Notification of new staff
Members of staff at Diplomatic & Consular missions
First arrival
In accordance with Article 10(a) of the Vienna Convention on Diplomatic Relations 1961, and Article 24(a) of the Vienna Convention on Consular Relations 1963, missions must inform the FCDO of the appointment and arrival of its staff. The must be done by sending a completed Form 1 , via email to Diplomatic Missions and International Organisations Unit (DMIOU), Protocol Directorate.
Missions must provide, in addition to the appointee’s designation, the relevant staff category, the date of appointment and the name of the person being replaced. Where the appointee is fulfilling an entirely new role at the mission, and therefore represents an increase in the size of the mission, a brief job description and explanation of why the new position is necessary must be provided.
All dependants must be listed on the Form 1 and, where dependants include children between the ages of 18 and 25, evidence of enrolment in qualifying full-time education must be provided. See Recognition of family members.
Incomplete forms will not be processed and may therefore cause a delay in the enjoyment of any applicable privileges.
The names of Heads of Mission, their spouses, and diplomatic staff are included in “The London Diplomatic List”, which is published on the GOV.UK website.
Changes of Circumstances
Changes of a member of staff’s circumstances must be reported to DMIOU using a Form 1. Examples of changes include a new designation, changes of name, arrival/departure of family members, birth or death of a family member or changes in marital status. Copies of birth and marriage certificates should provided for those changes in circumstances.
On termination of duties
On the termination of an official’s appointment, you should inform Protocol Directorate using Form 1 (with the ‘Termination of Functions’ box being ticked).
A departing member of a mission (including any dependants and domestic servants) is expected to leave the UK within 31 days of the date of termination of their official duties, as notified on Form 1. During this 31 day period the departing member of a mission retains his/her applicable immunities and privileges, as do any dependants.
All diplomatic registered personal vehicles must be deregistered with the DVLA (see disposal of vehicles). Car registration “D” and “X” plates should be returned to the DVLA.
Consular staff in London
Career Consular officers and Consular employees appointed to consular offices in London are accredited under the Vienna Convention on Diplomatic Relations 1961, rather than the Vienna Convention on Consular Relations 1963.
Consular staff outside London
Details of consular staff appointed to consulates outside London should continue to be notified to Protocol Directorate on Form 1. The entitlement of such staff to privileges and immunities will be governed by the Vienna Convention on Consular Relations 1963.
British nationals and permanent residents of the United Kingdom
For the purposes of the Diplomatic Privileges Act 1964 (see the Legislation Page), the term ‘national of the receiving State’ means British Citizen, British Dependent Territories Citizen, British Overseas Citizen, British Subject or British National (Overseas). The term ‘permanent resident’ (Article 38 of the Vienna Convention) is regarded for administrative purposes as referring to a person who, at the relevant date, was ordinarily resident in the United Kingdom. When notifying appointments, missions should state if the person concerned is a British Citizen or if s/he is considered by the mission to be a permanent resident.
Immigration status for members of a mission
Any person who is a member of a mission within the meaning of the Diplomatic Privileges Act 1964 (see the Legislation page), and any qualifying person who is a member of the family and forms part of the household of such a member, is exempt from immigration control under the Immigration Act 1971. They do not, therefore, require a visa to enter or re-enter the United Kingdom. However, in order to facilitate their entry to the UK, we strongly recommend that members of missions and their dependants obtain an ‘exempt’ entry clearance endorsement in their passports before they arrive. This will help to establish their position immediately upon arrival in the UK and avoid the risk of any misunderstandings. This is particularly relevant for nationals of certain countries who would normally require a visa to come to the UK. The visa should be obtained at the nearest entry clearance post (see the UK Borders Agency website for a list of countries whose nationals need visas to enter the UK).
Some clarification of exempt status
A diplomat who is exempt in his/her own right will cease to be exempt if
His/her employer terminates their employment.
What happens when a person ceases to be exempt?
Diplomats and their dependants are required to leave the UK within 31 days of the date of termination of their official duties.
Anyone who fails to leave the UK will become an overstayer. Persons who have remained in the UK without authority can be prosecuted for the offence of overstaying and/or become subject to deportation.
It is therefore essential that everyone is aware of the circumstances that will lead to them ceasing to be exempt. It is equally essential that they are fully aware of the steps they must take to prevent them remaining in the UK without authority, i.e. illegally.
It should be further noted that whilst a person is exempt it is not possible for them to make a valid application for leave to remain or indefinite leave to remain.
