Identity cards

Everyone aged 14 and over should at all times be able to show a valid identity. Staff members of a Diplomatic Mission or Consular Post and members of their families forming part of their households may obtain an identity card from the Ministry of Foreign Affairs. An identity card can be used for identification purposes and is not a travel document. It also shows that the holder enjoys privileges and/or immunities. As a rule, diplomatic missions and consular posts must provide the Ministry of Foreign Affairs of the information that is needed to obtain an identity card. New members of staff must be registered with the Ministry within eight days of taking up employment. If you have any questions related to the application, please contact the concerned department at your diplomatic mission or consular post.

General information

Everyone in the Netherlands aged 14 or over should at all times be able to show a valid identity document to police officers and other law enforcement authorities if so requested. The privileged person’s identity card qualifies as a valid ID card. Members of diplomatic missions and consular posts always need to carry their Ministry of Foreign Affairs identity card with them and present it upon request to the Dutch authorities.

The following rules apply to valid identification:

• Staff members of diplomatic missions and consular posts and members of their families who hold an identity card issued by the Ministry of Foreign Affairs can use the card for identification purposes. Nationals of an EU member state, a member state of the European Economic Area (Norway, Iceland and Liechtenstein) and of Switzerland may also identify themselves with their passport or an EU/EEA identity document, a Dutch residence permit, a valid Dutch driving licence or a valid driving licence issued by the country of origin, provided it bears a photograph of the holder and that person resides in the Netherlands.

• Nationals of non-EU/EEA countries who are not in possession of a Ministry of Foreign Affairs identity card may identify themselves with their passport or a Dutch residence permit.

• Dutch nationals may identify themselves with a valid driving licence, passport or identity card. The same applies to Dutch nationals who have dual nationality.

Police and other law enforcement authorities can only ask you to present an identity document in the course of their duties. Complaints about improper treatment by the police can be lodged with the regional police force (see www.politie.nl) and the Protocol Department of the Ministry of Foreign Affairs.

The identity card provides authorisation for residence in the Netherlands. It contains information on the holder’s position, nationality and residence status . It should be presented whenever proof of identity is requested. It also serves as identification in the event of the holder being stopped by the police or border control authorities. Without an identity card doubts may arise as to whether the person concerned is entitled to immunity and/or special privileges, which is indicated on the card by means of a special code (see below, types of status).

Both passport and identity card must be shown when entering the Netherlands. Holders of the identity card are allowed to travel and stay in the Schengen territory for three months without a visa. However, they may not reside or study there. The identity card is not a travel document. When travelling outside the Netherlands a valid passport is always necessary.

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Types of status

The codes that may appear on an identity card are listed below.

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For embassies

Code: Status:

AD Head of the diplomatic mission, diplomatic staff and their immediate family. In principle, this confers full immunities and privileges as provided for by the Vienna Convention.
BD Members of the technical and administrative staff and their immediate family. Functional immunities and limited privileges only.
ED Members of the service staff and their immediate family. Functional immunities and limited privileges only.
PD Private servants. Functional immunities only and no privileges.

The following codes can be added to those mentioned above:

DV Aliens permanently resident in the Netherlands. Functional immunities only and no privileges.

NL Dutch nationals. Functional immunities only and no privileges.

ZF Residence and employment permit; no immunities or privileges.

NP Functional immunities but no privileges.

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For consular posts

AC Consul-general, consul, vice-consul, consular agent and their immediate family. In principle, this confers full immunities and privileges as provided for by the Vienna Convention.
BC Members of the technical and administrative staff and their immediate family. Functional immunities and limited privileges only.
EC Members of the service staff and their immediate family. Functional immunities and limited privileges only.
PC Private servants. Functional immunities and limited privileges only.

The following codes can be added to those mentioned above:

DV Aliens permanently resident in the Netherlands. Functional immunities

only and no privileges.
NL Dutch nationals. Functional immunities only and no privileges.
ZF Residence and employment permit; no immunities or privileges.
NP Functional immunities but no privileges.

