What Is An Embassy And What Does It Do For Expats?

If you’re an expat living overseas and you remain a citizen of your home country, it’s important to know about your embassy.

This is the institution responsible for protecting you and looking after your interests in a foreign country. It’s where your home country’s ambassador is based – they are responsible for maintaining diplomatic relations, administering consulates and providing consular services in your country of residence.

So long as your country of residence maintains diplomatic relations with your country of citizenship, you should be able to find your embassy in the capital or chief administrative city. There may also be a number of consulates spread throughout other cities – these institutions provide consular services, for instance providing official documentation from your home country (such as passports, death certificates and notarial services), legal support and emergency medical assistance.

In this article, we’ll look at some of the services you can expect from your embassy and its consulates. This is essential information for any expat, as it’s highly likely you’ll need to contact your embassy while living overseas.

What is an embassy?

An embassy (sometimes called a chancery, or, in the case of commonwealth nations, a high commission) is a government institution located in a foreign country that, among other things, offers consular services to its citizens.

These services include administering legal documents including passports, protecting the lives and wellbeing of its citizens, and acting as a bridge of communication.

An embassy is run by a group of people called a diplomatic mission, who act as representatives of the foreign government. The head of the diplomatic mission is the ambassador.

An embassy is important for maintaining diplomatic relations between two countries. The embassy is often the first point of contact between the governments of two countries, and may be responsible for sharing intelligence, promoting the interests of the foreign country, supporting peace and prosperity, drawing up treaties, and arranging official visits. In the rare instance that two countries cease diplomatic relations, the host country may expel the ambassador and order the embassy to close.

An embassy is classed as ‘foreign soil’. This means, in theory, that only the laws of the embassy’s country apply within the building. However, in practice, it of course looks very different. While an embassy may be immune to local laws, it is not classed as sovereign territory, and therefore not all the laws of the embassy’s country will apply.

A country is only permitted to have one embassy in another country. This is usually found in the capital or chief administrative city and contains the office of the ambassador. The embassy may oversee a number of consulates, which offer similar services to the embassy but do not have the same level of power and influence.

Some embassies have a bilateral agreement with other countries to provide assistance to one another’s citizens. For instance, Canadian citizens can receive consular support at all Australian embassies, and vice versa.

What does an embassy do?

An embassy is responsible for providing consular services. As an expat, it’s likely that you’ll need to visit an embassy while living abroad in order to receive these services. Here are some of the things you can expect your embassy to provide for you:

1/ Renewing, replacing and providing emergency passports

One of the most common reasons you’ll need to visit an embassy is to receive a new passport. This could be because your current passport is about to expire, or if you’ve lost or damaged yours. If you are living abroad as an expat and do not have a valid passport, either because it is lost or expired, this can create various complications:

• Your visa or residency permit, which is issued on the basis that you have a valid passport, may no longer be valid. This could lead to a situation in which you are deemed to be living in the country illegally and you could face a fine, legal action or expulsion.
• You will also not be able to renew a visa or residency permit.
• You will not be allowed to travel to any other countries, including your home country.
• You will lack the necessary identification to complete administrative tasks such as opening a bank account, signing the lease on a place to live, hiring a car, or opening a business.
• You may not be able to access other consular services from your embassy or consulate.

If you know that your passport is due to expire soon, you should begin the process of renewing it sooner rather than later. Remember that the time it takes to receive a new passport can be anywhere between a few days and several weeks, so if you know you have an important event coming up – for instance, if you are travelling to another country or looking to renew a visa or residency permit – you should contact your embassy well in advance to begin the process.

If your passport is lost or missing, your embassy may be able to give you a temporary passport or emergency travel document. This document is usually only valid for a single journey and is intended to help you to travel to your home country or country of residence. However, since this document is typically non-biometric, you may not be able to visit or return to countries that only allow access to biometric passport holders, such as Indonesia.

Many embassies have moved their passport renewal and replacement services online. This means you may not need to visit the embassy in person. However, you will need to apply for your passport on the website of your diplomatic mission in the country you’re living in.

2/ Issuing birth certificates

If your child is born in a foreign country, they will be given a birth certificate by the local or national authority. If you then wish to register your child as a citizen of your home country, you will need to visit the embassy or consulate of your home country in order to receive a foreign birth certificate.

Getting this certificate will be subject to the laws of both your home country and your country of residence, and will also be determined by the nationality and citizenship status of both parents. Your entitlement to choose the citizenship of your child depends on the laws of both your home country and country of residence, and whether they define birth jus soli or jus sanguinis:

• Jus soli (‘right of the earth’) means a child born on foreign soil automatically qualifies as a citizen of that country, regardless of the parents’ nationalities. This is the case in the USA, Canada, Mexico, many parts of Central and South America, Tanzania and Pakistan.
• Jus sanguinis (‘right of blood’) means a child born in a foreign country can be defined by their ethnicity and may retain the citizenship entitlement of one or both their parents.

