Lack of documentary evidence
- What is lack of documentary evidence?
- Passport and/or birth certificate nog needed
- Applying for a valid foreign passport
- Applying for a birth certificate or proof of birth
- Travelling to obtain a passport or birth certificate
- Countries with other supporting documents
- Lack of documentary evidence on naturalisation/becoming a Dutch citizen
- See also
What is lack of documentary evidence?
If you want to become a Dutch citizen, you need a legalised birth certificate and a valid foreign passport. Do you not have them? Then the IND expects you to try to get these documents. Did you not manage to get them? And can you prove this with documents? Then the IND can decide that you no longer have to show a birth certificate and a foreign passport. We call this lack of documentary evidence.
Passport and/or birth certificate nog needed
You do not need to show a passport and/or birth certificate in these situations:
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You have a permanent asylum residence permit
open minusYou do not have to show a passport. You must only show a birth certificate if you were born in a country other than the country from which you fled.
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You are a minor child
open minusDoes your child have a permanent asylum residence permit? Then a birth certificate and passport are not necessary to become a Dutch citizen. A birth certificate is needed only if your child was born in a country other than the country from which your child fled.
Does your child have a Dutch birth certificate? And do you have the right documents yourself? Then your child does not need to show a passport. This also holds for children with birth certificates from countries that are members of the Apostille Convention.
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You are a stateless
open minusYou are registered as a stateless person in the Municipal Personal Records Database of your municipality. You do not need a passport for your naturalisation. You usually do need a legalised and translated birth certificate.
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You have had a RANOV permit
open minusYou received a permit under the general amnesty (Regulation on Settlement of the Legacy of the Old Aliens Act, or RANOV) in 2007 or 2008. You do not have to show a passport or birth certificate. Even if you have a different residence permit at this time. Do you indeed have a passport and/or birth certificate? Then do take them along to your naturalisation appointment with the municipality.
Have you lived for a period outside of the Netherlands after RANOV-permit? Then the exemption does not apply to you.
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You have official documents/certificates from countries not recognised by the Netherlands
open minusThe IND does not process any official documents/certificates from countries that the Netherlands does not recognise. This means that the Netherlands does not accept that such an area is its own country. At the moment this applies to Abkhazia, South Ossetia, North Cyprus and Taiwan. Do you come from one of these countries? And have you convinced the IND of this? Then you do not have to show a birth certificate.
You do have to show a valid national passport when you request to become a Dutch citizen.
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You have Syrian nationality
open minusSince 1 April 2014 there has been a categorial exception for people with Syrian nationality. You do not have to show a passport. You must show a birth certificate only if you were not born in Syria.
The exception has no end date.
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You have Somalian nationality
open minusSomalia does not have an organised civil registry. Because of this the country has no certificates from the civil registry. In addition, the Netherlands does not accept Somalian passports. For that reason you do not have to show a passport. You must only show a birth certificate if you were not born in Somalia.
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You are an ethnic Armenian born in Azerbaijan
open minusEthnic Armenians born in Azerbaijan do not have to show a passport or birth certificate.
Applying for a valid foreign passport
Each country applies different rules. Inquire about how to apply for a passport at the embassy or consulate of your country.
Applying for a birth certificate or proof of birth
First find out how births are registered in your country of birth. Ask your government. Are births registered with birth certificates? A register will often be kept of it. You ask that register in your country for your birth certificate. Your embassy can sometimes help you with this. You can also have other people request a birth certificate for you in your country of birth. These could be family members, friends, a civil-law notary or lawyer. Then you yourself do not have to travel to your country of birth.
Legalisation of a birth certificate
Your birth certificate or proof of birth must be legalised. Legalisation is confirmation of the authenticity of the document. On the website NetherlandsWorldwide you will find information on legalisation of a birth certificate. Is information about your country of birth not included? You can contact the government or embassy of your country.
Travelling to obtain a passport or birth certificate
Are you unable to apply for the passport and/or birth certificate via your embassy? Then you must travel to your own country. Sometimes you can ask other people if they can request the documents in your country of birth. These could be family members, friends, a civil-law notary or lawyer.
Apply for a laissez-passer if you do not have a valid passport
Do you no longer have a valid passport? Or do you have a foreign national’s passport with which you are not allowed to travel to your own country? You can apply at the embassy of your own country for a laissez-passer. A laissez-passer is a temporary travel document. Sometimes you do not get a laissez-passer, but a different temporary travel document.
Countries with other supporting documents
You can use different supporting documents for these countries.
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Afghanistan
open minusYou use these documents:
- Afghan passport
- Birth certificate or Taskera
Instead of a legalised birth certificate, you may use a legalised Taskera. A Taskera is an official Afghan identity card and can be obtained in Afghanistan.
Find out more about the legalisation of documents from Afghanistan for use in the Netherlands.
