Equine ID Passports


 

The HPA Passport Office issues passports to polo ponies. The HPA is not a breed society so cannot display parentage in the passport, but does keep a record on the HPA database.

For the purpose of the information contained on our website ‘horse’ refers to polo ponies or thoroughbreds.

The HPA are only able to make changes to passports that were originally issued by the Society. Please ensure you contact the correct Passport Issuing Organisation (PIO) as all non-HPA passports or application forms received will be immediately returned to the sender. Details of authorised PIOs are available from Defra.

You do not have to be a member of the HPA to obtain a passport or to complete any updates on a HPA passport.

Please see the links below for more information about the services available for HPA passports. A list of frequently asked questions is available for specific issues regarding passports. If you need any additional information, please contact the HPA Office on 01367 242828 or email enquiries@hpa-polo.co.uk

Each specific service details the time that it will take for the HPA Passport Office to complete the process. A fast track service is available. Fast Track applications cost additional and will be processed within one working day. If the application form is received before 12pm the passport can be returned the next working day. Please be aware that incorrect paperwork can cause delays. The HPA cannot be held responsible for any passports that are lost or damaged in the post.

The HPA has issued over 18,000 passports. Over this time the front cover of the passport has been amended three times. All HPA passports remain valid if they contain a Unique Equine Life Number (826052HPA******). To help identify an HPA passport, the three cover versions are below:

 

Old HPA Blue Passport Cover
HPA White Passport Cover
Current HPA Passport
  • The most up-to-date version is the pale blue and cream passport, which is bound together using two rivets and has three bar-codes on the front page.
  • All pages contained within the passport have ‘Basic Identification’ written in the background diagonally across the pages. Any pages which do not carry this watermark were not issued by the HPA and suggest that the passport has been tampered with. This should be reported to Trading Standards.
  • Apply for a new HPA Passport

    A horse should only have one passport, you will need to do everything to check that it has not previously been issued with a passport, before applying for a new one.

    This form must be completed by both the owner and a veterinarian and returned to the HPA for endorsement, until this has been done this is not a valid document. Under EU legislation all equines must hold a DEFRA approved passport and (as of 1st July 2009) all horses must be micro-chipped when they are first identified.  Equines that are eligible for registration with a breed society should refer to the appropriate society for passports. It is illegal to transport horses without a passport.

     

    Previously Registered With Another Passport Issuing Organisation?

    If the equine has previously held a passport within Europe please contact the issuing office to amend ownership details. This passport can then be ‘over-stamped’ by the HPA.

     

    Third Party Insurance Cover for Polo ponies: In order to be entitled to third party liability cover under the HPA membership insurance, passports must be registered to current paid up members of the HPA with a handicap up to and including 2 goals; and non-HPA passports must be ‘over-stamped’ by the HPA. NB This cover extends to a maximum of 10 ponies per member. 

    If your horse has a microchip number you can ENTER IT HERE to see if it has an existing passport.

    To get a new passport you will need to arrange for your vet to visit and complete this  and send it in along with the passport.

    The cost for a new passport is £30.00 per passport.

    Click on the button below to download the Application Form:

    If you require your passport URGENTLY, please see the pricing below:

    URGENT PassportsCost+ VATTotal
    3 Day Turnaround£ 100.00£ 20.00£ 120.00
    24hr* / 2 Day Turnaround£ 200.00£ 40.00£ 240.00

    *24 hr if the HPA receives the CORRECT documentation before 12pm that day.

    Processing Time

    Upon receipt of the change of ownership application, the HPA will transfer the ownership within 10 working days. Please be aware that incorrect paperwork can cause delays.

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  • Changing ownership on an HPA Passport

    It is a legal requirement for a new owner to update the ownership details on the passport within 30 days of purchasing the horse. Failure to do so is an offence.

    Please note: the HPA cannot update passports that have been issued by any other organisation. Any non-HPA passports will be immediately returned to the sender by second class delivery and will then need to be sent to the original issuing organisation. A full list of approved Passport Issuing Organisations (PIO) can be obtained from Defra.

    Simply writing the new owner’s details into the passport does not constitute a legal change of ownership. The passport must be returned to the original issuer who will update both their database, and the passport itself. On an HPA passport, a formal change of ownership can be identified by an Hurlingham Polo Association stamp and date stamp from HPA HQ.