Every country has its own citizenship laws – some even allow dual citizenship – so you should check with the laws of both parents’ home nations, plus the laws of the country you are living in before deciding whether to apply for a foreign birth certificate for your child.

3/ Helping if someone dies

Foreign embassies are able to provide help and assistance to expatriates whose friends, partners or family members die while they are living abroad.

When a person dies abroad, the local or national authority is responsible for providing a death certificate. While this certificate should act as legal proof of the person’s death in any other country, your embassy may be able to help you obtain a copy of this certificate in your own native language, or a carbon copy under your own government’s letterhead.

Your embassy will also be able to help when it comes to communicating with the local police. This is especially important if the person was killed, died in an accident, or passed away under suspicious circumstances. Your embassy will likewise communicate with hospitals if the deceased person needs to undergo an autopsy, and they may also communicate with local authorities to ensure the deceased person’s possessions are forwarded to you, if they were confiscated.

If a person you are living or travelling with has died, you should contact your embassy immediately. Your embassy may be able to help by providing you with legal support, for instance, a lawyer and/or translator.

Your foreign embassy may not be able to provide financial assistance. This means they may not offer to help with funeral costs, repatriation of the deceased person’s remains, or probate. These costs will typically need to be paid for by the deceased person’s life insurance. However, your embassy may be able to help by connecting you with local experts.

4/ If someone goes missing

Your embassy will be able to help if one of your friends or family members goes missing while you are living abroad.

If someone you know has gone missing abroad, your first step should always be to contact the local police. They will be able to coordinate an emergency response, which can include contacting other relevant authorities such as mountain rescue and the coastguard.

You should then contact your local embassy to let them know about the situation. They may be able to offer you legal support, a translator, and help to communicate with people and the police in your home country. In exceptional circumstances, your local embassy may be able to seek the support of international police and search and rescue organisations.

If the missing person has a life insurance policy, you should contact their provider to let them know about the situation.

5/ Marriage licences

If you get married or enter into a civil partnership while living abroad, your local or national authority should provide you with a marriage licence. This will be awarded in accordance with the laws of that country.

A foreign marriage certificate should suffice as proof of your marriage in any country, so you should not need to have your certificate re-validated for use in your home, or another other country.

However, if you would like to have your marriage certificate translated into your native language, or re-administered by your home country, you may be able to do this at your embassy.

Having said that, some foreign marriage certificates may not be considered valid in your home country.

If you think you might face restrictions getting married in a foreign country, your embassy may also be able to offer you a certificate of no impediment (CNI). This is a letter from your embassy confirming that they have no objections to your marriage and that you are free to marry.

In order to obtain a certificate of no impediment, you may need to be able to prove that:

• You are mentally capable to enter into a marriage of your own free will
• You are above the statutory age of consent to marry in your home country and do not need the permission of your parent or legal guardian
• You are not entering into a marriage under duress or coercion
• You are not already married

6/ Notarising documents

Any embassy has the authority to notarise documents for anyone of any nationality. This service is usually only available by appointment and often incurs a small fee. It is also uncommon for embassies to offer an ‘emergency’ notary service, so make sure to book well in advance.

The types of documents embassies are authorised to notice may include:

• Birth and death certificates
• Marriage and civil partnership licences
• Copies of passports and other forms of identification
• Statements of consent for granting passports to a child
• Legal documents such as granting power of attorney, affidavits and sworn statements
• Property purchase and real estate documents, such as title deeds, instructions, grants and lease agreements
• Tax forms
• Certifications of savings bonds
• Wills and final testaments

Notarial services are always at the embassy’s discretion and there is no guarantee that the embassy will agree to provide their services.

There are some types of documents that embassies cannot notarise. These may include:

• Certifying academic credentials
• Criminal background checks
• Medallion Guarantees (an identity check on behalf of a financial institution)

7/ Accepting ballots

If, while living abroad, you would like to exercise your right to vote in your home country, your embassy will give you the means to cast your ballot.

Your embassy should be able to provide you with a ballot registration form, then – assuming you are eligible to vote – a ballot for an upcoming election. Your embassy can then accept this ballot and transfer it to the relevant authority in your home country.

Many embassies have taken the step to digitise their online ballot casting services, so you may be able to vote online through your embassy’s website. Even if your embassy has digitised their voting service, you should still be able to drop off a physical ballot at your nearest embassy or consulate, if you prefer.

