How to Obtain Power of Attorney (POA) in Indian Consulate or in Indian Embassy?

To acquire a Power of Attorney (PoA) via an Indian Consulate or Embassy, the procedure may differ slightly based on your location, nationality, and the particular requirements of the consulate or embassy you are engaging with. Here is a general step-by-step guide reflecting common practices at Indian diplomatic missions globally, as of February 22, 2025. Since procedures can vary, it is advisable to visit the specific website of the Indian Consulate or Embassy in your region for the latest information.

We have mentioned the step by step guide required in Indian Embassy in Tokyo, Japan and Indian Consulate in Hong Kong.

General Requirements for obtaining Power of Attorney (PoA) through Indian Embassy or Indian consulates.

Identify the Type of Power of Attorney

Decide if you need a General Power of Attorney (providing broad authority for various tasks) or a Specific Power of Attorney (limited to a particular function, such as property transactions). This choice will influence how the document is created and, in some cases, whether it needs to be registered in India later.

Create the Power of Attorney

Draft the PoA on plain paper unless the consulate specifies otherwise. While some consulates accept plain paper, others might require Indian stamp paper (though this is uncommon outside of India, as consulates usually do not provide it).

Clearly include your name, the agent’s name, the powers being granted, along with any terms or conditions. It’s advisable to seek legal assistance to ensure it adheres to Indian law, especially for property or financial issues.

Refrain from signing the document unless the consulate instructs you to do so (some require signatures to be done in their presence).

Collect Necessary Documents

Valid Passport: Provide the original along with photocopies of the first and last pages (for Indian nationals). Ensure your signature on the PoA matches that of your passport.

Proof of Address in your resident country: Include a utility bill, driver’s license, or lease agreement (original or notarized copy if submitting via mail).

Visa/Resident Status: Non-Indian nationals or NRIs may need to submit a copy of their visa, OCI/PIO card, or proof of residency.

Photographs: Typically, two passport-sized photos (usually 35mm x 45mm) are needed to attach to the PoA or application form. Please note that this requirements may vary by consulate.

Witness Information: You may need the names and signatures of two witnesses. Some consulates require witnesses to be present with their ID (e.g., passport or resident card)and sign in front of consular officer. Alternatively, have their (witnesses) signatures notarized by a local notary public if they cannot attend.

Please check with the consulate if they mandate the presence of witnesses for signature.

Miscellaneous Application Form: Download and complete the form from the consulate’s website (e.g., “Miscellaneous Services Form”).

Notarization (If Necessary)

If submitting by mail or if the consulate allows pre-signed documents, have the PoA notarized by a local notary public beforehand. Indian nationals may not require this if signing in person at the consulate, but non-Indian nationals often need it apostilled.

Witnesses who cannot attend must have their signatures notarized separately.

Apostille (For Non-Indian Nationals, If Required)

If you are not an Indian citizen and do not possess an OCI/PIO card, the notarized PoA may require an apostille from your country’s authorities (e.g., office of Secretary of State in the US) before consulate attestation. India is part of the Hague Convention, making apostilles valid, but some Indian authorities still prefer consular attestation.

Indian nationals and OCI/PIO cardholders typically do not need to complete this step.

Submit to the Indian Consulate or Embassy

In Person: Schedule an appointment if necessary (check the consulate’s website). Bring all documents, sign the PoA in front of a consular officer if instructed, and pay the associated fee. Witnesses may need to be present or provide notarized signatures.

By Mail: Send notarized documents, a filled-out application form, photocopies, a prepaid return envelope (trackable, such as USPS Express or FedEx), and payment (usually via cashier’s check or money order, not cash or personal checks).

Fees: 

Fees generally range from USD 10 to 20 per attestation, with an additional, but confirm with your consulate for specifics.

Processing and Collection

Processing typically takes about 5 to 10 working days, depending on the consulate and submission method. In-person submissions may allow for same-day pickup in certain cases.

Collect the attested PoA in person, or receive it by mail. You will return with the original document featuring the consulate’s attestation stamp/seal.

Forward to India and Register (If Necessary)

Send the attested PoA to your agent in India. For property-related matters, it must be registered at the local Sub-Registrar’s office in India within a specific timeframe (often three months) to ensure legal enforceability.

