include:
• Waitangi Tribunal or Treaty Settlement reports, legislation and documents which refer to the holder and previous holders of the title (e.g. as the Ngati Haua settlement reports
and legislation make reference to the Tumuaki)
• Letters from the organisations recognised by the government as being representative of iwi (e.g. the Post Settlement Governance Entity or recognised Treaty negotiating body)
confirming that the title is equivalent in Mana to titles conferred by the Crown (e.g. Knighthood/Damehood) and recognised throughout their iwi and by other iwi.
• Historical and reference sources - e.g. the Te Ara Encyclopedia of New Zealand
Information
• The Cabinet Office
• Media reports
Unless the title is shown in a previous passport, the application must be referred to a Passports' Operations Manager who will seek support from Pou Arahi (if required) and determine
if the passport can be issued displaying the title.
Back to contents
Official
Unacceptable titles
Passports may not be issued displaying the following unacceptable titles:
the
• service and military ranks
• Awards, Designations, Professional and Vocational titles, for example QBE, Dr, Rev, or Nurse
• Pacific Island customary titles.
under
Note:
Unless the Pacific Island customary title is shown in a previous passport, the application must be referred to a Passport's Operations Manager who will determine if the passport can
be issued displaying the title.
Back to contents
Foreign titles
7
Released
Foreign titles are not recognised for passport purposes in New Zealand.
Exception:
In some countries, a title is recorded as part of a person's name. If that person is granted New Zealand citizenship and the title appears on their citizenship certificate, it can be
1982
regarded as a forename for passport purposes and be left in its original form.
Back to contents
Name suffixes
Act
Special provisions apply when suffixes are attached to surnames.
• The suffix should be treated as the last given name.
• Any brackets must be omitted for passport purposes.
• Abbreviations, for example Jnr, should be used if that is how the suffix is shown on the register record
• Roman numerals should be used to denote the generation, i.e. 111, not 111, 3, or 3rd.
For example:
• William Harvard Smith (3rd) should be entered in the Passport system as:
Information
SMITH
William
Harvard
111
• James Bond (Jnr) should be entered as:
BOND
Official
James
Jnr
Where a woman is applying for a passport in her married name, and the groom's surname is shown with a suffix on the marriage record, the suffix should be omitted from the
woman's surname as the generation denoted only applies to the groom.
the
When an applicant has requested the suffix as part of their surname, the Passport Officer should confirm with the applicant that the suffix will be recorded as the last given name on
the passport. If the applicant does not accept this and the suffix is shown as part of the surname on the register record, the matter should be referred to the Passport Manager who
will assess on a case-by-case basis if the passport can be issued with the name as it is shown on the record.
Use of numerals
under
Passports must not be issued with numerals included in names. E.g. Sm 1th. This is regardless of whether it appears on the applicant's foreign birth certificate. The reason for this is
that it cannot be accepted by ICAO standards.
Back to contents
Citizenship by grant and descent registration applicants
8
Released
First time applicants
A passport may only be issued in the surname shown on the applicant's citizenship or descent registration (DRG) certificate, unless the applicant has married or since changed their
name by statutory declaration. If there are additional surnames recorded on the applicant's birth certificate, only the name that appears on their citizenship or DRG certificate may be
1982
used.
If the applicant states that the name(s) on their citizenship or DRG certificate is incorrect, they should be advised to contact the Citizenship Office. If Citizenship will not change the
name, then the passport must be issued displaying the name shown on their citizenship or DRG certificate.
Act
First time married applicants
A married applicant can have their passport issued displaying their birth surname, rather than the married name shown on their citizenship or DRG certificate.
Note:
An applicant may only revert to their birth surname. Given names must match those on the Citizenship/DRG certificate
If their birth certificate shows a designated surname, then the passport can only be issued showing the designated surname. However, if there is no designated surname, then either
parents' surname can be used.
Note:
Once one parent's surname is used, applicants cannot later decide to use the other parent's surname. Information
Renewal applicants or replacement of lost/stolen passport applicants
Passports may continue to be issued in the name shown on the previous passport.
Back to contents
Names joined by a slash
Official
In the past some births may have been registered with a name joined by a slash.
As a slash creates problems with the New Zealand Customs database, a slash must not be used for passport purposes.
the
Where an applicant's name is joined by a slash, the slash should be substituted with a hyphen or a space after consultation with the applicant.
Back to contents
Names joined by a hyphen
under
An applicant may have a single hyphen in their surname. A USO should confirm this is included in their current name or they are entitled to the name through marriage/civil union.
It is a requirement of the Passport system and the International Civil Aviation Organisation (ICAO) that a passport cannot record a double hyphen in a surname, for example Dupont-
Monet rather than Dupont-Monet. This is because a double hyphen causes the first part of the surname to be identified as another first name when scanned and the passport cannot
be issued.
Example:
9
Released
If ...
Given name/s
Surname/s
Single hyphen in surname
Samuel Archie
Dupont-Monet
Samuel Archie DUPONT-MONET
1982
Samuel Archie
Samuel Archie DUPONT-MONET
Single hyphen in surname
Dupont--Monet
Note: inform applicant that the double hyphen
Act
will not appear when applying for a passport.
For example, between 2005 and 2010, a law in France stated that all new double-barrelled surnames must be spelled with two hyphens.
If the applicant prefers a double hyphen, such as Dupont--Monet, advise them that only a single hyphen will be recorded in their passport.
They do not need to provide evidence of this name in use.
Back to contents
Use of upper and lower case
Information
The convention for writing the name of the holder in a passport is to use upper case characters. However, if the surname or family name contains a prefix, e.g. 'van', 'Mc', 'de la', then
a mixture of upper and lower case may be used, if requested by the applicant in the form of a letter or through the Contact Centre.
Note:
• Lower case characters can only be used for the prefix
• The use of upper and lower case characters may only be used in the surname Official
• Given names must be written using upper case characters only
• If an applicant has previously been issued a passport with both upper and lower case, then any subsequent passport can be issued this way.
the
Back to contents
Related pages
Guidelines - Determining name to be recorded on citizenshiP- certificate
under
Policy - Names and citizenshiP- by_grant ap_P-licants
Guidelines - Identifying naming traditions from around the world
Get help or give feedback
To get help, report an error or give feedback, go to Contacting a SUP-P-Ort team
10
Released
1982
Act
Information
Official
the
under
11
Released
