Diplomatic mail – regular shipment

Do you want to send documents or small goods categorized no higher than confidential and / or classified to a diplomatic representation abroad?

This information is intended for

Anyone employed by the Dutch government or by an organisation with whom 3W has an agreement, can request to send regular shipments via the Diplomatic Courier service.

How should I deliver my package?

There are two possibilities for sending Diplomatic Mail:

Regular shipping
These shipments are sent according to a predetermined schedule

Separate shipping
These shipments are sent separately from the regular shipping schedule and are intended for urgent cases when the regular shipping schedule is not flexible enough.

Packaging

Postal sacks are used for the dispatch of regular shipments. For this reason, the package needs to conform with specific dimension, volume and weight criteria.

  • No side can be longer than 60 cms
  • The sum of the length, width and height does not exceed 120 cms
  • The weight does not exceed 20 kgs
  • The total volume of all packages per request, does not exceed 500 L / 0.5 m3

Formulas for calculating the volume of a package:

  • Number of litres = length x width x height in cm. / 1000
  • Number of m3 = length x width x height in cm. / 1000000

Attention!

This service does not cover the shipment of fragile goods requiring the transporter to add protective packaging nor large volume shipments that do not meet the conditions set for Diplomatic Mail shipments. See Diplomatic Cargo for this.

Should the goods not be fragile and fit in a smaller package, then make use of Diplomatic mail as much as possible and save on unnecessarily high shipping costs of Diplomatic Cargo shipments.

Content

  • Exclusively for official service items and service goods with a codification not higher than confidential.

  • No liquids.

  • No foodstuffs and / or other perishable products.

  • No excise duty bound goods.

  • No substances that have been classified as hazardous substances under the IATA regulations.

  • No documents, goods or substances whose possession or transport is prohibited by law in the Netherlands or in the country of destination, transit or departure.

How do I request a shipment?

To request a shipment via regular shipment, please make use of the form below.

Requests

The link below leads you to the Self Service Portal (SSP). You will arrive on a https page that is accessible if you are logged in to a government workstation (at home or at the office). You are known to us within the portal. You can check this by clicking on your profile at the top right. In this way you know your data is treated confidentially.

SSP -Mijn aanvragen Mail-Regulier
SSP - Shipment request regular post

Are you requesting a shipment of goods?

The application form must include in attachment, a complete packing list (preferably in English). Do you have a packing slip or invoice from the supplier? Then you may also use it, provided it contains the following information: Amount, Description (for ICT resources: Brand, Type and Serial Number) and Value. You can find an example of a packing list on the Rijksportaal. (Government portal).

Separate shipping

There is a strict policy for requests for separate shipments, such requests must first be submitted to the Management Board of the Ministry of Foreign Affairs via DBV-HF@minbuza.nl . This needs to be done in advance, explaining clearly the reasons why this separate shipment is necessary. Approval is only granted for shipments of crucial (commercial) importance. The approval must be attached, in annex, to the application form.

Goods that contain Lithium Metal and / or Lithium Ion batteries that fall under the IATA "Dangerous Goods Regulations”, cannot be sent by Diplomatic Mail . See Diplomatic Cargo.

Additional documentation may be required in connection with customs formalities. Should this be the case, the Diplomatic Courier Service will contact you.

Where do I drop off my package?

After submitting the application, you will receive a confirmation by e-mail. This confirmation contains the order number of the request. The shipment must be submitted, under this order number, with a complete and correct addressing to the Diplomatic Courier Service at the following address:

Diplomatic Courier Service
Diepenhorstlaan 20 (2nd floor)

2288 EW Rijswijk

Mail items and packages for regular shipments must be delivered to the Diplomatic Courier service no later than 12:00 on the day prior to the day of shipment.

Sending your package by post to the courier service?

Then please label accordingly:

Name of the Representation / location
Name of the employee
Postbus 12200
2500DD Den Haag

For shipment requests to the Netherlands (from abroad), please contact the Diplomatic Representation in the country from which the shipment will leave.

Diplomatic Mail items sent from abroad by regular shipment, are forwarded by the Diplomatic Courier Service to the mailroom of the Ministry of Foreign Affairs. The mailroom ensures further distribution and / or dispatch by postal carrier. Postal items for (governmental) organisations in the Haaglanden region, are dispatched with the Interdepartmental Postal and Courier Service (IPKD).

Items destined for (governmental) organisations can also be collected, if agreed in advance, by appointment, at the counter of the Diplomatic Courier Service.

Questions
SSP - Vraagformulier Diplomatieke Koeriersdienst ( Diplomatic Courier question form)

You can also ask your question by emailing 3W-DK@minbuza.nl.


 

Processing time

The processing time of a regular shipment is on average a few working days after departure, following the Ministry of Foreign Affairs shipping schedule. This may be longer in some cases depending on various factors such as: the destination, the nature of the items and / or goods, the size of the shipment, the available transport options and the customs formalities at destination. In some cases, a shipment must also be coordinated in advance by 3W with the Diplomatic Representation, before it can take place. You can find the shipping schedule on the Rijksportaal (government portal).

Are there costs involved?

3W does not charge the government organisations for this service.