Additional Notes

• Consulate-Specific Rules: Some consulates (e.g., San Francisco, New York, or London or Hong Kong or Tokyo or Sydney etc.) have unique forms or procedures. For example, the Consulate in Chicago requires registration on the eSewa portal beforehand.
• Presence Requirement: Many consulates insist the applicant signs in their presence to verify identity, especially for Indian nationals.
• Mental Capacity: PoAs from mentally incapacitated individuals are not accepted unless accompanied by notarized guardianship orders.
• Contact: Check the consulate’s website or email their consular section for clarification.

How to Obtain Power of Attorney (PoA) in Indian Embassy in Tokyo, Japan

To obtain a Power of Attorney (PoA) through the Embassy of India in Tokyo, Japan, you’ll need to follow the consular service procedures outlined by the embassy. Below is a step-by-step guide based on standard practices for Indian embassies as of February 22, 2025. For the most accurate and up-to-date information, always refer to the official website of the Embassy of India, Tokyo (https://www.indembassy-tokyo.gov.in/) or contact them directly, as specific requirements or fees may vary.

Step-by-Step Guide

1. Draft the Power of Attorney
   • Prepare the PoA document on plain paper unless otherwise specified by the embassy. It should include:
     • Your full name, address, and passport details (as the principal).
     • The agent’s full name, address, and identification details (the attorney).
     • A clear description of the powers granted (e.g., general or specific, such as for property transactions in India).
     • Date and place of execution (Tokyo).
   • Do not sign the document yet, as the embassy typically requires you to sign in the presence of a consular officer.
   • Consulting a legal expert familiar with Indian law is recommended, especially for complex matters like property or financial transactions.
2. Gather Required Documents
   • Valid Passport: Original and a photocopy of the first and last pages (showing your signature and personal details). Your signature on the PoA must match your passport signature.
   • Proof of Address in Japan: A Japanese residence card (Zairyu Card), utility bill, or similar document (original and photocopy).
   • Photographs: One or two recent passport-sized photos (usually 35mm x 45mm) to affix to the PoA or application form (check embassy requirements).
   • Witness Details: Two witnesses are often required. They must either:
     • Accompany you to the embassy with their IDs (e.g., passport or Zairyu Card) and sign in front of the consular officer, or
     • Have their signatures notarized by a Japanese notary public if they cannot attend.
   • Miscellaneous Application Form: Download this from the embassy’s website under “Consular Services” and fill it out.
3. Visit the Embassy (In-Person Submission)
   • Location: Embassy of India, 2-2-11 Kudan-Minami, Chiyoda-ku, Tokyo 102-0074, Japan.
   • Timing: Consular services are typically available Monday to Friday, 9:00 AM–11:30 AM for submissions and 4:00 PM–5:00 PM for collections (confirm on the website, as holidays may affect this).
   • No Appointment Needed (Usually): Unlike some consulates, the Tokyo Embassy often accepts walk-ins for PoA services during submission hours, but it’s wise to check the website or call (+81-3-3262-2391) to confirm.
   • Bring all documents. You’ll sign the PoA in front of a consular officer, who will verify your identity. Witnesses may need to be present unless their signatures are pre-notarized.
4. Fee Payment
   • The fee for PoA attestation is typically JPY 2,390 (approximately USD 15–20), which includes the attestation fee (JPY 2,050) and an Indian Community Welfare Fund (ICWF) surcharge (JPY 340). Confirm the exact amount on the embassy’s website.
   • Payment is usually accepted in cash (Japanese Yen) at the counter. Credit cards or other methods may not be available, so bring exact change if possible.
5. Attestation Process
   • The consular officer will attest the PoA by adding an official stamp and signature, making it legally valid for use in India.
   • Processing is often same-day if submitted in the morning. You can collect the attested document between 4:00 PM and 5:00 PM on the same day, barring any issues with your paperwork.
6. Submission by Mail (Optional)
   • If you cannot visit in person:
     • Get the PoA and witness signatures notarized by a Japanese notary public first.
     • Include all required documents, the completed Miscellaneous Application Form, a photocopy of the PoA, and a self-addressed, prepaid return envelope (e.g., Japan Post with tracking).
     • Send payment via postal money order (available at Japan Post offices) made payable to “Embassy of India, Tokyo.”
     • Mail to: Consular Section, Embassy of India, 2-2-11 Kudan-Minami, Chiyoda-ku, Tokyo 102-0074, Japan.
     • Processing may take 5–10 working days due to mailing time.
7. Use in India
   • Send the attested PoA to your agent in India. For property-related matters, it must be registered at the local Sub-Registrar’s office in India within a specified period (often 3 months) to be legally enforceable.