Diplomatic Immunity
UK Law
In accordance with Article 41 of the Vienna Convention on Diplomatic Relations, members of diplomatic missions and their families are expected to respect the laws and regulations of the United Kingdom. The Convention recognised that the purpose of these diplomatic privileges and immunities was not to benefit individuals, but to ensure the efficient operation of the diplomatic missions. This very important aspect of the Convention therefore places a special obligation on those who enjoy the privileged status and treatment which the Convention provides; not least, they need to exercise their privileges with discretion and should not rely on their immunity, particularly when dealing with non-privileged persons with whom disputes may occasionally arise, and which cannot be resolved in the normal way by reference to a court of law. Diplomatic immunity in no way absolves members of diplomatic missions or their families from their duty to obey the law. The police investigate all allegations that members of staff (including staff’s families) of diplomatic missions or international organisations have broken UK law and report the results to the FCDO. The FCDO draw these to the attention of the Head of Mission or a member of his staff.
Some serious cases, such as violent crime, incitement to or advocacy of violence, espionage, and drug trafficking may require additional action. Where the police consider there is sufficient evidence to justify court proceedings but the Head of Mission concerned does not grant a waiver of immunity, members of diplomatic missions and their families may be asked to leave the UK. In addition, the following offences normally lead to a request for the transfer from post of the offender in the absence of any waiver of immunity:
- firearms offences
- rape, incest, serious cases of indecent assault and other serious sexual offences
- fraud
- second drink-driving offence (or first if aggravated by violence or injury to a third party
- other traffic offences involving death or serious injury
- drink driving without third party insurance
- theft, including large scale shoplifting (first case)
- lesser scale shoplifting (second case)
- offences normally carrying a prison sentence of more than 12 months.
Firearms
All firearms, whether acquired in the United Kingdom or imported, require a firearm or shotgun certificate from the police. Any breach of firearm regulations may result in a request for withdrawal of the offender. The possession of other types of weapon, including gas canisters, is also illegal in Britain.
Firearm Certificate
All members of missions must comply with the requirements of the Firearm Acts 1968-88 by obtaining:
(a) Firearms certificates in respect of any arms and ammunition including
(i) fast firing and bolt action shot guns with either detachable or non-detachable magazines holding more than two cartridges and
(ii) conventional shot guns with a barrel length of less than 24 inches;
(b) Shotgun certificates in respect of smooth bore guns with a barrel not less than 24 inches in length which either have no magazine or non-detachable magazine incapable of holding more than two cartridges.
Note: Automatic, self-loading (semi-automatic) or pump action rifles and carbines are prohibited weapons.
Applications for all types of certificates, as well as guidance, should be made in writing to SCO19, Firearms Enquiry Team (see Contacts page). There is no fee for the issue of such certificates to diplomatic agents and administrative and technical staff.
Civil Claims
Debts
His Majesty’s Government expects all diplomatic missions, consular posts and international organisations, and members of diplomatic missions, consular posts and international organisations, to pay their debts promptly. This includes the payment of National Non-Domestic Rates (see Mission page), London congestion charges and all parking fines.
Nuisance
Members of diplomatic missions, consular posts and international organisations are expected to show consideration towards their neighbours. Inconsiderate behaviour, such as the holding of noisy parties late at night, can bring the name of the mission, consular post or international organisation, and of the diplomatic corps as a whole, into disrepute. In some cases nuisance can also constitute a breach of the law.
Driving Offences
Please see Driving in the UK page for details.
Recording of Offences
The FCDO keep records of all alleged offences committed both by members of diplomatic missions and international organisations. They also keep comprehensive statistics of all unpaid parking fines, Congestion Charge and outstanding NNDRs.
Whilst the FCDO recognises its obligation under Article 29 of the Vienna Convention to respect the dignity of individual diplomats, the FCDO is obliged to report these statistics to Parliament each year and the public, as well as the press, have access to this information.
Parking Fines
Parking Fines
Diplomatic missions, consular posts and international organisations, and members of diplomatic missions, consular posts and international organisations, must comply with local parking regulations and pay any charges for parking meters and residents’ parking spaces, whether operating official or private vehicles. Illegal parking is a matter of considerable public concern in London. It can cause traffic congestion as well as great inconvenience to local residents and traders. Members of diplomatic missions should be aware that cars that are parked in such a way as to cause an obstruction, or danger to other road users, may be towed away.
