3.2 Notifications

Identity cards are issued to all staff at diplomatic missions, career consular posts and international organisations, as well as to family members who form part of their household and to private servants stationed in Sweden. Identity cards are not issued to family members with Swedish citizenship or to children under 6 years of age.

Identity cards are valid for a maximum of three years. They are not issued to staff posted in Sweden for less than six months. Holders of identity cards are advised to carry their cards with them to verify their identity and their registration with the Protocol Department upon request.

  • 3.2.1 Residence permits
  • 3.2.2 Identity cards
  • 3.2.3 Personal identity number
  • 3.2.4 Population register
  • 3.2.5 Staff members on a diplomatic posting

Missions should notify the Protocol Department within a week of the arrival of staff members by using the notification form. Notification should include also family members and private servants (if any). Two copies of a valid passport and two photos of each person should be attached.

For Missions covering Sweden from another country, please note that notification is only necessary for the Head of Mission.

Notification of arrival

Supplementary notification

Photographs

  • Must show the applicant against a white background looking directly into the camera.
  • Should not be more than six months old and must be 35−40 mm in width (standard passport photo).
  • The space between the eyes and the chin must be 14−17 mm.
  • If the applicant wears glasses the photograph must show the eyes clearly with no flash reflection off the glasses.
  • Retouched photographs are not permitted.Head coverings worn for religious purposes are permitted.
  • The applicant's name and date of birth and the name of the embassy should be written on the back of both photographs.

3.2.1 Residence permits

After arrival and notification, the Protocol Department issues residence permits to mission staff and family members who form part of their regular households (please see section 2.4 for the definition of family member) and private servants. All individuals granted residence permits are expected to reside in Sweden. The residence permit cards allow travel in the Schengen area.

Mission members from EU/EEA countries, and family members who form part of their regular households, do not need to hold residence permits. Instead, they will receive identity cards from the Protocol Department.

Residence permit cards for service staff and private servants contain biometrics (photo and fingerprints of two fingers) and an electronic signature. Diplomatic agents, members of the administrative and technical staff, consuls, consular agents and their family members are exempt from biometrics.

Upon initial application, a residence permit valid for three years is issued to members of the administrative and technical staff and members of the service staff. The permit may be extended for a maximum of two years at a time and for a total period of no longer than eight years. The same rule applies to consulate equivalents and all private servants. This does not apply to EU/EEA citizens who have the right to work in Sweden under EU law.

To extend residence permits and/or renew identity cards, the form 'Supplementary notification' should be used. One copy of a valid passport and one photo of each person should be attached. The length of the residence permit can never exceed the expiry date of the passport.

Supplementary notification

3.2.2 Identity cards

Identity cards are issued to all resident staff at diplomatic missions, career consular posts and international organisations, as well as to family members who form part of their household and to private servants. Identity cards are not issued to family members with Swedish citizenship or to children under 6 years of age.

Identity cards are valid for a maximum of three years. They are not issued for a validity period shorter than six months.

Holders of identity cards are advised to carry their cards with them to verify their identity and their registration with the Protocol Department upon request.

Please observe that identity cards are only issued to personel stationed in Sweden.

3.2.3 Personal identity number

Staff members, their family members and private servants who wish to apply for a personal identity number may do so if they are to reside in Sweden for more than one year.

Personal identity numbers are registered in the Swedish Population Address Register (SPAR) and facilitate everyday transactions and contact with banks, medical and health care institutions and schools. A personal identity number does not give access to the Swedish social security system or other residence-based welfare benefits.

3.2.4 Population register

Mission staff (diplomatic agents, administrative and technical staff, service staff, private servants and the corresponding consular staff members) should not register in the Population Register.

Locally employed staff must be either Swedish citizens or registered in the Population Register before being employed. They may not be registered in the Population Register after they have been employed.

The local recruitment of non-Swedish citizens is only permitted if the employee holds a residence and work permit issued by the Migration Agency valid for the duration of the employment and is registered in the Swedish Population Register.

Staff (and their families) working at international organisations that have concluded seat agreements with the Swedish government should register in the Population Register.

3.2.5 Staff members on a diplomatic posting

All staff members (except locally employed staff) are considered to be on a diplomatic posting by the sending state. This includes staff members who have been recruited in the sending states and who are nationals of the sending state or third country nationals. The mission concerned bears the full financial responsibility for these staff members and their families, including health insurance.

Recruitment of third country nationals must be confirmed in a note to the Protocol Department from the Ministry for Foreign Affairs in the sending state.

Contact

Protocol Department
Ministry for Foreign Affairs
Visiting address Gustav Adolfs torg 1
Address 103 39 STOCKHOLM
email to Protocol Department