Remember that voting from abroad may take longer than voting at home, so you should keep an eye on upcoming elections and be sure to start your registration process and cast your vote well in advance of election day.

8/ Filing taxes

If you are subject to expatriate tax – which could be the case if your country of residence does not have a double taxation agreement with your home country, and if you continue to generate income from one or more companies based in your home country – you may need to continue filing your tax returns in your home country.

While your local embassy won’t offer to file your tax returns, they can often help by providing help in a number of different ways including:

Access to help and resources

Your embassy may be able to help point you in the right direction to find the tax forms you need to fill out according to your specific situation. If you need expert advice, your embassy may be able to help you get in touch with local tax experts, accountants or financial advisors.

Alerts and updates

By staying connected to your local embassy’s bulletins, you can find out about legal and regulatory changes to your tax system.

Seminars and workshops

Many embassies run regular sessions, both in-person and online, to help expats learn about their tax system. Even when these sessions aren’t available, you may be able to get in touch with a tax expert at your local embassy.

Liaison and crisis management

Your embassy can act as an intermediary between you and the tax authorities in your home country. If you need to speak to a tax advisor, your embassy can help. Similarly, if you find yourself facing a potential audit or large penalty, your embassy can help by overseeing this dispute.

Payments, fees and fines

If you have outstanding fees or payments to make to the inland revenue service in your home country, you will often be able to make this payment via your embassy or consulate. Many embassies offer this as a free online service.

When might I need to file a tax return in my home country?

Even if you are living as an expat overseas, you may still need to complete a tax return in your home country if:

• You remain a citizen of your home country (including in the case of dual citizenship)
• You generate income from at least one company based in your home country
• You import or export products or services to and from your home country
• Your country of residence does not have a double taxation agreement with your home country. (A double taxation agreement means you will only ever need to pay tax in one country, even if some or all of the above apply)
• You left your country of residence halfway through the last financial year and had outstanding tax returns left to file

9/ Providing legal support

While living abroad as an expat, you may find yourself having a run-in with the local police or law enforcement agencies. This can be a distressing experience, especially if you are not familiar with local laws and the legal system in your country of residence.

If you find yourself being investigated for a crime, arrested or sent to trial, your embassy may be able to help. One of your embassy’s main responsibilities is to provide legal support to foreign nationals, and while embassies are not legal service providers themselves, they can help you to get in touch with local professionals who can handle your case.

The types of support your embassy can offer will vary depending on the nature of your case and the laws of the country you are living in. However, your embassy should be able to help in the following ways:

Information, guidance and assistance

Your embassy will be able to provide legal information free-of-charge. If you have encountered legal trouble while living abroad, you should contact your embassy at the first opportunity to see what options are available to you, how you should act and behave, and whether you are entitled to any support.

Finding a lawyer to represent your case

Your embassy will be able to provide you with their own list of vetted local lawyers and legal representatives. If you have been detained and are unable to make contact yourself, your embassy may appoint a lawyer on your behalf. In some cases, your embassy may also be able to provide financial assistance to support your case, but you will usually be expected to cover your own legal fees.

Consular visits

If you have been detained, arrested or imprisoned, your embassy may send a representative to visit you. This is primarily to ensure you are receiving fair and equal treatment during your detention, and that the detention itself is lawful. Your representative may also be able to provide updates on your case, and act as a bridge of communication between yourself and your family.

Overseeing the legal process

If you are due to stand trial, your embassy will take a vested interest in your case. No matter the outcome, your embassy will monitor the legal process and ensure that any resulting actions are fair and legal according to both local and international law. If you are treated unfairly, your embassy has a responsibility to intervene and, if necessary, to protect you.

Communicating with your family

If you are unable to communicate with your family, your embassy will be able to contact them on your behalf. This can be especially helpful if your family lives in another country, and can help to reassure them by providing information about your ongoing case.

10/ Helping with citizenship matters

If you have a matter regarding citizenship, an embassy should be your first point of call. There are two ways an embassy can typically help when it comes to citizenship. The first is to give you citizenship. The second is to take it away.

You might need to visit an embassy to receive citizenship if, for instance, you have reached adulthood and wish to claim your first passport, with your nationality being your country of birth.

Or, if your child was born overseas but you wish for them to be registered as a citizen of your home country, you can apply through your embassy.

You may also be able to apply for citizenship through marriage. For instance, if you have married another foreign national while living abroad and have the option to claim your spouse’s citizenship, you might be able to do this through an embassy.