The FCDO may request the withdrawal of a member, or members, of the diplomatic mission for persistent failure to respect parking regulations and to pay penalty charge notices.
Speeding
Speeding
Excessive speeding can also be regarded as a serious offence. Drivers should be aware that the police have installed automatic equipment for the detection of speeding and other traffic offences.
Where police report that a diplomatic vehicle has committed a speeding offence, the FCDO will inform the Head of Mission concerned. Repetition could lead to a request by the FCDO for withdrawal of the diplomat.
Identity Cards
Entitlement
DMIOU, Protocol Directorate will issue identity cards to:
- Heads of Mission
- Members of the diplomatic and administrative and technical staff of a diplomatic mission
- Consular Officers and Consular Employees of a consular mission
- members of their families over 16 years of age
- members of the service staff of missions
- Honorary Consuls
Identity cards are not issued to:
- staff or members of their families who are British nationals,
- private servants employed by Heads of Missions or any other domestic workers.
- unmarried partners
- locally-engaged members of staff.
The cards contain the holder’s photograph and an indication of his/her official position. They do not in themselves confer any entitlement to immunity or privilege. In the event of any incident, the police must satisfy themselves that the identity card is a valid one and that its holder is an entitled person.
Applications
Applications for identity cards for entitled persons should be made on Form 2. Completed forms should be either sent to Protocol Directorate by post, or hand-delivered during the weekly collection period.
Holders of identity cards are advised to carry them at all times. In the event of loss, please report the loss of the card to the Police, and submit a request for a replacement card on Form 2 to Protocol Directorate, with a copy of the Police report.
Renewals and returns
Identity cards are valid for 5 years. Upon expiry, if there is a need to renew the card, an application should be submitted to Protocol Directorate using Form 2.
Identity cards should be returned to Protocol Directorate when the holder leaves the United Kingdom at the end of their posting.
Lost & Stolen cards
If the card is lost or stolen, please submit a request for a replacement on Form 2, including brief details of the circumstances of the loss. In the event of theft of the card, it is advised to report the theft to the police.
Council Tax and TV Licensing
Domestic Property
Heads of missions, diplomatic agents, and administrative & technical staff of high commissions, embassies and consular offices (categories A, B, and C) and heads of consular posts, consular officers and consular employees (categories A, B and C) are exempt from payment of Council Tax and TV licence on their domestic properties.
Members of the service staff, and domestic servants (category D) are required to pay Council Tax and TV licence. British dual nationals (other than Commonwealth/British citizens) and all permanent residents are liable to pay Council Tax and TV licence.
To ensure that relief from Council Tax and TV Licensing is granted, missions should submit Form 3 to Protocol Directorate in respect of the residential properties occupied by entitled staff. Failure to provide this information will result in the Council and TV Licensing being unaware that an address is occupied by diplomatic staff and thereby exempt. The address could receive demands for tax, TV Licensing and, possibly, visits by council authorities and bailiffs. It is therefore in the mission’s interests to provide full information to Protocol Directorate to avoid any inconvenience and potential embarrassment.
Please note that relief is granted to the entitled occupant during the period of occupation. Missions should provide notification of the departure of an entitled. When premises are unoccupied by entitled staff, for example whilst the premises are being redecorated or refurbished prior to a new occupants arrival, Council Tax is required to be paid unless the Council in which the property is situated provides exemptions or discounts. Missions should clarify this directly with the Council. This requirement applies whether the premises are owned or rented by the diplomatic mission or consular post.
VAT on the rent or purchase of property
The purchase of property for domestic use remains exempt from VAT provided the building has previously been used for residential purposes. Missions should check with estate agents before exchanging contracts.
Income Tax
Income tax liability for Diplomatic Staff
Schedule 1 of the Diplomatic Privileges Act 1964 sets out the entitlement to immunity from the payment of income tax and capital gains tax by members of a diplomatic mission. With one exception (please see following paragraph), what follows applies to staff of diplomatic missions who are not:
- British Citizens
- British Dependent Territories Citizens
- British Overseas Citizens
- British Subjects or
- British Nationals (Overseas); or
- permanently resident in the United Kingdom.
- Dual National
Official salaries of members of the Mission
All members of the diplomatic or A&T staff of the mission are exempt from the payment of United Kingdom income tax on the official salaries. A British national who is a member of a mission of Commonwealth countries, or is a private servant of a member of the mission, and who is also a citizen of that Commonwealth country, is to be regarded as if he were a citizen of the Commonwealth country only. In other words, a person in this category would not be liable to income tax.