    How to complete a change of ownership

    A change of ownership form will need to be completed before any changes are made to the passport.

    It is important that we receive a signature from the current registered owner (who has been officially recorded and embossed within the passport) to confirm that they have sold the horse. If you have a signed proof of purchase from the currently registered owner, a photocopy of this will be accepted if you are unable to obtain a signature specifically for the change of ownership form.

    Please do not send original copies of proof of purchase in the post. The new owner will still need to complete the remainder of the form.

    What happens if the person I brought the horse from isn’t the registered owner?

    The HPA advises that before purchasing a horse, potential buyers check the horse’s passport to make sure that it contains the seller’s details as the registered owner.

    In the event that you are unable to obtain the signature from the current registered owner, please contact the Passport Office 

    The cost for a Change of ownership is £15.00 per passport.

    Processing Time

    Upon receipt of the change of ownership application, the HPA will transfer the ownership within 10 working days. Please be aware that incorrect paperwork can cause delays.

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  • Duplicate and Replacement Passports

    If your horse’s passport has been lost, damaged or stolen, a duplicate passport can be issued. A duplicate passport should only be requested once every effort has been made to locate the original if it has been lost.

    Procedure for Obtaining a Duplicate Passport

    Passport Issuing Organisations (PIO) can only reissue passports that they have originally issued.
    If you are not sure if the HPA is the original PIO please contact the Passport Office so that we can check our database and confirm whether we were the original issuers before you complete the paperwork. If the HPA did not issue the passport a full list of PIOs is available from Defra. Please note that as per the current regulations, if your horse is not already microchipped then your vet will need to implant a microchip before we are able to issue the duplicate passport.

    Lost or Stolen Passports
    If the original passport was issued by the HPA a Duplicate Application Form will need to be completed which is available to  or you can contact the Passport Office to request that a copy is sent in the post. Your vet will be required to complete the silhouette to confirm the identity of the horse.

    Damaged Passports
    If the passport has been damaged please contact the Passport Office.

    The cost for a duplicate passport is £60.00.

    Processing Time
    Upon receipt of a duplicate application, the HPA will issue a duplicate passport within 10 working days. Please be aware that incorrect paperwork can cause delays.

    Section II
    The duplicate passport will be stamped as a ‘duplicate’ and Section IX Part II II (or Section II for passports issued from 1st January 2016) will be signed by a HPA representative to declare that the horse is not intended for human consumption.

    What happens if the original passport is found?
    In the event that the original HPA passport is located, please return both the duplicate and original copies to the HPA Office with a covering letter (please also provide your contact details). The original passport will be up-dated accordingly and, if it wasn’t previously signed, Section IX (or Section II for passports issued from 1st January 2016) will be, to ensure that the horse is excluded from the human food chain. Any completed vaccination or veterinary pages will be transferred from the duplicate passport to the original as required. The updated original passport will then be returned.

    Duplicate passports issued by other PIOs cannot be administered by the HPA and will be immediately returned to the sender.

    Click on the button below to download the Application Form:

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  • HPA Registration (eg. Weatherbys, Pet ID, Horse Passport Agency, BHS)

    If a pony has been registered with a DEFRA approved PIO (Passport Issuing Organisation) within Europe, providing that the passport complies with the current regulations it will not require a new HPA passport.

    Ponies that hold passport’s issued by DEFRA approved PIO’s must have their passports ‘HPA Registered’ by the HPA so that owners that are members of the HPA are entitled to the HPA’s third party insurance cover. (This was formerly known as ‘over-stamp’).

    To get your passport HPA Registered you will need to complete this APPLICATION FORM and send it in along with the passport.

    The cost for an HPA registration is £18.00 per passport.

    Processing Time
    Upon receipt of a duplicate application, the HPA will issue a duplicate passport within 10 working days. Please be aware that incorrect paperwork can cause delays.

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  • Changing address on an HPA Passport

    The registered owner have their address details changed in the passport by completing a HPA Passport Change of Address Form.

    To get your passport amended you will need to complete this CHANGE OF ADDRESS FORM and send it in along with the passport.

    The administration fee is £12.00 per passport.

    Processing time

    Upon receipt of the paperwork, the HPA will update the passport with the registered owner’s new address within 10 working days. Please be aware that incorrect paperwork can cause delays.