On the other hand, if you wish to give up your citizenship – which is often the case with expats who wish to become a citizen of their country of residence – you can formally apply for ‘expatriation’ (sometimes known as ‘renunciation’) via your embassy.

11/ Medical assistance

If you become injured or ill while living in a foreign country, you may need to call on one or a number of medical services. This could range from treatment in an emergency centre or intensive care unit, to ambulance journeys and ongoing treatments and consultations.

While living abroad, it is absolutely essential you are familiar with the local healthcare system. Many expats take out international health insurance to cover their private medical expenses.

However, if you do find yourself in the midst of a medical emergency, your embassy may be able to offer you support in the following ways.

Local information

At the very least, your embassy can help by providing information about the local healthcare system, and your entitlement to take part in this system as an expat. They can also share details of hospitals and healthcare clinics with you, so that you’ll know where to access high-quality treatment.

Liaising

If you are involved in an accident or medical emergency, your embassy can coordinate with the local authorities to ensure you are taken to a hospital and receive the level of care you are entitled to. Your embassy may visit you in person to check on your status and provide information to your family at home.

Health and safety alerts

If your country of residence experiences a medical emergency, such as an epidemic, your embassy may seek to communicate with you to provide emergency response advice. This could include notifications to seek medical advice if you display symptoms, to stay indoors, or in extreme circumstances to leave your region or country if possible.

Your embassy will also advise you what to do in the case of a nationally-organised vaccination drive.

Coordinating an evacuation

If your condition is particularly serious, you may require a medical evacuation. This is when you are moved to another country – either a neighbouring country, or your home country – for treatment. This typically happens when you are unable to receive the standard of treatment you require in your country of residence.

If you need to undergo a medical evacuation, your embassy may step in to ensure that you are safe and protected during this experience. They may assist in coordinating your safe transit if necessary.

Since medical evacuation insurance is administered by your health insurance provider, it does not require the support of your embassy. However, you may still wish to contact your embassy if you think you will require additional consular support during a medical evacuation.

12/ Emergency and crisis management

In extreme circumstances, the country you are living in may experience an emergency or disaster that poses an imminent risk to your life and wellbeing.

If your embassy is aware of a large-scale event that may put your life and wellbeing at risk, they have a responsibility to move quickly to protect you.

If you find yourself in the midst of an emergency, you have the right to contact your embassy and request their support. Your embassy may open a hotline to allow you to receive information quicker, or broadcast information directly to your mobile phone.

Meanwhile, your embassy may liaise with local emergency response teams, airlines and – in particularly extreme circumstances – the militaries of both your country of residence and your home country, especially if they believe that a large-scale emergency evacuation will be necessary.

In the event of an emergency, listen closely to the advice from your embassy and follow their leadership. If you would like to know more about what to do in an emergency, your embassy may be able to provide you with an action plan in advance. This will allow you to prepare your own emergency response plan. Your embassy’s emergency response plan can often be found online.

How to find your nearest embassy

When you first move abroad, it’s a good idea to pinpoint your nearest embassy or consulate soon after you arrive. This is so that, if you need the support of your embassy in an emergency, you’ll know exactly where to go.

It is important to remember that many embassies now run the majority of their services online. This includes passport renewals, support and advice, and even emergency and crisis management. Therefore, the best way to find your embassy is usually by searching online.

Remember you’ll want to be looking for an institution titled ‘The Embassy of [Your home country] in [Your country of residence]’, or something similar. Your embassy’s website will also have a map pointing to where they are based, and perhaps a list of other consulates and diplomatic missions elsewhere in the country.

If you’re having trouble finding your country’s embassy website, you may be able to find its contact details via an embassy locator website such as the Embassy Worldwide database.

What if my country doesn’t have an embassy in my new home?

If your country has ceased diplomatic relations, if your new home country is very small, or if maintaining a permanent embassy abroad is too costly for your home country, you might find that your country of residence does not contain an embassy for your home country.

If this is the case, you may find that your country instead operates an ‘honourary consulate’. This is a semi-permanent office that offers many of the same services as an embassy or consulate, but will not be staffed by a permanent ambassador.

You may also find that your home country operates its embassy in combination with another, nearby country. This is particular true in small or island nations. For instance, British citizens living in Andorra will find that the Andorran embassy is shared with Spain and therefore located in Madrid.

You may also find that your home country does not have a permanent diplomatic presence, and may therefore host its embassy in absentia. For instance, the Swedish Embassy in Malta is based in Stockholm.

If you have no access to an embassy in your new home country, your consular options will be limited. You may need to travel to another country to access your foreign embassy in that country when you require consular services. You should find no restrictions to do this, so long as you can prove your citizenship in that country.

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