Salaries of private servants
Private servants of members of the mission recruited overseas are exempt from the payment of United Kingdom income tax on the salaries they receive by reason of their employment.
Tax exemption on private income from sources outside the United Kingdom
Diplomats and A &T staff (categories A, B & C)
Diplomatic agents are exempt from the payment of United Kingdom income tax on private income from sources outside the United Kingdom, whether or not the income is payable in, or remitted to, the United Kingdom. The members of the family of a diplomatic agent forming part of his household are also exempt from United Kingdom income tax on private income from sources outside the United Kingdom.
Service staff (category D)
The Diplomatic Privileges Act 1964 does not provide any exemption from United Kingdom income tax in respect of income from sources outside the United Kingdom which accrues to members of the service staff of the mission, or to staff employed on locally engaged basis or private servants of members of the mission.
Income liable to UK tax
The Diplomatic Privileges Act 1964 does not provide for exemption from United Kingdom income tax on income arising from sources (other than salary) within the United Kingdom. A member of a mission or those forming part of his/her household who has received non-exempt income should apply for, and submit, a return to the HM Revenue and Customs giving details of this income.
Inland Revenue guidance about the tax treatment of bank and building society interest can be found on the HM Revenue and Customs website.
Capital Gains Tax
Members of diplomatic missions (except service staff) are exempt from United Kingdom capital gains tax except where it arises on the disposal of private immovable property not held on behalf of the sending State for the purposes of the mission, or of investments in commercial undertakings in the United Kingdom.
If applicable, members of diplomatic missions should include any capital gains liable to United Kingdom capital gains tax in the return of income referred to above. HM Revenue and Customs will issue a notice of assessment and application for payment in due course.
Members of the family of a diplomatic agent forming part of his/her household are also exempt from United Kingdom capital gains tax except in relation to private immovable property in the United Kingdom, and investments in commercial undertakings in the United Kingdom.
National Health Service
Eligibility
The National Health Service (NHS) is for people who live in the United Kingdom.
General Practitioners
Any member of a diplomatic mission or international organisation may apply to use services in the same way and on the same conditions as those who are ordinarily resident here.
It is at the discretion of the individual practitioner whether to accept someone as a NHS patient or on a private fee-paying basis.
Further information, including how to obtain an NHS number, is available from the NHS website.
Dentists and opticians
It is also for the discretion of individual dentists and opticians whether to accept someone as an NHS or private patient.
Hospital charges
Staff accredited to missions in London do not pay hospital charges for NHS treatment.
Private healthcare
Private medical care in the United Kingdom is expensive. Missions and diplomats must ensure that, before arranging treatment with private doctors/consultants and hospitals, they have either adequate funding to cover the full cost of the treatment or sufficient private health insurance cover.
Debts
Any unpaid medical debts reported to Protocol Directorate will be brought to the attention of the Head of Mission.
Purchase of Duty Free Goods
Diplomatic agents are exempt from the payment of VAT and duty on purchases of alcoholic liquor, tobacco products and perfume from excise warehouses. However, liquor, cigarettes, cigars, rolled tobacco and perfume are all subject to quota. Missions are advised of their annual quota each year in March/April, to run from 01 April to 31 March.
For each consignment, complete HMRC form C426 – “Application for the release of goods free of duty and/or Value Added Tax under privilege”.
- Please ensure that the form is correctly completed and that all supporting documentation requested is attached.
- Retain the applicant’s copy (copy number 3).
- Send the other 2 copies to the relevant Protocol DMIOU Team.
After authorisation, Protocol Directorate will send copy number 1 of the form to the clearing agent named at part 3 of the form so that the goods may be released. (The Foreign, Commonwealth and Development Office will retain copy number 2 for its records.)
VAT and Excise Duties
Value Added Tax (VAT) and Excise Duties
The VAT levied on goods and services in the United Kingdom is an indirect tax, which means that it is incorporated in the price of goods or services and is therefore, VAT is not included in the list of taxes exempted in Article 34 of the Vienna Convention. All diplomats accredited to the United Kingdom pay VAT on all purchases of goods and services apart from those listed below.
You can find a definition of VAT and the goods and services it is applied on the HM Revenue & Customs website.
Free movement of duty-paid goods within the European Union
Spirits and tobacco products that were purchased at full tax and duty prices in the European Union will generally be exempt from United Kingdom tax and duty on importation into the UK, provided these are for personal use or as gifts.
