If your child’s passport details differ from the personalised AEIS or S-AEIS Entry Proof, contact SEAB through its official AEIS enquiry channel promptly. Explain whether the passport was renewed, a detail was entered incorrectly or the documents show the name differently. Give the application reference and test date, then ask whether SEAB needs to update the record or give you specific reporting instructions.
SEAB’s published candidate instructions make a valid Entry Proof necessary for entry to the test venue. The proof identifies the candidate’s index number, admission level, schedule and venue. Keep the original file, compare it with the document used in the application and ask what to present. If the test is near, say so in your first message.
- Download the official Entry Proof from the Candidates Portal.
- Compare it with the application and the current passport.
- Identify the exact difference and when it arose.
- Ask SEAB what it needs and whether a corrected proof will be issued.
- Follow the confirmed instructions and check the test schedule again.
Locate the official proof and the original application
Start in the child’s Candidates Portal account. SEAB’s candidate instructions direct registered candidates to their exam registration to download the personalised Entry Proof. Save the file with the exercise and test date in the name. If another adult downloaded an earlier version, compare the files with what is currently available through the portal.
Find the passport page used in the application and the child’s current passport. Check the name, document number and other particulars relevant to the issue. Read the test date, index number and admission level from the Entry Proof. The goal is to tell SEAB exactly what you see, without sending more personal information than its official channel requests.
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Three common situations to explain
The passport was renewed after the application
Record the renewal date and tell SEAB which passport was used to apply and which document the child now holds. Ask whether the record must be updated and what the child should bring. If the old document is available, mention that fact and ask whether it is required. Keep the answer with the Entry Proof.
The name looks different across documents
Describe whether the difference is in spacing, order, spelling or another detail. For example, the same names may appear in a different order on two documents, while an actual spelling discrepancy may need different handling. Ask how SEAB wants the difference documented. Use its official channel if it requests images or other evidence.
A detail appears wrong on the proof
Give the application reference, the field that appears wrong and the test date. Ask whether you should expect a correction in the portal or receive instructions separately. Preserve the original Entry Proof. An annotation on a personal copy can help you explain the problem, while the authority’s own record and instructions govern reporting.
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Make one clear enquiry before the test
A useful opening is: “My child is registered for [exercise] on [date]. The passport number in the application differs from the current passport because it was renewed on [date]. Could you confirm the steps we need to complete and the documents to present at reporting?”
If the date is very close, use the current contact route and keep the school admissions exercise name clear. Note any reference number supplied in a reply. If you are waiting for a corrected proof, check the registered email and portal again before leaving for the venue. If SEAB gives instructions specific to your case, keep them with the original documents.
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Worked example
A family applied with a passport that was later renewed. When they download the Entry Proof, they notice a difference in the number. They assemble the application reference, the sitting date and the renewal details and contact SEAB. They ask whether the current proof can be used and which originals to bring.
The parent who will take the child to the venue saves the official response and checks the gate and reporting time independently. The child practises identifying their own documents and putting them back in the same folder. This leaves the morning routine clear even though the adults had a document question to resolve.
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Frequently asked questions
Can I correct the printed Entry Proof myself?
Use the official correction or enquiry route and ask whether a new proof will be issued. Keep the original and any official follow-up instructions.
What if the error is in the application as well?
Explain where the same discrepancy appears and ask SEAB what it can update. Give the exercise, application reference and date of the test.
What if the passport renewal is still in progress?
Tell SEAB which document the child currently has and when the replacement is expected. Ask what evidence is needed and what the child should present on the day.
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