3.1    General information

Any resident of the Netherlands aged 14 years 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 card. The Ministry advises staff of international organisations 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 (see police complaints).

3.2     Applying for an identity card and notifying the Ministry of Foreign Affairs

To obtain an identity card for a privileged person, the person should be registered through the ePortal in accordance with the applicable treaty provisions on notification and identity cards. 

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 5.1), 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.

The identity card permits travel to other Schengen countries for a period of up to 90 days. It does not permit study or residence in another Schengen country. A list of Schengen countries can be found here: 
What countries are in the EU, EEA, EFTA and the Schengen area? | NetherlandsWorldwide 

In the case of staff members with permanent residence in the Netherlands who are entitled to an identity card under the applicable headquarters agreement, the card indicates (through the addition of the code DV) that the person concerned has functional immunity (see chapter 8, ‘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 Administration (Belastingdienst), the municipalities and the Netherlands Vehicle Authority (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. 

3.4     Issuance and collection 

When the Ministry of Foreign Affairs issues an identity card for a new or existing privileged staff member of an international organisation (or 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 courier or by registered mail to international organisations that are located within the postal code area from 2200 up to and including 2599.

International 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:

For embassies:
•   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;
•   ZF Limited status. Only used if ZF status is provided for in the headquarters agreement or a later addition to the headquarters agreement.

The following codes may be added to the above:
•   DV Staff members who are considered to be permanent residents of the Netherlands (see chapter 5, ‘Permanent residence permit and permanent residence status’);
•   NL Dutch nationals;
•   VV Dutch nationals recruited from one of the countries of the European Economic Area (EEA) or from Switzerland; 
•   NP No privileges;
•   VN United Nations organisations;
•   EU EU organisations;
•   EM Experts on special missions.

Private servants (holders of identity cards with PO status) are expected to collect their cards in person from the Protocol Department.

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 submit an application (through the ePortal) for a new identity card accompanied by either a police report or 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 10 working days of the expiry or 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 asked 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;
•    if a staff member is granted special leave for a secondment with another international organisation in the Netherlands,  the identity card must be returned within 10 working days of the date the special leave begins;
•    if a staff member is on special leave for the purpose of study or a sabbatical,  the identity card must be returned within 30 days of the date the special leave begins.

The international organisation will be contacted if an identity card has not been returned on time. This may lead to delays in issuing new identity cards. 

3.8    Expiry date

The expiry date of the identity card is stated on the card. A request for the renewal of an identity card should be sent (through the ePortal) between three months and one month before the expiry date to ensure timely delivery of the new identity card. It can take up to four weeks before diplomatic identity cards are ready.