An example:

See the top right link 'Sample ID cards for staff of foreign missions and international organisations'. The identity card of a staff member of the UK embassy is displayed. The code AD/DV is printed on the card. This means that the person concerned is a member of the diplomatic staff or an immediate family member of such a staff member (AD). The code DV is printed because she is a British national who is permanently resident in the Netherlands. This means that she only has functional immunities (article 37 VCDR) and no privileges. Personnel other than the AD or AC category with DV or NL status on their card only have immunities and privileges granted by the receiving state (article 37 VCDR). As a rule, staff members of diplomatic missions or consular posts who are considered permanent residents and Dutch nationals are only issued a privileged person’s identity card if the card serves to identify them as having immunity from jurisdiction and personal inviolability in relation to acts performed in the course of their official duties (functional immunity).

As a general rule, permanent residents who are part of the family of a member of the mission’s staff are not issued a privileged person’s identity card.

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Notification procedure

The Ministry of Foreign Affairs must be notified of the arrival and appointment, final departure, changes in function or marital status and changes of residence of all members of diplomatic missions and consular posts, and members of their private domestic staff, including those recruited locally (article 10 VCDR and article 24 VCCR).

New members of staff should be registered with the Ministry of Foreign Affairs within eight days of arrival or after taking up employment, otherwise this may affect processing time and taxes. If the member of the staff has acquired Dutch nationality, they must also send the Protocol Department a copy of the letter from the Ministry of Justice in which the date and number of the Royal Decree are given.

The Ministry would also point out that privileged persons are not considered to be aliens under the Dutch Aliens Act (Vreemdelingenwet). They cannot therefore claim rights and duties under this legislation.

The ministry would also point out that priviledged persons are not considered to be aliens under the Dutch Aliens Act (vreemdelingenwet) . They cannot therefore claim rights and duties under this legislation.

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Notifying the Ministry of Foreign Affairs

The Ministry of Foreign Affairs keeps records of staff members and personnel of diplomatic missions and consular posts and their families. A diplomatic mission or consular post must notify the Ministry of Foreign Affairs of the following:

• New members of staff. They must be registered with the Ministry within eight days of taking up employment.
  

• Final departure from the Netherlands.

• Change of position.

• Expiry of the identity card.

• Damage or loss of card.

• Changes in marital status (if applicable, include marriage or divorce certificate).

• Birth of a child.

• Death of a registered member of the family.

• Changes of residence of staff or members of their private staff, including those engaged locally.

• Date of employment of locally engaged staff of the diplomatic mission or consular post.

• End of employment of locally engaged staff of the diplomatic mission or consular post.

• Members of staff or members of their families who have acquired Dutch nationality must send the Protocol Department a copy of the letter from the Ministry of Justice giving the date and number of the Royal Decree, and providing a copy of their passport.

• Members of staff or members of their families who have been issued with a permanent residence permit must send a copy of it (front and back) to the Ministry as soon as they receive it. They must return their identity card to the Ministry after receiving their residence permit.

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Change of status and expiry of the identity card

If there is a change in position or status, the Ministry requests diplomatic and consular missions to apply for a new identity card, according to the usual procedure. A new questionnaire together with the original passport must therefore be submitted. The expiry date of an identity card can be found on the back of the card. A completed questionnaire together with the original passport should be sent at least one month before expiry to the Ministry of Foreign Affairs so that the card can be replaced. A new identity card can only be issued if the old card has been returned to the Ministry’s Protocol Department.

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Damage or loss

Any loss of an identity card, in the Netherlands or abroad, should immediately be reported to the police, preferably in the municipality where the loss is believed to have occurred. In addition, the Ministry must be notified of the loss of the card immediately by submitting a copy of the police report. To obtain a new identity card, follow the procedures described above. In the event of damage to the card, please contact the Ministry.

