Passport Issuing Authority (PIO) Commitments

  • Passports
  • Passport Issuing Authority (PIO) Commitments

As a Registered and Recognised Passport Issuing Authority, the Clydesdale Horse Society is committed to ensuring full compliance with all horse passport regulations and legislation.

We set out below the current and currently enforceable Horse Passport Legislation.  If there are any questions concerning the application, adherence to or compliance with this legislation please be in touch with our Secretary who will, in turn, liaise with the Executive Committee and Council of the Clydesdale Horse Society, as necessary.  The Secretary’s details are as follows:-

Ian A Roy, Secretary, 7 Turretbank Place, Crieff, PH7 4LS

Email: [email protected]

Telephone: 07720 895870

Please also be aware The Horse Passport regulations are actively enforced by Trading Standards.

Horse Passport Legislation

It is a legal requirement for all horses and ponies to be issued with a passport. Horse Passport law is governed by the Commission Regulation EU 2015/262. Horse passports are required throughout the EU for identification, effective disease control and in order to protect the human food chain.

Since 28th February 2005 it has been a legal requirement for all equidae to be issued with a passport from a DEFRA/Scottish Government approved Passport Issuing Organisation (PIO). The Clydesdale Horse Society (CHS) is an authorised PIO.

Equine Passport Application

The owner of an equine (horse, pony or donkey) has specific legal responsibilities under the Horse Passport Regulations. Failure to comply may mean that the local authority (usually Trading Standards) takes enforcement action.  The maximum penalty for each offence is £5000, two years imprisonment or both.  Remember it is the responsibility of the owner to apply for a passport, that it is an offence not to have a veterinarian microchip a foal prior to applying for a passport and that it is an offence to apply for a passport from an authorised Passport Issuing Organisation (PIO) after the equine is 6 months old or after the 31st of December of the year of birth whichever is the later.  If a horse already has a passport it is illegal to apply for another passport.

Application for passports should be made within the statutory limit (within 6 months of birth or before 31 December in the year of birth, whichever is the later).  In accordance to Horse Passport Regulations, CHS is required to report an application received outside the statutory limit. 

Late Passport Application

Passports may still be acquired for horses older than the passport deadline, provided there is no existing passport for the animal. The horse must have a microchip implanted by a Veterinary Surgeon. In accordance to Horse Passport Regulations, CHS will stamp the relevant section of the passport with the declaration that the horse is not intended for human consumption.

Change of Ownership

The horse passport does not constitute proof of ownership of the horse. It is a requirement under the Horse Passport Legislation to register a change of ownership with the relevant Passport Issuing Organisation (PIO) within 30 days of acquiring a horse.  It is an offense to sell a horse without a passport.  Sale of any horse should not be completed if the passport has not been provided.  The passport must match the horse in question.  If the purchaser does not receive the horse's passport, they will also be committing an offence when transporting the horse to its new home.  To notify change of ownership for horses with a CHS issued passport, please forward the new owner details along with the passport and the appropriate fee to CHS.

In accordance to Horse Passport Regulations, CHS is required to report a failure of a new owner to update owner details within 30 days.

Duplicate Passports

If the original passport has been lost, it is possible to apply for a duplicate passport. The applicant should request a duplicate pack, complete and return to CHS. The applicant will be required to sign a declaration that the passport is lost.  In accordance to Horse Passport Regulations all duplicate passport will be stamped as “duplicate” and will be stamped with declaration that the equine is not intended for human consumption.  Should the original be subsequently found it must be returned to CHS immediately.

Notification of Deceased Equines

It is an EU requirement to advise the relevant Passport Issuing Organisation (PIO) when your horse dies and return the passport to them. As per the legislation, the passport will be recorded as "void". If you wish the passport to be returned to you, please indicate this in an accompanying letter, including your full postal return details.

Key points for owners keeping an equine:

A Trading Standards or Animal Health Officer may request a passport to be produced for inspection. Failure to present a passport for inspection is an offence

• It is an offence to obstruct an inspector who is enforcing the Horse Passport Regulations.