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China
open minusYou use these documents:
- Chinese passport
- Birth certificate or hukou or medical birth certificate
In China, each family has a household registration booklet (hukou). In this booklet, births, relocations, marriages or deaths are registered. The hukou is also called the birth registration system.
Since March 1996, China also issue a 'Medical Birth Certificate'. This birth certificate is used to entre a person in the register of the 'Public Security Bureau' (PSB). The Public Security Bureau is the organisation in China that is responsible for the population register.
Were you born after 1 March 1996?
Then there will be a 'Medical Birth Certificate' for you. You need this:
- Original 'Medical Birth Certificate';
- A legalised 'certified true copy' of the 'Medical Birth Certificate'.
Were you born before 1 March 1996?
You need this:
- A legalised, notarial declaration with:
- family name
- first names
- date of birth
- place of birth
- names of father and mother
- A legalised certified true copy of the document on which the notary has made a declaration. The IND accepts one of these documents for this purpose:
- Hukou of the parents which includes your birth.
- A hospital certificate stating that the certificate can be used for recording the birth in the hukou register.
- A declaration from the Public Security Bureau with full details of your birth.
We do not accept other souce documents. Do you only have an identity card? The IND will not be accept this either.
You must always have the documents translated into English. You must also have the legalisation stamps translated. Find out more about the legalisation of documents from China for use in the Netherlands.
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Eritrea
open minusYou use these documents:
- Eritrean passport or Eritrean identity card
- Birth certificate
You are sometimes allowed to use an Eritrean identity card instead of a passport. The IND assesses this per situation.
Read more about the legalisation of documents from Eritrea for use in the Netherlands.
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Iraq
open minusYou use these documents:
- Iraqi passport
- Birth certificate or extract from the Iraqi population register
Iraqi passport
You apply to the Iraqi Embassy in the Hague for a passport. The Iraqi Embassy has an application form for this. The Ministry of Interior (MOI) in Iraq processes the application. Has the ministry approved the application? Then it prepares the passport in Iraq and sends it by post to the embassy in The Hague.
Birth certificate or extract from the Iraqi population register
You need 1 of these documents:
• The Shehadat welada. You get this birth certificate if you were born in hospital.
• The Haje el-welada. You get this birth certificate if you were not born in hospital. The doctor or midwife gives you a document. You use this document to apply for a birth certificate in the hospital within 30 days of birth. Was the birth more than 30 days ago? Then you need a court ruling.
• The Suret qid welada. You get this extract from the register of births if you once had a birth certificate but have lost it. You apply to the birth and death registration office for this certificate.Do you not have one of these documents and you will not obtain it either? Then an extract from the population register of 1957 (Surit qid, copy of entry 1957) is sufficient.
Find out more about the legalisation of documents from Iraq for use in the Netherlands.
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Countries with military conscription
open minusYou use these documents:
- Passport or conscription notice for military service
- Birth certificate
Some countries do not issue a new passport if someone must still enlist in the army. For example Turkey. Do you come from such a country with military conscription? And do you have a conscription notice that is not older than 1 year? Then you do not need to show a passport.
Do you indeed have a valid passport? Then you must simply show it.
Lack of documentary evidence on naturalisation/becoming a Dutch citizen
Do you think that lack of documentary evidence applies to you? ? Then you must show that it is impossible for you to obtain a passport and/or birth certificate. You must prove with documents why this is impossible. Then the IND will assess whether lack of documentary evidence applies to you.
You must explain very well why you cannot obtain a birth certificate and/or passport. Are you unable to get a passport? Then use supporting documents to explain why your government is unable or unwilling to issue a passport. This also holds if you do not get a laissez-passer to travel to your country.
You may have to travel to obtain a birth certificate and/or passport. You may have to travel to your country of origin. It could take a lot of effort to do so. You must show all the efforts that you took and why you did not succeed.
The following situations are no reasons for lack of documentary evidence:
- Negative travel advice for your own country.
- Not having money to travel.
- Not daring to contact the government of your country.
You can ask family members, friends, a civil-law notary or lawyer to apply for the documents for you. If they cannot, then you must use documents to show why this is not possible.
It is also important that you have applied to the right organisations for the passport and/or the birth certificate.
Documents to proof lack of documentary evidence
You do not easily get an exemption from the obligation to show a birth certificate or passport. You can obtain an exemption only on the basis of your personal situation. You must show, for example one of these documents:
- A declaration from your government stating that you are unable to show a passport and/or birth certificate. The declaration will also state why you are unable to do this. You can contact your embassy for this. You can also contact the government in your country of origin.
- Supporting documents showing that you have made efforts to obtain a passport and/or birth certificate. For example, travel documents (tickets) from trips that you and/or family member have taken. Letters or emails with information that you have asked for or requests that you have made. Documents from schools, churches, lawyers or other organisations that you have asked for help.