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Notification of births and deaths

If a child is born in the Netherlands to a staff member of a diplomatic mission or consular post, who is not a Dutch national or permanently resident in the Netherlands, two steps must be taken:

1. The birth must be registered within three working days with the Registrar of Births, Deaths and Marriages (ambtenaar van de burgerlijke stand) at the town hall (gemeentehuis) of the municipality in which the child was born. If the birth is not registered according to the above-mentioned procedure, this may have consequences for the child when applying for permanent residence, as there will be no record of legal stay (see ‘Permanent residence status’).

2. The Ministry of Foreign Affairs must be notified of the birth by note verbale within three working days of registration at the municipality. The note verbale should be accompanied by a copy of the entry made in the Register of Births, Deaths and Marriages. In addition, the parents should apply for the child to be registered and may apply for an identity card, following the normal procedure.

A child is a Dutch national by birth only if either the father or the mother has Dutch nationality.

The same notification procedure should be followed in the event of the death of a staff member or a member of his/her family. A copy of the death certificate must be submitted together with the identity card to the Ministry of Foreign Affairs by note verbale.

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Registration of Dutch nationals and aliens permanently resident in the Netherlands

Diplomatic missions and consular posts should notify the Ministry of Foreign Affairs of employees who are Dutch nationals or permanent residents. Dutch nationals and aliens permanently resident in the Netherlands are required to remain registered in the municipality where they reside. These persons do not receive a Ministry of Foreign Affairs ID card. The only exception to this rule is ID cards for chauffeurs.

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Applying for an identity card

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Who can obtain an identity card?

All full-time employees who are to reside in the Netherlands for some time can obtain an identity card. Immediate family members of privileged members of staff at the embassy or consular post can also obtain an identity card. Immediate family members are considered to be the spouse and the minor and dependent children of a privileged person.

Dutch nationals or permanent residents cannot obtain an identity card, unless they need one for their work (e.g. chauffeurs and security guards). Also, no identity cards are issued to members of diplomatic missions, members of their family and private servants who are not resident in the Netherlands. An exception can be made for diplomats who are accredited to the Netherlands and often visit this country but are resident elsewhere. They should apply to the Ministry of Foreign Affairs for this exception. The processing of an identity card will take at least two weeks.

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How can an identity card be obtained?

To obtain an identity card, the embassy or consular post should send the Ministry a note verbale within eight days of the arrival of the person concerned in the Netherlands, accompanied by a questionnaire supplied by the Ministry and a valid passport, together with a copy of that passport. The Ministry must be notified in the same way regarding officials at consular posts in the Netherlands Antilles and Aruba.

The questionnaire must be completed in full and bear the signature and a passport photograph of the applicant.

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Signature

The signature must be placed in the square on the bottom left of page 1 of the questionnaire. Parents need not sign on behalf of their children.

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Passport photo

The passport photo must be affixed in the window on the bottom right of page 1 of the questionnaire. To affix the photo:

• remove the sticker;
• lift up the arrow and slide a recent, unused photo underneath so that it is clearly visible;replace the adhesive sheet.

Passport photos must meet the formal requirements for Dutch identity documents. They must:

• be of recent date and bear a good likeness to the applicant;

• not be reproductions or previously used photos;

• be in colour;

• be taken full-face and against a light and evenly coloured background;

• measure 3.5 x 4.5 cm;

• the head must take up 2 cm of the width of the photo;

• both eyes must be visible; the applicant may wear clear glasses, but sunglasses are permitted on medical grounds, which have to be attested to;

• the head should be uncovered, unless this is not permissible on religious or other grounds or for medical reasons.

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Criteria for issuing an identity card to family

Staff of embassies and consular posts who come to work in the Netherlands and members of their families (subject to certain criteria) are entitled to an identity card. As a rule, family members of Dutch nationals and permanent residents are not eligible for an identity card.

