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Applying for a Dutch passport or identity card if you live in Poland

If you want to apply for a Dutch passport or ID card and you live in Poland follow this step-by-step plan.

Step 1: Create your personal checklist

Creating a personal checklist will show you what documents you need in order to apply for a passport or ID card. Create a separate checklist for each application. This means one for you and one for your child, for instance.

When you have created your checklist, go to step 2.

Step 2: Check the additional requirements

Your personal checklist (see step 1) will show you that you also need documents from Poland in order to apply for a Dutch passport or ID card. You can also see whether your documents need to be legalised and translated.

You must prove that you are legally resident in Poland. You can do this by providing one of the following documents:

  • a residence permit (zaświadczenie o zarejestrowaniu pobytu obywatela UE)
  • proof of registration with your local municipality
  • a bank statement or utility bill bearing your address
  • proof of payment of municipal taxes
  • if you also have Polish nationality: a valid Polish passport or ID card.
  • If you are applying for a Dutch passport or ID card for your child for the first time, use their birth certificate as proof of legal residence.

If you live in Lithuania, you can prove legal residence by providing one of the following documents:

  • an extract from the Lithuanian population register showing the address at which you are registered
  • if you also have Lithuanian nationality: a valid Lithuanian passport or ID card.
  • If you are applying for a Dutch passport or ID card for your child for the first time, use their birth certificate as proof of legal residence.

If you live in Belarus, you can prove legal residence by providing one of the following documents:

  • proof of registration with your local municipality
  • a bank statement or utility bill bearing your address
  • proof of payment of municipal taxes
  • if you also have Belarussian nationality: a valid Belarussian passport or ID card.
  • If you are applying for a Dutch passport or ID card for your child for the first time, use their birth certificate as proof of legal residence.

If you live in Ukraine, you can prove legal residence by providing one of the following documents:

  • a valid residence permit;
  •  a valid work permit;
  • a diplomatic card;
  • if you also hold the Ukrainian nationality: a valid Ukrainian passport or ID card.
  • Minors below the age of 16 do not need a residence permit for Ukraine, because they fall under the residence permit of one of the parents.
  • If you are applying for a Dutch passport or ID card for your child for the first time, use their birth certificate as proof of legal residence. The name used in the passport will be taken from the translation of your birth certificate. For people born in Ukraine, the given name also includes a patronymic.

If you have a birth certificate or marriage certificate from Poland, you do not need to have it legalised. You may need to have it translated, however.

If you have other documents from Poland, or documents from another country, find out if you need to have them legalised.

You can submit documents written in Dutch, English, German or French. If you have documents in Polish, apply for multilingual extracts. A multilingual extract is a standard form in 9 languages. You do not need to have it translated.

If you cannot get a multilingual extract, request a multilingual standard form from the authority that issued your document. You do not need to have this translated. You can find more information on multilingual standard forms on the website of the European Union.

If you cannot obtain a multilingual extract or standard form, you should have your documents translated by a sworn translator.

Step 3: Make an appointment

Once you know which documents you need, you can make an appointment in Poland or the Netherlands. Make a separate appointment for every application you wish to submit.

Changing or cancelling your appointment

After making an appointment it will be confirmed by email. The email will contain a link you can use to change or cancel your appointment.

You can also submit your passport or ID card application at a border municipality in the Netherlands or at Amsterdam Schiphol Airport. If you wish to do this, you can skip steps 4 and 5

Step 4: Go to your appointment

You must submit your passport or ID card application in person. Even applicants under 18 must appear in person.

Bring all the documents on your personal checklist. For every document the checklist will show you whether you need to provide the original and/or a photocopy.

If you needed to have documents legalised and/or translated, bring the legalised and translated versions with you as well.

The overview of consular fees in Poland tells you how much you will have to pay for a passport or ID card and which payment methods are accepted.

Applying for a passport or ID card at a Dutch border municipality or at Amsterdam Schiphol Airport will cost you less.

No. If you need your current passport or ID card while your application is being processed, you can retain it for the time being. 

When do I have to hand in my old passport or ID card?

If you are collecting your new passport or ID card in person, you should hand in your old one when you come to collect it.

If you are having your passport or ID card sent to you, you will need to first send your old one to the embassy or consulate-general. Only then will your new passport or ID card be sent to you. This means that there will be a period when you have no passport or ID card. If you want your old passport or ID card back, inform the embassy or consulate-general.

I have a residence permit or visa in my old passport, what should I do?

If your passport contains visas or a residence permit and you want to keep those pages intact, inform staff of this when you submit your old passport.

Step 5: Collect your passport or ID card or have it sent to you

You will receive an e-mail when your new passport or ID card is ready. You must collect your new document within 3 months or have it sent to you. After that, it will be destroyed.

On the page How long is the application process for a Dutch passport or ID card abroad you can read more about the processing time of a passport or ID card.

You can collect your new passport or ID card from the embassy in Warsaw on working days, except Wednesday, between 14:00 and 15:30.

First check which days our offices are closed.

You can have your new passport sent to you by courier (TNT). To do this, you will need to pay courier costs when you submit your application.

It is normally not possible to have your new ID card sent to you. But double check this when you submit your application.

Contact

If you have any questions, please do not hesitate to contact us.