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  • Making additional changes to HPA Passport

    CHANGE TO EQUINE DETAILS

    Horse passports should be issued before the horses reaches full maturity, it can result in the colour details becoming incorrect over time. In these circumstances, if you have an HPA passport request a letter from your vet confirming any changes and submit to us with your passport. We will then be able to update our database as well as adding additional details to the passport. For any passports issued after 1 January 2016 this will be in Section I Part C. Any updates to a passport must be endorsed and dated with our official stamp.

    For any passports issued after 1 January 2016, your vet can note the date and place of castration (if applicable) but please be aware that any other changes beside this, that are not made by the HPA will invalidate your passport.

     

    To get your passport amended you will need to complete this AMENDMENT FORM and send it in along with the passport.

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  • Passports Costs

    Passport TypeCost+ VATTotal
    *New Passport£ 25.00£ 5.00£ 30.00
    *Change of Ownership£ 12.50£ 2.50£ 15.00
    *Duplicate or Replacement Passport£ 50.00£ 10.00£ 60.00
    HPA Registration of other PIO (Ie. Weatherbys, Pet ID)FOCFOCMandatory £ 8.00 for Special Delivery Postage
    Change of address or Additional Changes in an HPA Passport£ 10.00£ 2.00£ 12.00
    3 Day Turnaround For any marked *£ 100.00£ 20.00£ 120.00
    24hr Turnaround (if correct forms are received by 12pm)£ 200.00£ 40.00£ 240.00

    * Special delivery is available on all services. This is at the bill payers own cost.

    If you require your passport URGENTLY, please see the pricing below:

    URGENT PassportsCost+ VATTotal
    3 Day Turnaround£ 100.00£ 20.00£ 120.00
    24hr* / 2 Day Turnaround£ 200.00£ 40.00£ 240.00

    *24hr if the HPA receives the CORRECT documentation before 12pm.
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  • Deceased Equines

    In the event of the death of your horse, the passport must be returned to the original Passport Issuing Organisation (PIO) within 30 days.

    If your horse’s passport was issued by the HPA, please return this to the HPA Office with a covering letter detailing the date and cause of death.

    The HPA are happy to return passports if owners would like to keep the document for sentimental reasons. Please ensure that you make it clear in your covering letter that you would like to have the passport returned to you, and enclose an SAE with the correct postage paid.

    Every PIO must comply fully with equine identification legislation. Therefore please be aware that when you receive your returned horse’s passport, each page will be stamped as ‘deceased’ and a corner will be cut off to display the invalidity of the passport.

    Abattoir

    If your horse is euthanased at an abattoir, the passport must accompany the horse. In these instances the slaughter house personnel are responsible for returning the passport to the correct PIO with the relevant notification.

    Cost

    There is no charge for this service.
    If you would like your horse’s passport to be returned, please enclose an SAE with the correct postage for the envelope size used.

    Processing Time

    The administration updates will be completed within 10 working days.

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  • FAQ’s
    • Why do I need to get a passport for my horse?

    In order to comply with Government and European Commission legislation, from 28th February 2005 all horses, donkeys and mules in the UK need to have a passport. This was implemented to protect the health of those who wish to consume horse meat. All passports have a section that will record all administered medication.

     

    • How do I get a Passport for my horse?

    Download the Passport Application Form from HPA.co.uk, complete it and return it with payment; ensuring that all sections are completed in FULL. Cost for this is £30.00.

    Please note incorrect forms will be returned to sender for corrections.

     

    • How long will it take for my passport to be returned?

    If you have requested the ‘3 Day Turnaround’ service it will take no more than 3 working days for your passport to be returned. Cost for this is £120.00. If you have requested the 24hr service, if the HPA receives the correct forms by 12pm that day the passport should be with you the next working day. Cost for this is £240.00. If you have requested the standard delivery this can take a maximum of 10 working days. Please be aware that the peak of the polo season (May/June/July) is our busiest time for despatching passports.

    Please ensure that you send in applications in plenty of time and at the beginning of the week. Passports received before the weekend will most likely be dealt with the following Monday.

    • What do I do if I want to register a different type of passport e.g Wetherbys, Pet ID etc)

    Before any other PIO (Passport Issuing Organisation) passport comes to the HPA, it MUST be up to date with ownership and stamped by the issuing body i.e. Weatherbys. The HPA are not entitled to alter another PIO passport without it being up to date. HPA registration covers the equine under the same HPA Passport 3rd Party Liability Insurance.

