SPSS Passports

SPSS PASSPORTS

SPSS will issue passports to the offspring of any SPSS (or SSH) graded pony* regardless of expected adult height apart from pure-bred offspring eligible for the stud books of one of the indigenous Mountain and Moorland breeds of the UK. See below for information on how to get a SPSS passport and about the Special Offer of either a full DNA parentage verified passport for just £95 or a £20 discount for all foal passports where the application and payment are received by the 1st November in year of birth.

* The SPSS will also issue passports as detailed in the Passport Fees section (here)

By law every equine must have a valid passport. It must be returned to the Passport Issuer (ie the SPSS) within 30 days when the pony dies or if ownership changes. It must also be replaced with a duplicate (from the same passport issuer as the original passport) asap if lost or stolen. Any passport that has come unbound is also invalid and must be returned to the Studbook Office with the appropriate fee so that a duplicate can be issued.

If your pony's SPSS passport has been damaged, lost or stolen then click here to find out how to get a duplicate. Note that a passport is invalid if it is not securely bound.

Although a pony should keep the same name for life, if the breeder gives permission, amendment may be possible. Please contact the SPSS Studbook Office (contact details at top of page) to discuss. The fee for amendment will be £60.

Click here for a Passport Application Form

Youngstock, mares and stallions with passports from another organisation can apply for SPSS Registration and passport overstamping provided that they are expected to mature below the maximum height limit of 158 cms (15.2hh). Click here to go to the Registrations page.

NOTE: The SPSS can change the ownership (and do other updates including a new or previously unrecorded microchip) and add the pony (or small horse) to the UK Central Equine Register (if not a UK issued passport) for:

SPSS issued passports.
Scottish Sport Horse (SSH) issued passports if (and only if) they relate to ponies on or under 148cm. SSH horse passports are now maintained by SHB(GB) and their Change of Ownership Form can be found here
Non-UK EU passports (eg a German or Dutch one) for any pony (or small horse up to 158cm) that is eligible for SPSS overstamping. Examples of pony breeds that we will overstamp for the purpose of change of ownership etc include Deutsches Reitponies (DRP), NWPCS Sec K, NRPS, Danish Sports Ponies and similar - including where the pony has no pedigree. The SPSS then notifies the passport issuer of the changes. See Overstamping for CED for forms and costs.

The SPSS will NOT process a change of ownership on any other UK-issued passports - they should always go back to the Passport Issuer.

OVERSTAMPING OF NON-UK PASSPORTS (NON-MEMBERS)

For non-UK EU issued passports (eg Irish, German or Dutch ones) where the current owner has been recorded by the passport issuer the SPSS can overstamp the passport to ensure that the pony is entered onto the UK Central Equine Database (CED). The SPSS can do this for non-UK EU passports for ponies (or small horses up to 158cm) that are eligible for SPSS overstamping as above (including where the pony has no pedigree). See here for more details - Overstamping for CED

A summary of the legal responsibilities of horse owners in relation to equine passports can be found on our Information & FAQ page or click here to download as a PDF file.

COVID 19 Statement

The SPSS Office is currently operating as normal.

Jump to:

New Passports

Passport Fees

Lost, Stolen or Damaged Passports

Prefix Registration

Notification of Pony Death

Notification of Castration/Gelding

Change of Ownership

Change of Address

Notification of a microchip

Overstamping for CED

Importing an Equine

Change of Ownership

When a pony holding ANY type of SPSS passport changes ownership, the passport must be returned to the SPSS Studbook Office within 30 days to have the new owner's details recorded. This is a legal requirement for all equine passports and applies if a pony is given as well as sold. It also applies regardless of the time you expect to have ownership of the horse/pony.

The Transfer of Ownership Form signed by the seller and buyer should be sent with the passport as should the change of ownership fee. If the last registered owner shown in the passport is not the person selling the horse/pony, then supplying proof (in the form of a receipt or other documentation) of unregistered ownership changes will enable the SPSS Studbook Office to make the change and return the passport faster than if the last registered owner has to contacted to confirm that they sold the pony/horse.