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Unmarried partners

The Ministry of Foreign Affairs issues identity cards to unmarried partners only in the case of registered partnerships or a cohabitation agreement under Dutch law drawn up by a Dutch notary. Registered partnerships or similar legal constructions in foreign countries may be accepted as well, but only if they are recognised as such in the Netherlands. An exhaustive list of registered partnerships recognised by the Ministry of Foreign Affairs can be found the Protocol Guide, Annexe H (top right link). If the registered partnership is not recognised in the Netherlands, the partner can apply for a three-month visa, which allows the partner to travel to the Netherlands on condition that they enter into a registered partnership within that three-month period and that the partner is recognised by the diplomatic mission as the partner of the staff member. The Ministry of Foreign Affairs of the sending state will have to submit a note declaring that the person in question is the partner or future partner of the staff member to the Dutch mission in its country and to the Ministry of Foreign Affairs in the Netherlands (see the Protocol Guide, Annexe G (top right link)).

An exception may be made if a de facto partnership is supported by an official declaration from the Ministry of Foreign Affairs of the sending state and if the sending state accepts de facto Dutch partnerships on the basis of reciprocity.

A copy of the notarial deed of the partnership should be submitted with the questionnaire. The status of the partner is equivalent to that of a spouse. For the visa application procedure for u nmarried partners, see ‘Visas’.

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Children residing in the Netherlands

Children of privileged persons are divided into different age categories with different conditions.

An identity card may be issued to children under the age of 18 provided they:

• are unmarried;

• are financially dependent on their parents;

• form part of their parents’ household.

An identity card may be issued to children between the ages of 18 and 23 provided they:

• are unmarried;

• are financially dependent on their parents;

• form part of their parents’ household.

They must have a declaration from their parents certifying that they meet the above conditions.

If the child is not engaged in full-time education or study in the Netherlands, a declaration signed by both the diplomatic mission or consular post and the employee is required (see the Protocol guide, Annexe E (top right link)), certifying that the child fulfils the above conditions.

If the child is engaged in full-time education or study in the Netherlands, it is not necessary to fill in this declaration. Written proof of enrolment at an educational establishment should be submitted instead.

An identity card may be issued to children between the ages of 24 and 27 provided they:

• are unmarried;

• are financially dependent on their parents;

• form part of their parents’ household;

• are engaged in full-time education or study in the Netherlands. Written proof of annual enrolment at an educational establishment is required.

Children are also considered to be part of their parents’ household if, for the purposes of full-time education or study in the Netherlands, they live at a different address in the Netherlands than their parents. For administrative purposes, the child will remain registered by the Ministry of Foreign Affairs at his or her parents’ address.

Children are admitted to the Netherlands and issued identity cards on the basis of their circumstances at the time of their application. As those circumstances may change during their stay, the Ministry requires children between the ages of 18 and 27 (when not engaged in full-time education or study: between the ages of 18 and 24) to apply for a new identity card every 3 years . In these subsequent applications, they must state whether their circumstances have changed and submit fresh proof of their enrolment at a recognised educational establishment in the Netherlands or, if the relevant conditions are fulfilled, submit a declaration as mentioned above (see the Protocol Guide, Annexe E (top right link)).

Children over the age of 28 are not considered to be part of the household. They are therefore not eligible for a family member identity card. When they reach the age of 28, their names are removed from the Ministry’s register of privileged persons, their card has to be returned, and they have to either leave the country or apply for a residence permit under the Dutch Aliens Act (Vreemdelingenwet). Immediate family members residing outside the Netherlands who require a visa to enter the Netherlands, and who do not have an identity card, need to apply for a visa. For more information on the criteria governing the issue of visas and the procedures, see the Protocol Guide, Addendum I (top right link).

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Children studying abroad

The Ministry has a specific policy on issuing identity cards to children of staff members of embassies or consular posts who are studying abroad.

Identity cards are only issued to facilitate the child’s entry into the Netherlands for the purpose of visiting his or her parents. Since the child is residing abroad, he or she is considered to be part of the family, but not of the household. Therefore, the child does not enjoy any privileges and immunities in the Netherlands and employment is only permitted in certain cases. Three different situations are possible, depending on nationality.

