Change of https://www.gov.uk/government/publications/recording-decisions-case-notes-and-passport-notes

Change description : 2025-03-27 09:27:00: Updated to reflect the change in our sovereign from Her Majesty Queen Elizabeth II to His Majesty King Charles III, include references to our Contact Centres, include new referee terminology, clarify how DAP searches are recorded in the timeline, clarify case notes do not need to be added to an application accessed with no action or decisions made. [Guidance and regulation]

Showing diff : 2022-11-18 09:36:33.648496969 +00:00..2025-03-27 09:27:07.595357082 +00:00

Guidance

Recording decisions, case notes and passport notes: caseworker guidance

Tells HM Passport Office staff about the importance of reading and recording permanent records of information, such as case notes and passport notes.

From:
HM Passport Office
Published
9 July 2021
Last updated
1827 NovemberMarch 20222025 — See all updates

Documents

How to record decisions, case notes and passport notes (accessible)

HTML

How to record decisions, case notes and passport notes

PDF, 269239 KB, 25 pages

Details

This guidance tells HM Passport Office staff about the importance of reading and recording information and why recording a permanent record is an important part of the passport application process.

It explains the different types of case notes and passport notes found in applications and passport records and who can read and record them.

Updates to this page

Published 9 July 2021
Last updated 1827 NovemberMarch 2022 + show2025 href="#full-history">+ show all updates

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Update history

2026-02-25 09:40
Published version 24.0. Changes are detailed in the ‘changes from last version of this guidance’ section.

2025-11-05 16:43
This guidance has been updated to clarify case notes do not need to be added to an application accessed with no action or decisions made, to tell examiners they must view outcomes, decisions and case notes on the DAP timeline, in section ‘How to read and record permanent records of information’ to update the list of who can read and record decisions, case notes and passport notes, to remove reference to the Application Management system (AMS).

2025-03-27 09:27
Updated to reflect the change in our sovereign from Her Majesty Queen Elizabeth II to His Majesty King Charles III, include references to our Contact Centres, include new referee terminology, clarify how DAP searches are recorded in the timeline, clarify case notes do not need to be added to an application accessed with no action or decisions made.

2022-11-18 09:36
Updated guidance.

2022-10-03 09:44
Accessible version added.