• The passport should accompany the animal when it moves to shows, sales, competitions and when it is sold or goes to slaughter. Failure to do so is an offence.

• The passport is the property of the issuing Passport Issuing Organisations, in this instance CHS.

• Note the number & the PIO the passport was issued by. This makes obtaining a replacement more straightforward if the original is ever damaged or lost as the passport is valid for the life of the horse.

• It is an offence to apply for a duplicate passport for an equine unless the original is lost.

• When a vet medicates or injects a horse, pony or donkey it must be recorded in the Administration of Veterinary Medicinal Products section of the passport if the equine has not been signed out of the human food chain.

• In addition, in the Administration of Veterinary Medicinal Products section, an equine can be signed out of the food chain by an owner or keeper and veterinarian. It is a requirement of the keeper to notify the PIO within 14 days a change to the horse’s food chain status.

• When a horse, pony or donkey is sold the passport must be passed onto the new owner. Failure to do so is an offence.

• When a horse, pony or donkey is purchased always obtain the passport and notify the PIO within 30 days of the new owner. Failure to do so is an offence.

• If an equine dies or has to be put to sleep then the passport must be returned to the issuing PIO within 30 days to have it invalidated. Failure to do so is an offence.

Pio Quick Guide For Website 



The Clydesdale Horse Society manages its stud book to protect and promote the breeding of Clydesdale horses.

It is also a passport issuing organisation recognised by the Scottish Government. We work hard to provide a service to our members, breeders and owners, and the public, but occasionally you may think that we have got something wrong, and we want to be able to deal with any complaints as quickly as possible to resolve issues. This document provides information about how we will consider any complaints made in relation to registrations and the issue and ongoing management of passports.

Registration of Clydesdale Horses into the stud book is regulated by 96/78/EEC, and policies are set out in the Society’s Rules and the Conditions of Registration, and in the most recent volume of the published Stud Book.

The current passport legislation is EU 2015/262.

By signing the registration application form you are confirming that you abide by the terms and conditions set out in that document.

Please ensure that you are familiar with all the above documents.

What is a complaint?

A complaint is an expression of dissatisfaction or concern made in writing by letter or email, relating to the Society’s action, inaction or standard of service in connection with the registration of horses and the issue and ongoing management of passports. This is not to be confused with a complaint to the Society about another member. The rules for such complaints are dealt with separately under the Statutory Articles of Association.

In the event of a complaint about the Society’s action, inaction or standard of service in connection with the registration of horses and the issue and ongoing management of passports an initial approach may be made verbally, in person or by telephone, but to be processed further it must be followed up in writing.

Your name and contact details must be included. The Society does not act on anonymous letters.

You cannot complain if you:

·are making an initial request for a service;

·have failed to meet required deadlines;

·have failed to supply all required information;

·have failed to pay all required fees.

You cannot complain about loss or delay caused by the actions or inactions of third parties beyond the control of the Society. Examples would be (but are not limited to) industrial action, or loss of items in the post caused by your failure to use Recorded Delivery as recommended by the Society.

Time Limits

You are strongly advised to inspect your passports carefully and immediately on receipt. Any complaint must be timely, the Society will not consider as a complaint a problem that occurred more than six months ago.


The Society will acknowledge receipt of a complaint within 5 days.

You will be advised at that time of the date of the next meeting of the Executive Committee, where the complaint will be dealt with.

Following that meeting, you will receive written confirmation of the decision.

If the Society is at fault we will apologise, explain how the problem occurred and what we are doing to prevent it happening again. The complaint will be recorded and appropriate records will be kept on file.


If you are not satisfied with the decision you have the right to make an appeal to the Council. This appeal must be made in writing, and confirmation of receipt will be acknowledged by return.


Please address your complaint ‘For the Attention of the Executive Committee’ and send to:

The Clydesdale Horse Society
7 Turretbank Place
PH7 4LS.  

The Society email and telephone numbers are as follows:-

Email – [email protected]

Telephone number – 07720 895870