Additional Notes

• Contact: Email cons1.tokyo@mea.gov.in or call +81-3-3262-2391 for queries. The embassy’s emergency helpline (+81-80-3930-1715) is for urgent cases only.
• Notarization/Apostille: Indian nationals and OCI/PIO cardholders don’t need an apostille; embassy attestation suffices. Non-Indian nationals may need the PoA notarized and apostilled by Japanese authorities (e.g., Ministry of Foreign Affairs, Japan) before embassy attestation.
• Website Check: Visit https://www.indembassy-tokyo.gov.in/ and navigate to “Consular Services” > “Attestation” or “Power of Attorney” for the latest forms, fees, and instructions.

Step-by-Step Guide to obtain Power Attorney in Hong Kong

To acquire a Power of Attorney (PoA) in Hong Kong through the Consulate General of India, you must adhere to a specific procedure set by the consulate. The Consulate General of India in Hong Kong manages these services under its Miscellaneous Consular Services category. Here’s a comprehensive guide based on standard practices as of February 22, 2025. For the latest information, it’s essential to visit the official website of the Consulate General of India in Hong Kong ((https://www.cgihk.gov.in/) or reach out to them directly, as requirements and fees may vary.

1. Duly filled Application Form
2. Original and photocopy of Power of Attorney/ Will/ Probate to be attested. The PoA/Will/Probate should be typed on plain A4 size paper as per requirement of applicant.
3. Photocopy of Hong Kong/Macau ID, valid visa and passport of the executant
4. Original Hong Kong/Macau ID, valid visa and passport of the executant to be shown
5. Two recent and clear, coloured photos
6. Executant and witnesse(s), if any, have to sign the PoA/ Will/ Probate in presence of Consulate staff.
7. Photocopy of Hong Kong/Macau ID, valid visa & passport of witness(s), if any, and originals to be shown
8. Fee of HKD 172
Note: (i)For attestation of Power of Attorney (PoA)/ Will/ Probate, executant and witness(es), if any, have to be present in person along with photocopy and original of their passport and HK/Macau ID. If witnesses are not signatories, their presence is not required.
(ii) For attestation of PoA/ Will/ Probate of Foreign passport holders, PoA/ Will/ Probate must be first notarized by a notary public in Hong Kong /Macau before submitting to Consulate for attestation. A recent & clear coloured photograph affixed on the PoA/ Will/ Probate also must have chop of Notary. A second photograph (same as on the original PoA/ Will/ Probate) is to be pasted on the photocopy of the notarized PoA/ Will/ Probate.
(iii) Please carefully read General Instructions before applying for the service.

 General Instructions:

1. The applicant should be a resident of the consular jurisdiction of CGI, Hong Kong i.e. Hong Kong and Macau SARs.
2. All original documents are to be shown for verification and need not to be submitted.
3. Documents, which are issued in India, submitted for attestation (marriage/birth/death/educational certificate/ driving license etc) must be first apostilled by MEA as per the details at https://www.mea.gov.in/apostille.htm.
4. Documents, which are issued in Hong Kong/Macau, submitted for attestation-
   1. Birth/marriage/death/divorce must be first apostilled by respective High Court.
   2. Other documents must be first attested by Notary Public in Hong Kong/Macau.
5. Documents, which are issued in foreign countries (other than India/Hong Kong/Macau) must be first authenticated by Indian mission in that country or mission of that country in Hong Kong/Macau.
6. The delivery of processed documents is to be done preferably to the applicant or to the person authorized by the applicant on presentation of-
   1. Authorization letter
   2. Official payment receipt given to applicant at the time of submission of application, and
   3. Copy of Hong Kong/Macau ID of authorized person and original to be shown.
7. The normal duration for grant of above services (except service at 1C i.e. attestation of company/trade documents and 1D i.e. issuance of PCC) is two working days (for services of which application is received at Consulate) and three working days (for services of which application is received through our external application center).
8. Applicant can opt for express service (except service at 1C i.e. attestation of company/trade documents and 1D i.e. issuance of PCC); same day (for services of which application is received at Consulate) and one working day (for services of which application is received through our external application center), on payment of an additional fee of HKD 200. However, the same is subject to application being complete and all documents being in order.
9. As address proof, following documents (not older than 3 months) shall be submitted.
   1. Utility bill (water or gas or electricity or phone or internet)
   2. Bank statement
   3. Credit card bill
   4. Tax papers of HK/Macau
   5. Lease Agreement
10. Company Documents must be first attested by Notary Public in Hong Kong/Macau.

(Source: Indian Consulate in Hong Kong)