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South Africans in Germany

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    passport Application through the Consulate in Munich

    When applying for a new South African passport in Germany, you can apply either through VFS Global in Berlin or Düsseldorf, or directly at the South African Consulate-General in Munich, depending on where you live. Passport applications are no longer accepted directly at the South African Embassy in Berlin.

    Official information can be found on the South African Embassy website. The Embassy has taken great care to document all the relevant information, which can be downloaded from their website. 

    Apply for your new passport at least a year before the expiry date. Neither VFS Global nor the South African Consulate-General can influence or speed up passport processing times.
    Keep in mind that appointment slots at the Consulate fill up very quickly, and the earliest available appointment may only be one or two months after you submit your request or booking.

    South African passports cannot be renewed. Once your passport expires, or is close to expiring, you must apply for a completely new passport.

    The process explained

    • Check where to apply.
      Depending on where you live, you’ll apply either through VFS in Berlin or Düsseldorf or at the Consulate in Munich.
      (For example, residents of Bavaria and Baden-Württemberg fall under Munich.)
    • Request an appointment.
      Start by sending an email in the required format, as outlined below. You’ll receive a confirmation and appointment date once your request is processed.
    • Prepare your documents.
      Gather all required originals, certified copies, and translations. Double-check that your paperwork is complete before your appointment. Missing or incorrect documents cause delays.
    • Attend your appointment.
      Go to the Consulate at your scheduled time to submit your application and pay any applicable fees.
    • Processing in South Africa.
      Your application is forwarded to the Department of Home Affairs in South Africa for verification and passport issuance.
    • Passport delivery.
      Once your new passport arrives back in Germany, it will either be mailed to you in your self-addressed envelope or you’ll be notified to collect it.

    Booking your appointment

    Please note that the South African Embassy now refers people to do their passport applications via VFS Global.  This is relevant for applicants who reside in Berlin, Brandenburg, Bremen, Hamburg, Hessen, Mecklenburg-Vorpommern, Niedersachsen, Nordrhein-Westfalen, Rheinland-Pfalz, Saarland, Sachsen, Sachsen-Anhalt, Schleswig-Holstein, Thüringen.
    All South African citizens/applicants requiring civic services, and who reside in Bayern and Baden-Württemberg, shall approach the South African Consulate-General in Munich: Sendlinger-Tor-Platz 5, 80336 Munich 

    To schedule an appointment at the Munich Consulate, please send an email with the information below to: Munich.CivicApp@dirco.gov.za

    Email Format

    1. Subject line of email: Appointment request
    2. Full name of the applicant
    3. Applicant’s date and place of birth
    4. South African 13-digit identity number, if applicable/available
    5. Contact details (Address + mobile phone number)
    6. Application type e.g. passport

    You will get an email from the Consulate to confirm receipt of your request for an appointment. They will then manually schedule an appointment and send you a second email with your appointment date. Check your email spam folder as the reply email from the embassy might end up there.

    Checklist of what documentation you need

    • The most up-to-date information is always available on the Embassy website. Here is the link for an Adult passport (over 16 years of age).
    • When applying for an adult passport, the applicant must have a South African ID
    • Please note that you need to take your current passport with you, as well as copies (See links above). Your current passport will be returned to you. The following statement is on the application checklist.
    • The applicant’s original passport must be submitted regardless of whether the current passport is full or expired or the applicant’s forename and/or surname has been amended – the original passport will be given back to the applicant
    • The applicant may continue to use her or his current passport during the processing of the new passport.
    • Remember to take a long your proof of payment
    • Remember the self-addressed envelopes with stamps

    Child passports

    • The list for a child’s passport can be found here. Information about who should be present and sign the application is available on the  Department of Home Affairs website. 
      As a rule, the child and both parents should be in attendance when the application is submitted.        They don’t accept a power of attorney.
      More information on the link above.

    Good to know

    Important Info

    Here are some important things to remember in order to make the process of applying for your passport as smooth and stress-free as possible.

    01

    Confirmation Email

    As mentioned above you will get a confirmation email that your email to the Embassy or Consulate was received.

    02

    SPAM

    Check your email spam folder for emails from the Embassy or Consulate

    03

    Have some patience

    Allocating appointments is a manual process. You will get an email with your appointment date as soon as it is allocated to you.

    04

    thoughfullness

    Inform the Consulate if you cannot make your appointment so that they can allocate it to someone else. 
    Inform them of any change of address.

    05

    Come prepared

    Make sure you have all the documentation required for your passport application.
    Bring a black ink pen with you in case you need it.

    06

    Plan ahead

    Last but not least, apply for an appointment well in advance, do not wait until your passport has expired. South African citizens are entitled to hold two tourist passports concurrently. Persons wishing to apply for a second passport must provide a written motivation.

    German residence permit linked to old passport

    I found information with regards to traveling with a new passport, while your residence permit is linked to your old passport, on the Berlin website:
     
    “Re-entry to Germany is easy if your residence permit is still valid and you still have the old passport.

    Take your old and new passports and your residence permit with you on your trip.
    However, we recommend that you enquire about the entry and exit conditions of the country you are visiting before you travel abroad (for example at the embassy of the country you are visiting)

    Legal basis –  Gesetze §3, §4 and §13 AufenthG Art 5

    Updates on your application process

    If you’re applying for a South African passport in Germany, it’s important to note that the Consulate cannot track the progress of your application until they receive the diplomatic bag from Home Affairs in South Africa.
    This means they are unable to provide updates on processing times. However, applicants with civic status enquiries can follow up directly with Home Affairs by emailing hacc@dha.gov.za.
    Some applicants have also had success obtaining updates by calling Home Affairs at 0800 60 11 90 from South Africa or +27 12 338 8000 from outside South Africa. You will need some patience, but most callers eventually get through
    Responses via email may take some time, with some applicants reporting a reply after about a month.

    A document listing the average processing times
    can be found on the South African Embassy website

    download document

    References

    Applying through the VFS Global Application centre

    The VFS online application system for South African passports is now available in Germany, making the process easier and more streamlined.
    You can find more information about South African civic services abroad on the official Department of Home Affairs website.

    Applying for your passport in Germany via VFS Global

    Adult Passport Application through VFS Global There is a new, more convenient way to apply for your South African passport in Germany. In addition to the traditional route through the Consulate in Munich, you can submit your application through the company VFS Global. For an additional service fee, you can now: Start your application online Book your biometric appointment through their system Submit your application documents and biometrics at VFS offices Have your new passport

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