Change of Ownership Fee

£25 SPSS passports, SSH pony passports & SPSS overstamped non-UK EU passports

£40 for other non-UK EU passports (this fee includes basic SPSS overstamping, for more info see below)

Passports are returned by the Royal Mail “Signed For” service.

If you require return by Royal Mail “Special Delivery” please add £5 to the amount sent.

Click here to download the Transfer of Ownership form in Word format or here for it in PDF format

Note that the SPSS Studbook Office address to use is The Last House, Keysoe Row West, Keysoe, Bedfordshire MK44 2JJ (as at the top of the page) NOT either of our previous addresses (which are Sock Farm, Chilthorne Domer or New Barn Farm, Ludgershall) that may be printed in the passport - Head Office moved in 2008 and April 2014.

Note that all passports are returned by the RM Signed For service - please add £5 to the money sent if you want the passport back by RM Special Delivery.

NOTE: The SPSS can change the ownership (and do other updates) for:

SPSS issued passports.
Scottish Sport Horse (SSH) issued passports if (and only if) they relate to ponies on or under 148cm. SSH horse passports are now maintained by SHB(GB) and their Change of Ownership Form can be found here
Non-UK EU passports (eg a German or Dutch one) for any pony (or small horse up to 158cm) that is eligible for SPSS overstamping apart from any pure-bred ponies that have a UK-based mother studbook (eg Welsh Sec A, B, C, D or Caspian). Examples of pony breeds that we will overstamp for the purpose of change of ownership etc include Deutsches Reitponies (DRP), NWPCS Sec K, NRPS, Danish Sports Ponies and similar. The SPSS then notifies the passport issuer of the changes. Please contact the Studbook Office for more information (including costs).

The SPSS will NOT process a change of ownership on any other UK-issued passports - they should always go back to the Passport Issuer.

COVID 19 Statement

The SPSS Office is currently operating as normal.

SPSS Passport Application Process

By law, an equine must have a passport before it reaches 12 months of age.

DNA parentage verification will be required before an SPSS passport can be issued for ALL LATE APPLICATIONS and/or where the vet completing the Identification Form section (pages 4 & 5) is not able to carry out foal ID whilst on its genetic dam eg foal has already been weaned or is an ET foal seen with the recipient mare.

Pedigree Verified by DNA Testing.

For passport applications for foals where the application & payment are received by 1st November in year of birth, a full DNA parentage verified passport is just £95.

The cost of a passport with the pedigree verified by DNA parentage testing is a minimum of £50 more than the standard fee (which depends on how many parents are SPSS Graded). The total cost depends on if DNA profiles exist and can be accessed by the SPSS for both sire and dam. If not, then it will be a further £20 (and DNA hair samples from the sire and/or dam will be required).

Please contact the Studbook Secretary on 07703 566066 or by email to establish the cost for each application where DNA pedigree verification is required or desired.

**** Special Offers ****

Note that the Special Offers of either a full DNA parentage verified passport for just £95 or a £20 discount for all foal passports only apply where the application and payment are received by the 1st November in year of birth.

To Apply for a SPSS Passport. Download and complete the Passport Application Form; ensure that your vet takes a DNA sample from both the foal and dam (this is some hair pulled from mane or tail that must include the root and be put into a small plastic bag with the vet’s stamp or signature and showing the pony's name) and that he/she completes the ID diagram on page 4 of the Passport Application Form (click here to download). It is mandatory for all foals to be microchipped which should be done at the same veterinary visit and the information recorded on page 4. A checklist has been provided below to assist with your application. Note that you will need to be an SPSS Member in order to apply for the passport but the membership application can be sent in with the passport application.

