Identity cards - NL Host Nation
3. Identity cards
3.1 General information
Obligation to carry identification
Any resident of the Netherlands 14 years of age (in public transport, an identification requirement applies from the age of 12) or older is obliged by law to carry an identity document at all times and to present it upon request to police officers and other law enforcement authorities.
Privileged persons who are registered through the ePortal can be issued an identity card by the Ministry of Foreign Affairs. The privileged person’s identity card qualifies in the Netherlands as a valid identity document in combination with their national passport or identity card. The Ministry advises staff of diplomatic missions and consular posts to always carry their identity card and to present it upon request to the Dutch authorities. Complaints about improper treatment by the authorities when asked for identification may be lodged with the Protocol Department of the Ministry of Foreign Affairs or with the regional police force (see police complaints).
3.2 Applying for an identity card
To obtain an identity card for a privileged person, the person should be registered through the ePortal.
3.3 Purpose of the card
The identity card issued by the Ministry of Foreign Affairs indicates that the holder:
In the case of Dutch staff members and staff members with permanent residence in the Netherlands who are entitled to an identity card under the Vienna Conventions, the card indicates (through the addition of the code NL or DV) that the person concerned has functional immunity (see chapter 10, ‘Immunity’).
The Ministry’s identity card is an official document accepted in the Netherlands as proof of identity. All the relevant Dutch authorities (the Royal Military and Border Police (KMar), the Tax and Customs Administration (Belastingdienst), the municipalities and the Road Transport Agency (RDW)) are familiar with it. If uncertainty arises about the card’s validity, in the Netherlands or abroad, it may be helpful for staff to refer to www.consilium.europa.eu/prado. When crossing the border, a valid travel document is needed.
3.4 Issuance and collection
When the Ministry of Foreign Affairs issues an identity card for a newly appointed or already employed privileged staff member at an international organisation or for a member of the staff member’s household, the identity card can be collected from the Ministry. In general, the Ministry does not send identity cards through a delivery service or by registered mail to diplomatic missions and consular posts that are located within the postal code area from 2200 up to and including 2599.
Organisations can consult the ePortal to find out whether an identity card has been issued and is ready to be collected.
3.5 Types of status
The different types of status that may be indicated on an identity card for staff of international organisations are:
3.6 Lost or stolen cards
The Ministry’s identity card remains at all times the property of the State of the Netherlands. Any loss or theft of an identity card is a serious matter.
The international organisation should therefore immediately apply (through the ePortal) for a new identity card together with either a police report o a declaration by the holder.
If a card is lost or stolen for a second time, the validity of the replacement card will be limited to six months.
3.7 Returning the card
International organisations are responsible for returning the cards of their staff members and of staff members’ family members and private servants:
3.8 Expiry date
The expiry date of the identity card is mentioned on the card. A request for the renewal of an identity card should be sent (through the ePortal) as early as 3 months to 1 month before the expiration date to ensure timely delivery of the new identity card.
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Obligation to carry identification
Any resident of the Netherlands 14 years of age (in public transport, an identification requirement applies from the age of 12) or older is obliged by law to carry an identity document at all times and to present it upon request to police officers and other law enforcement authorities.
Privileged persons who are registered through the ePortal can be issued an identity card by the Ministry of Foreign Affairs. The privileged person’s identity card qualifies in the Netherlands as a valid identity document in combination with their national passport or identity card. The Ministry advises staff of diplomatic missions and consular posts to always carry their identity card and to present it upon request to the Dutch authorities. Complaints about improper treatment by the authorities when asked for identification may be lodged with the Protocol Department of the Ministry of Foreign Affairs or with the regional police force (see police complaints).
3.2 Applying for an identity card
To obtain an identity card for a privileged person, the person should be registered through the ePortal.
3.3 Purpose of the card
The identity card issued by the Ministry of Foreign Affairs indicates that the holder:
- is residing legally in the Netherlands;
- has a specific position and nationality;
- does/does not enjoy privileges and/or immunities;
- in the case of family members (see section 4.1), is or is not permitted to work (possibly on a restricted basis) in the Netherlands;
- can travel freely within the Schengen area if shown in conjunction with a national travel document.
In the case of Dutch staff members and staff members with permanent residence in the Netherlands who are entitled to an identity card under the Vienna Conventions, the card indicates (through the addition of the code NL or DV) that the person concerned has functional immunity (see chapter 10, ‘Immunity’).
The Ministry’s identity card is an official document accepted in the Netherlands as proof of identity. All the relevant Dutch authorities (the Royal Military and Border Police (KMar), the Tax and Customs Administration (Belastingdienst), the municipalities and the Road Transport Agency (RDW)) are familiar with it. If uncertainty arises about the card’s validity, in the Netherlands or abroad, it may be helpful for staff to refer to www.consilium.europa.eu/prado. When crossing the border, a valid travel document is needed.
3.4 Issuance and collection
When the Ministry of Foreign Affairs issues an identity card for a newly appointed or already employed privileged staff member at an international organisation or for a member of the staff member’s household, the identity card can be collected from the Ministry. In general, the Ministry does not send identity cards through a delivery service or by registered mail to diplomatic missions and consular posts that are located within the postal code area from 2200 up to and including 2599.
Organisations can consult the ePortal to find out whether an identity card has been issued and is ready to be collected.
3.5 Types of status
The different types of status that may be indicated on an identity card for staff of international organisations are:
- AO Head of an international organisation and their family, and highest-ranking staff and their families;
- BO Members of the technical and administrative staff and their families;
- EO Members of the service staff and their families;
- PO Private servants of staff members with AOP or BO status
- ZF Limited status. Only used if the ZF status is provided for in the headquarters agreement or a later addition to the headquarters agreemens
- DV Staff members who are considered to be permanent residents of the Netherlands;
- NL Dutch nationals;
- VV Dutch nationals recruited from one of the countries of the European Economic Area (EEA) or from Zwitserland;
- NP No privileges;
- VN United Nations organisations;
- EU EU organisations;
- EM Experts on special missions
3.6 Lost or stolen cards
The Ministry’s identity card remains at all times the property of the State of the Netherlands. Any loss or theft of an identity card is a serious matter.
The international organisation should therefore immediately apply (through the ePortal) for a new identity card together with either a police report o a declaration by the holder.
If a card is lost or stolen for a second time, the validity of the replacement card will be limited to six months.
3.7 Returning the card
International organisations are responsible for returning the cards of their staff members and of staff members’ family members and private servants:
- within ten working days of the expiry or the termination of the employment contract between the holder and the international organisation;
- when a family member ceases to be part of the staff member’s household (due to divorce, a child’s departure to study abroad, a child’s marriage, the death of the family member, etc.)
- when the card has been invalidated by the Ministry of Foreign Affairs for any reason and the Ministry has requested the international organisation to return it;
- when a card has been reported lost or stolen but the holder or the international organisation has regained possession of it, even if a new card has not yet been issued.
3.8 Expiry date
The expiry date of the identity card is mentioned on the card. A request for the renewal of an identity card should be sent (through the ePortal) as early as 3 months to 1 month before the expiration date to ensure timely delivery of the new identity card.
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