Mailing instructions for applications submitted in Canada

After you have submitted your passport or visa application in person at a Dutch Diplomatic Mission, your file  (but not the passport) will be sent to the Consular Service Organization (CSO) in The Hague for processing. Declarations and legalizations will be processed at the mission.

When your document is ready, you will receive a notification about this via email. 

Collect in person

You can collect the document in person at the Dutch mission where you applied. (No appointment necessary, but check opening hours). If you like someone else to collect the document on your behalf, then that person brings his or her photo ID and your authorization note.

Shipping using regular mail service

(NB: this option is not available for passports/ID cards!)

If you cannot collect in person and would like to have your consular declaration or legalized document sent to you by regular mail, then please request this in writing. For courier option, see below.

Shipping using a Canada Post Xpresspost envelope

If you cannot collect the document in person and would like the mission to ship the document to you via courier instead, then please add a self-addressed prepaid Canada Post 'Xpresspost' envelope to your application. (We do not accept envelopes or labels from other couriers.)  

You must chose the correct Canada Post Xpresspost envelope for   ‘Regional’ or ‘National’ (within Canada), 'USA', or 'International' delivery.

Up to 4 passports will fit a Standard (small) Size envelope.

Additional information

  • You can purchase a special ‘sticker’ at the post office and put it on the XpressPost envelope: this will require a signature upon delivery for added security.
  • Please submit the Xpresspost envelope with your application. 
  • Canada Post outlets are located near the Embassy and Consulates.

Calculating shipping costs

To calculate shipping costs, use the address of the Embassy or Consulate-General where you submit your application.

Important: disclaimer

Mailing the documents directly to your (home) address is entirely at your own risk. The Embassy/Consulate-General is not responsible for loss of or damages to a document once it has been shipped with your authorization and / or in the envelope you provided.