Items required for SPSS Passport Issue:

The original Covering Certificate given to you by the stallion/semen owner. Please ensure that you have completed the declaration of birth at the bottom of the page. Covering certificates issued by other studbooks or legitimate organisations will be accepted by the SPSS but please note that the foal’s ID/Markings must be recorded on page 4 of the SPSS Passport Application Form rather than on the covering certificate.
A completed and signed SPSS Passport Application Form (including the Identification Form on page 4 which has to be verified and signed by a Veterinary Surgeon). Be prepared with the dam’s passport and covering certificate ready for the vet.
A DNA hair sample (taken by your vet) in a plastic bag showing your vet’s signature and the foal’s name. A DNA sample is also required for the dam (unless one has already been supplied to the SPSS)
Microchip (transponder) barcode sticker and number – the sticker should be stuck to the Identification form (page 4 of the Passport Application form) in the place indicated (the box with TRANSPONDER written in it).
A completed SPSS Membership Form (unless already a member). This form is available to download here.
We require the following information from the dam and sire’s passport (unless the sire/dam are SPSS passported/registered or graded):
- A photocopy of the first page of the passport giving his/her life number, details and passport issuer;
- A photocopy of his/her pedigree page;
- A photocopy of any grading information and/or the passport overstamp if he/she has graded/licensed with another society.
The appropriate fee made payable to SPSS - see top of Passport Form for current fees. Membership fees are given on the Membership Form.
A prefix application or extension form is you want to use a prefix that's not already registered with the Central Prefix Register for use with the SPSS (more info here)

A passport will then be issued by the SPSS Studbook Office. Note that all passports are returned by the RM Signed For service.

Passport Applications where one or both parents are Scottish Sport Horse (SSH) graded rather than SPSS Graded. Anyone applying for a foal passport on the basis of the sire and/or dam's SSH graded status will also need to send the following information for both parents in order for the pedigree to be included in the foal's passport:

A photocopy of the first page of the passport giving his/her life number, details and passport issuer;

A photocopy of his/her pedigree page;

A photocopy of any grading information he/she has from the SSH or any other society

SPSS passports issued from 1st January 2016 are fully compliant with the latest EU Equine Identification law, all other relevant EU law and DEFRA's Minimum Operating Standards for PIOs. The SPSS operates the Studbook to the same standards as expected of a World Breeding Federation for Sport Horses (WPFSH) member - but cannot become a member as our focus is on the breeding of Sports Ponies not horses!

If you are unsure about any part of the process, please contact the SPSS Studbook Office on 07703 566066 BEFORE submitting your documentation.

Notification of Death of Pony

It is an EU requirement (and UK Law) to return the passport to the relevant Passport Issuing Organisation (PIO) within 30 days when your pony/horse dies. In accordance with the legislation, the passport will be recorded as "Invalid". The passport can be sent back to the SPSS with either with a covering letter that includes the date of death or by completing the SPSS Death Notification Form. If you wish the passport to be returned to you, please indicate this on the form or in the letter, including your full postal address.

Notification of Castration/Gelding

The SPSS requires that passports issued before 2016 are returned for amendment following a colt’s castration (gelding).

For passports issued on or after 1st January 2016 (these have a "window" in the cover through which the pony's name can be seen) - please get your vet to complete the top section of page 4 then please scan or photograph this page and email or post to us. There is no need to send the passport.

For all other passports (including SSH pony passports and passports issued in other EU countries) - please return the passport with a completed SPSS Notification of Castration (Gelding) form and fee.

*** Special offer ***

Passports sent back for amendment following a colt's castration will be updated for FREE if sent with a Transfer of Ownership form and that fee (£25) or if sent back separately the only charge is £5 to cover return postage (by RM Signed For service - add £5 to have returned by RM Special Delivery)

Notification of Change of Address

The SPSS will update the recorded owner's address, telephone number and email address on the SPSS and Central Equine Database's on notification by the owner. Please download and complete the SPSS Change of Registered Owners Address form and return it to the SPSS along with the passport and appropriate fee (as detailed on the form).

Lost, Stolen or Damaged SPSS Passports

By law every equine must have a valid passport. It must be replaced with a duplicate (from the same passport issuer as the original passport) asap if lost or stolen. Any passport that has come unbound is also invalid and must be returned to the Studbook Office with the appropriate fee so that a duplicate can be issued.

If your pony's SPSS passport has been damaged, stolen or lost (and you are certain that it cannot be found), then a duplicate passport can be obtained from the SPSS Studbook Office (contact details at top of page). Note that the relevant legislation mandates that the all duplicate passports are annotated by the issuer to state that the pony may not enter the human food chain.