Imports from outside the EU
Imports from outside the European Union and goods obtained from Customs warehouses (other than motor vehicles)
Customs privileges for Diplomatic and other Staff
The Diplomatic Privileges Act 1964 provides in Schedule 1 (Articles 36 and 37) for Customs privileges for diplomatic and other staff of foreign embassies and Commonwealth high commissions in the United Kingdom. It also provides for the importation, free of customs charges, of goods for the official use of an embassy or high commission.
Diplomatic Agents (Articles 36 (1) (b) and 37 (1)) (categories A and B)
Entitlement
Diplomatic agents may import goods and may withdraw duty-suspended goods from a Customs and Excise warehouse free of VAT, customs duty and excise duty on goods for their official or personal use, including the use of members of their family forming part of their household.
Procedure
Applications for import or release should be made on the appropriate form direct to the Customs Officer, except in the case of motor cars, spirits and cigarettes, when the form must be submitted to Diplomatic Missions and International Organisations Unit, Protocol Directorate, Foreign, Commonwealth and Development Office, for approval.
How to claim for:-
Cars
See the Vehicle Tax page.
Administrative and Technical Staff (Article 37 (2)) (category C)
Entitlement
Members of the administrative and technical staff of Missions may import their personal and household effects, including a motor car, free of Customs charges at the time of first arrival. The importation of such goods may take place at any time during a period of 6 months following this date.
How to claim
For details on motor vehicles see the Forms Page. For personal and household goods see guidance given above in “Diplomatic Agents (Articles 36 (1) (b) and 37 (1)) (categories A and B)”.
Official Supplies (Article 36 (1)(a)
Entitlement
His Majesty’s Revenue and Customs will release articles required for the official use of a Mission free of customs charges.
How to claim
Complete form C426. Retain the applicant’s copy and send the other two copies (HMRC’s copy and Foreign, Commonwealth and Development Office’s copy) to the clearing agent named at part 3 of the form for release of the goods.
Conditions of Use
Goods may be delivered under the above arrangements only on condition that they are for the personal use of the entitled person or member of his family forming part of his household, or for the official use of a Mission. Such goods must not, therefore, be sold, hired, lent, given away or otherwise disposed of to non-privileged persons.
Restrictions on quantities of imports
HM Revenue & Customs will not normally place restrictions on the quantities of goods imported under the above arrangements provided that the goods are genuinely required for the personal use of a privileged individual or for the official use of a mission; but if, in any particular case, quantities in excess of reasonable genuine requirements are imported, the Commissioner of Customs and Excise reserve the right to place a limit on the quantities which may be released free of customs charges. There is a quota system for motor vehicles, spirits and cigarettes.
Examination of goods
HM Revenue & Customs will normally release goods delivered free of customs charges under the above arrangements without examination. The Commissioners of Revenue and Customs reserve the right, however, to examine any such goods in exceptional circumstances (Vienna Convention on Diplomatic Relations, Article 36(2)). They would normally make this examination after consultation with the privileged importer and, if desired by him/her, in his/her presence or that of his/her appointed representative.
Pets
Importation of Pets: VAT/duty free clearance
HMRC advise that pets fall within the definition of ‘goods’. However, entitled individuals may import them free of VAT and duty under diplomatic privilege. The C426 should be completed and presented in the usual manner, as for any other import of goods for personal use.
Please see the Pet Travel Scheme information immediately below that you may also apply for the importation of a pet.
Pet Travel Scheme (PETS)
The Pet Travel Scheme (PETS) is the system that allows pet animals (including dogs, cats) from certain countries to enter the UK without quarantine as long as they meet the rules.
To prepare an animal to travel under PETS, and to check that it meets the rules, visit the Department for Environment, Food and Rural Affairs (Defra) website, ring the PETS Helpline on 0870 241 1710 (0830 – 1700 hours Monday to Friday) and request fact sheets, or e-mail pets.helpline@defra.gsi.gov.uk.
Animals that do not meet all the requirements of the Pet Travel Scheme (including those from non-qualifying countries) must be licensed into quarantine before they are transported to the United Kingdom and must then spend 6 months in an authorised quarantine premises. Pet owners who wish to import an animal into quarantine can visit Defra’s website or ring Defra on 020 7904 6222 to obtain information pack. There are stiff penalties for owners who import pets illegally.
Page Last Updated: 22 December 2023