• For non-EU and non-Schengen nationalities an identity card will be issued with the statement Arbeid is niet toegestaan (employment prohibited) printed on it. This facilitates the entry, travel and residence of the child concerned, but he or she is not allowed to work in the Netherlands during their stay. At the request of the diplomatic mission or consular post, a placement/internship that is part of the study programme is permitted. The application should be made by note verbale and include an official declaration from the educational institution that the placement/internship is required for the programme. In such cases, the identity card must be returned and will be replaced by a card stating Stage in kader van studie toegestaan (placement as part of study programme permitted).

• For EU citizens whose home country is not a Schengen country, an identity card stating arbeid beperkt toegestaan (employment of limited scope permitted) can be issued. They are allowed to enter, travel and reside freely in the Netherlands and may enter into employment of limited scope. This means that children aged 16 and 17 are allowed to earn up to €1,240 net per quarter. They may earn an extra €1,200 during the summer. Children between the ages of 18 and 27 may have a net annual income of up to € 13.215,83. These figures are reviewed every year and can be found at www.svb.org (children aged 16 and 17) and www.ib-groep.nl (children aged between 18 and 27).

• For non-EU citizens who fall under the Schengen Treaty, like Norwegians, and EU/Schengen citizens like Belgians, no identity card will be issued. This means that the child does not need an identity card and is not a dependent member of the family.

This policy applies to members of the diplomatic staff, consular agents, the administrative and technical staff and the service staff of an embassy or consular post.

In special cases, an identity card may be issued on humanitarian grounds to children who do not meet the above conditions, e.g. children with a disability. A medical certificate from a Dutch physician is required in these cases. Children who receive an identity card on humanitarian grounds may not engage in gainful employment.

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Parents and parents-in-law

The Ministry of Foreign Affairs does not issue identity cards to the parents or parents-in-law of privileged members of staff. They may of course make visits as explained in Addendum I of the Protocol Guide. Should the privileged person insist on a long-term stay for his or her parents or parents-in-law, the Ministry of Foreign Affairs will refer them to the Immigration and Naturalisation Service (IND) in the area in which they live. Parents and parents-in-law should always have health insurance when coming to the Netherlands.

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Employment of spouses and other family members

Persons forming part of the household of staff members of diplomatic missions or consular posts are not permitted to engage in gainful employment in the Netherlands. There are, however, a number of exceptions to this rule:

• If the person concerned is a national of one of the countries of the European Union or the European Economic Area (EEA) or married to an EU national, it is possible for them to work under EU legislation. In such cases, they may retain their diplomatic status. The diplomatic mission should inform the Ministry of the person’s intention to work, following which the Ministry will issue a certificate (verklaring) of no objection.

• In addition, the Netherlands has concluded agreements or Memoranda of Understanding (MoUs) with a large number of countries enabling their nationals to engage in gainful employment (see Annexe F of the Protocol Guide). The following words will appear on the back of the identity card of the person in question: Arbeid is toegestaan/Arbeid is in kader van MoU toegestaan (employment permitted/ employment permitted under MoU). In these cases, the Ministry should be informed in accordance with the arrangements contained in the relevant agreement.

When a spouse enters into gainful employment with a local employer, the income from that employment is subject to Dutch income tax (see for more information the Dutch Income Tax Act and legislation on tax exemptions for diplomats). The spouse also becomes liable for accidents etc. during the period of employment.

Should a child take up full-time employment, the condition of financial dependence will no longer be satisfied. As a result, the right to the Ministry of Foreign Affairs identity card ceases to exist, and the card has to be returned.

In defining employment of limited scope, the Ministry follows the same rules as those that apply to children and students in the Netherlands, laid down by the Ministry of Social Affairs and Employment and the Ministry of Education. These rules set a ceiling for a child’s net income. These figures are reviewed every year and can be found at www.svb.org (children aged 16 and 17) and www.ib-groep.nl (children aged between 18 and 27). In 2009, children aged 16 and 17 may earn up to €1,240 net per quarter. They may earn an extra €1,200 during the summer. Children between the ages of 18 and 27 may have a net annual income of up to €13,215.83.

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