The fee for a duplicate passport is £60 if it has been lost or stolen; £40 if it is damaged (provided all pages are returned). Please contact the Studbook Office to request the relevant form.

For passports issued prior to 1st April 2014, if the plastic spine is damaged but still intact and/or additional vaccination pages are required the passport should be returned to the Studbook Office along with a cheque for £10 to cover postage & packing. Note that all passports are returned by the RM Signed For service.

Passport Fees Back to top
Provision of Passport and Registration (where the pony concerned does not have a passport): (Note that these prices include DNA sample storage) Pedigree verified by Covering Certificate:
- If BOTH parents are graded with the SPSS/SSH:	£65
- If one parent graded with the SPSS/SSH:	£75
- If the dam is SPSS/SSH passported or overstamped but not graded (note that eligible mares can be overstamped for £25 if not SPSS passported or overstamped already)	£85
- Other cases - please contact office to discuss - note that this includes the progeny of any mare over 158cm and a stallion of 148cm or less who is licenced/graded (by a WBFSH member studbook or a recognised foreign sports pony studbook or a PIO listed with Defra) where the breeder’s intention is to breed a sports pony	£110
- If eligible for SPSS Green (Section X) papers only (see below for details of eligibility for Green papers)	£100
Pedigree verified by DNA parentage testing: For passport applications for foals where the application & payment are received by 1st November in year of birth, a full DNA parentage verified passport is just £95. The cost of a passport with the pedigree verified by DNA parentage testing is a minimum of £50 more than the standard fee (which depends on how many parents are SPSS Graded). The total cost depends on if DNA profiles exist and can be accessed by the SPSS for both sire and dam. If not, then it will be a further £20 (and DNA hair samples from the sire and/or dam will be required). Please contact the Studbook Secretary on 07703 566066 or by email to establish the cost for each application where DNA pedigree verification is required or desired.
Provision of a Duplicate passport (see here for details)
- If it has been lost or stolen	£60
- If it is damaged (provided all pages are returned)	£40
Registration of a new prefix (see below for details)	£55
Extension of existing prefix to cover use by SPSS (see below for details)	£25

Registration of prefixes

The SPSS is a member of the Central Prefix Registry, and all breeders wishing to use a prefix or suffix when registering an animal with the SPSS must apply for approval and registration of that prefix before it can be recognised as their own (even if they have already registered the prefix with a different breed society or studbook). The SPSS will check with the Central Prefix Register on behalf of the breeder that this prefix is acceptable, but in order to avoid disappointment advises all breeders to consult the Central Prefix Register’s own web page http://www.centralprefixregister.com/ before finalising their choice.

The fee for Registering a new Prefix is £55 or if you have a prefix registered with other Studbooks, then it's £25 to extend for use on SPSS passports. Click here to download the application form or please contact the Studbook Office (details at top of page) to receive the form by post or email.

Notification of a new or previously unrecorded microchip

If your SPSS passported pony/horse, SSH pony (up to 148cm) or a non-UK overstamped pony/horse has a microchip that is not recorded on the UK Central Equine Database (CED) then please get your vet to complete and return the SPSS Microchip Notification Form. The microchip barcode should be added to the ID Diagram page in the passport. In passports issued since 1st January 2016 (they have a "window" in the cover through which the pony's name can be seen) if the microchip is in addition to the first microchip then Section I Part C "Identification" should also be completed by the vet.

You can check if your pony's microchip is recorded on the CED here - https://www.equineregister.co.uk/home (at the bottom of the page)

Passports issued by organisations other then the SPSS

The SPSS can also update microchip details and record changes of ownership for:

Scottish Sport Horse (SSH) issued passports if (and only if) they relate to ponies on or under 148cm. SSH horse passports are now maintained by SHB(GB) and more information can be found on their website.