These documents must not be older than 6 months on the date of the application for naturalisation or option.
Examples of lack of documentary evidence
These are examples of lack of documentary evidence.
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Example 1 of lack of documentary evidence
open minusTran Bao is Vietnamese. She wants to become a Dutch citizen but does not have a Vietnamese passport or birth certificate. She applies to the Vietnamese Embassy for a passport and birth certificate. She receives 2 statements that the Vietnamese government cannot issue these documents. The reason for this is mentioned in the statements: "after you left the locality without declaration, therefore we did not have any record". This means that the Vietnamese government no longer has a record of Tran Bao. The IND knows that Vietnamese who have lived abroad for more than 2 years are no longer registered in the Ho Khau. Vietnamese who are no longer registered in the Ho Khau only receive documents if they register again. This is possible only if they go to Vietnam themselves.
The IND allows Tran Bao lack of documentary evidence, because:
- Tran Bao has statements from the Vietnamese government.
- The IND knows that Vietnamese who live abroad for a long time are removed from the Ho Khau.
- There is no doubt about the identity of Tran Bao.
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Example 2 of lack of documentary evidence
open minusJoseph was born in Angola. He has an Angolan passport and a birth certificate that has not been legalised. He has asked the Angolan Ministry of Foreign Affairs several times to legalise his birth certificate. He asked someone in Angola to help him. He also travelled to Angola himself for the legalisation. His requests were dismissed without any real refusal or reason.
Joseph enclosed a letter with his application to become a Dutch citizen. In it he stated everything he has done to have the birth certificate legalised. He also has several documents that prove everything he has done. His passport and identity card are valid and correct.
The IND allows Joseph to rely on lack of documentary evidence, because:
- He showed that he has done as much as possible to have the birth certificate legalised.
- The Angolan government did indeed issue a valid and correct passport to Joseph.
Examples of no lack of documentary evidence
No lack of documentary evidence applies in these examples.
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Example 1 of no lack of documentary evidence
open minusAsiye is Lebanese and was born in Lebanon. She has a Lebanese passport but no birth certificate. Asiye sends letters to the Lebanese Embassy in the Netherlands. She also asks the embassy in Germany for a certificate. The certificate states that she was born in Lebanon. The embassies do not issue any statement of whether or not she can obtain a birth certificate. Asiye calls the embassy several times.
Asiye has tried to obtain a birth certificate, but this is not enough. She can still try to obtain a birth certificate in Lebanon herself. Asiye will not be allowed to rely on lack of documentary evidence. She has not done anything else or cannot show whether she has done more.
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Example 2 of no lack of documentary evidence
open minusJoseph was born in Angola. Joseph has no Angolan passport or birth certificate. He went to the Angolan Embassy in Brussels for these documents. The embassy was unable to do anything. Joseph cannot prove that he went to the embassy, for example with a train ticket or waiting ticket showing that he went to the embassy.
Joseph also says that he cannot travel to Angola because of illness. Joseph has a medical statement for this.
The IND examines the lack of documentary evidence. The Medical Assessment Section of the IND is of the opinion that Joseph can actually travel. They also say that Joseph can be treated in Angola for his illness. For that reason Joseph could travel to Angola and obtain a birth certificate and a passport there himself. He can also ask family or friends in Angola to help him. The Angolan Consulate does grant powers of attorney to enable Joseph’s family members to do so. Joseph does not have to travel himself. That is why Joseph is not allowed to rely on lack of documentary evidence.
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Example 3 of no lack of documentary evidence
open minusMei Ling comes from China and has Chinese nationality. Mei Ling and her two minor children want to become Dutch citizens. Mei Ling has a Medical Birth Certificate and a Chinese passport. The children do not have a passport or birth certificate. Mei Ling has never registered the children with the Civil Registry of China. Mei Ling contacted the embassy. The embassy cannot help her. Mei Ling does not want to travel to China. Tickets are expensive and the children must go to school in the Netherlands.
Mei Ling will not be allowed to rely on lack of documentary evidence. Mei Ling can travel to China herself or ask family members or someone else in China for help.
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Example 4 of no lack of documentary evidence
open minusDeniz was born in Turkey and has Turkish nationality. Deniz has no birth certificate and he has to request one in Turkey. If Deniz travels to Turkey to request his birth certificate, he will have to go into military service (a period of compulsory work in the army). Deniz does not want this but does not have the money to buy this off. This is no reason for lack of documentary evidence.
Does Deniz have a letter from Turkey saying that he must go into the army (conscription notice for compulsory military service)? Then a passport is not necessary. The conscription notice proves his Turkish nationality. Deniz does not have to show a valid Turkish passport. The conscription notice for compulsory military service may not be older than 1 year.
See also
- Rapport Staatloosheid: een mondiaal probleem - Ministerie van Justitie en Veiligheid (2022) (only available in Dutch)