     

     

    • Does my horse have to have a Microchip?

    All horses that are to be issued with a new passport are required to have a microchip, this has been a legal requirement since 2009. If a passport was issued prior to 2009 it is possible that your horse does not have a Microchip however the HPA would advise that wherever possible all horses are microchipped and this information is passed to the HPA for all records to be updated.

    • What do I do when my horse is deceased?

    Please send the passport to the HPA office so that we can update our records. If you wish to keep hold of the passport, please indicate so and we will be happy to return it to you.

    • What information am I able to get from the HPA on horses that hold at HPA passport?

    The HPA are able to confirm the information held for a particular animal once provided with sufficient information as to why the information is required. The HPA only keep records of sex, colour, D.O.B and markings. However due to the Data Protection Act 1998, we are not able to hand over any contact details for current or previous owners. The HPA are not classified as a Breeding Society and therefore we are not able to include details of breeding or performance history.

    • How long is my horse’s passport valid for?

    The passport issued is valid for the lifetime of the horse.

    • Does the passport need to be with my horse the whole time?

    YES. The passport MUST be with the horse the whole time. The only exception to this is if the passport is with the issuing authority. The keeper is required to provide the passport within 3 hours if requested.

    • What happens if I misplace my horse’s passport?

    Legally, you must declare that your horse has already been issued with a passport and that it has been lost. You will need to be issued with a Duplicate passport. You must complete the application form as normal and include any other details such as previous owners, if possible.

    You must complete a duplicate/replacement passport application form stating clearly that it is a duplicate document. You will need to send this to the HPA along with payment and a letter to the HPA confirming that the passport has been lost. Cost of this is £60.00.

    Your horse can be registered with its existing passport number (if it previously held an HPA passport). Your horse will be signed out of the human food chain.

     

    • How do I change the horse into my ownership once I have purchased it?

    The previous owner should return the passport to the HPA requesting the details to be updated, the HPA will then return the passport to the new owner. Cost of this is £30.00.  If the new owner is in possession of the passport they can return it to the HPA with proof of purchase. This is required to be done in no more than 30 days from purchase. The cost of this is £30.00.

     

    • Who’s responsible for changing the ownership on a passport?

    This responsibility of completing and sending a Change of Ownership form to the HPA office, falls on the old owner. Failure to declare new ownership is illegal and may cause issues when asked to provide documents. To avoid dispute or confusion, please ensure that a record of payment/transaction or loan agreement has been made. It is not the responsibility of the HPA to verify legal ownership.

     

    • I am concerned that the passport I have received on the purchase of my new horse if fraudulent, what should I do?

    You must contact the issuing authority as soon as you realise there is an issue with the passport you are in possession of. As the legal owner, you are responsible for the horse’s passport.

      

      

    • I have bought a horse, but it has not come with a passport?

    You will most likely need to get a new passport. However, the HPA will need to see whether the horse has previously had a passport registered with the HPA. Please contact the office to discuss horse details to confirm the identity of the horse. If the horse has had a passport previously every effort must be taken to find the original document, it is the new owner’s responsibility to chase it up with the previous owner. If there is no record in the database, you must apply for a new passport.

     

    • What do I do if I have a passport with incorrect details?

    You must return the passport to the HPA office along with an amendment form and payment. We will alter the amendments where possible and record this on our system.

     

    • What should I do if I have an old passport form?

    The HPA will NOT ACCEPT OLD FORMS. Any old forms received, will be returned to sender. The latest Passport Application Form can be downloaded from the passport page of the HPA website.

     

    • What do I do if the vet has not fully completed the application form?

    You will need to return the incomplete form to the Vet and ensure that it is completed. Any incomplete forms sent to the HPA office will be returned to sender.

     

    • Do you send all passports by special/tracked delivery?

    The HPA do not send passports by recorded delivery unless the owner specifies it on the form. However, the HPA heavily recommend that you ask for passports to be sent by Special Delivery. The HPA are not responsible for any parcels which go missing during transit and therefore, you would need to apply and pay for a new one.

     

     

Contact the HPA Passport Office

Email: enquiries@hpa-polo.co.uk 

Telephone: 01367242828

Address: HPA, Manor Farm, Little Coxwell, Faringdon, Oxon, SN7 7LW