Non-UK EU passports (eg an Irish, German or Dutch one) for any pony (or small horse up to 158cm) that is eligible for SPSS overstamping apart from any pure-bred ponies that have a UK-based studbook (eg Welsh Sec A, B, C, D, Connemara or Caspian). Examples of pony breeds that we will overstamp for the purpose of recording a microchip and/or change of ownership etc include Deutsches Reitponies (DRP), NWPCS Sec K, NRPS, Danish Sports Ponies, part-bred Connemaras and similar. The SPSS then notifies the passport issuer of the changes. Note that this overstamping does not put a graded pony into the appropriate SPSS Studbook – please contact us if that is required as well as the change of ownership.

As part of the update process, the SPSS will add the pony’s information (including ownership details) to the DEFRA Central Equine Database. If an eligible pony (or small horse) has not already been overstamped by the SPSS, then the fees are:

Members: £25 for one pony; £20 per pony for 2-5 ponies and £15 per pony for 6-10+ ponies

Non members: £40 per pony.

Note that the above fees also include updating the ownership if necessary. If ownership is to be updated then an SPSS Transfer of Ownership Form should be completed as fully as possible and sent with this form and the passport as well as copies of any relevant paperwork (sales receipt etc).

There is no charge to update the microchip information in an SPSS passported pony or one that has already been overstamped by the SPSS

Overstamping of non-UK Passports (non-members)

For non-UK EU issued passports (eg Irish, German or Dutch ones) where the current owner has been recorded by the passport issuer the SPSS can overstamp the passport to ensure that the pony is entered onto the UK Central Equine Database. The SPSS can do this for non-UK EU passports for ponies (or small horses up to 158cm) that are eligible for SPSS overstamping as above (including where the pony has no pedigree).

Please download and complete this form and sent it to the Studbook Office along with the passport, copies of any supporting documents and the £30 fee.

Members should use the appropriate Registration form from this page as it is cheaper and there are discounts for multiple concurrent applications - non-members are welcome to join to take advantage of the lower prices for members but for just one pony it's not cost effective!

If the ownership also needs updating, please download and complete the Transfer of Ownership form and sent it to the Studbook Office along with the passport, copies of any supporting documents and the £40 fee.

Importing a Pony (or Small Horse)

If you’re importing from within the EU or have a foal passported by an non-UK Passport Issuing Organisation (PIO), you MUST register the animal with a UK PIO within 30 days. If your pony/horse has a pedigree, you need to register through a PIO that manages studbooks. The SPSS will register any pony (or small horse up to 158cm) that is eligible for SPSS overstamping apart from any pure-bred ponies that have a UK-based mother studbook (eg Welsh Sec A, B, C, D or Caspian). Examples of pony breeds that we will overstamp for the purpose of importation and change of ownership etc include Deutsches Reitponies (DRP), NWPCS Sec K, NRPS, Danish Sports Ponies and similar. The SPSS then notifies the passport issuer of the changes. Please download and complete this form and sent it to the Studbook Office along with the passport, copies of any supporting documents and the £40 fee.

To import from outside the EU you must:

1. contact the Animal and Plant Health Agency (APHA) before it arrives

2. within 30 days of it arriving in the UK, contact an appropriate UK PIO to register, upgrade or replace the horse’s documents, or apply for a new passport. The SPSS can assist if you have imported a sports or competition pony.

Eligibility for Green (Section X) Papers

Green (Section X) papers. In accordance with the EU Commission Decision 96/78 EC on ‘criteria for entry and registration of equidae in stud-books for breeding purposes’, Green (Section X) papers will be issued to any animal sired by an ungraded stallion with original Blue or Cream papers issued by the SPSS and out of an ungraded mare with original Blue or Cream papers issued by the SPSS. Animals with Green papers will be eligible for SPSS grading in the normal way, with the following provisos:

(i) Colts and stallions will be eligible for the Foundation Stud Book only

(ii) Fillies and mares will be eligible for the Preliminary Stud Book only.

Should either or both of the parents of a Green-papered SPSS pony subsequently grade with SPSS then the Green papers can be upgraded to Cream or Blue as appropriate on payment of the appropriate fee. Graded status will also be amended where necessary.

Note that the SPSS Office relocated in April 2014 and the contact details at the top of the page should now be used for all contact with the SPSS
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