Lost Your South African Passport Overseas? How to Apply for an Emergency Travel Document

The Emergency Travel Certificate (ETC) is designed for South Africans who need to return home urgently due to situations such as emergencies like a death in the family, illness, or other pressing reasons, as well as for those whose passports have been lost or stolen while abroad. Essentially, it offers a way to travel back home without a passport.

So, how do you apply for one? Is an emergency passport still available in South Africa? And, what documents do you need?

This guide will answer these questions and more regarding the process of obtaining an emergency passport at the South African Embassy while abroad. We'll also share tips to make the process smoother, including how to get a flawless passport photo instantly.

Table of contents

• What to do immediately after losing your South African passport abroad
• Understanding emergency travel documents vs. temporary passports
• South African emergency passport application process abroad
• Documents required for emergency passport
• South African passport photo requirements
• Get your South African passport photo online!
• Passport Photo App
• South African emergency passport fees
• How long does it take to issue an emergency passport?
• FAQ

What to do immediately after losing your South African passport abroad

What happens if you lose your passport while traveling? If you find yourself without your South African passport while overseas, follow these steps promptly:

1. Report the loss or theft to the local police and secure an official police report. This document is crucial for the embassy or consulate and may also be necessary for insurance claims.
2. Reach out to the closest South African embassy, consulate, or high commission. They can guide you in obtaining an ETC or a replacement passport.
3. Apply for an ETC if you need to urgently return to South Africa. The ETC permits direct travel back to South Africa, but is generally valid for only one trip.
4. Verify your visa status, as losing your passport means losing your visa, too. You might need to work with local immigration authorities to ensure you can exit the country legally.

Note: Having digital or physical copies of vital documents stored securely can expedite the process.

Understanding emergency travel documents vs. temporary passports

Emergency travel documents and temporary passports serve individuals needing to travel urgently without a regular passport. However, they differ in their intended use, validity, and issuance conditions:

Emergency Travel Documents (ETDs) are provided for immediate, unexpected travel needs, such as when a regular passport is lost, stolen, expired, damaged, or in the process of being renewed. A South African ETC is strictly for direct travel back to South Africa and cannot be used for entry into other countries, except during transit.

Temporary Passports, commonly referred to as emergency passports, are temporary travel solutions given under rare circumstances when a full regular passport cannot be issued promptly. They are usually valid for a limited time, often up to a year or less, and offer broader travel capabilities than ETDs, though not all countries accept them.

Can I get an emergency passport in South Africa? Within South Africa, the Department of Home Affairs stopped issuing Emergency Travel Certificates and Temporary Passports in 2014 due to faster processing times for regular passports and challenges citizens faced when using emergency documents for international travel. As a result, emergency temporary passports of South Africa are only issued outside the country.

South African emergency passport application process abroad

To apply for an emergency travel passport of South Africa while abroad, follow these steps:

1. Report the loss or theft of your passport to the local police to obtain an official police report.
2. Gather the necessary documentation listed in this guide.
3. Submit your application in person at the nearest South African embassy, consulate, or high commission during office hours, usually by appointment.
4. Pay the required fee at the mission.

The application will be forwarded to the Department of Home Affairs in Pretoria for approval, based on successful fingerprint identification.

Documents required for emergency passport

When applying for an ETC or a replacement passport, you generally need the following:

• A completed passport application form (DHA-73), signed and with a left thumbprint for applicants aged 16 and above.
• A full set of fingerprints on the DHA-9 form for applicants 16 years or older. This form isn’t available online and must be completed at the embassy or consulate.
• A written motivation letter detailing the urgency of your travel, with supporting documents like a doctor’s note, funeral confirmation, or police report.
• A travel itinerary or flight booking indicating your travel plans.
• Proof of South African citizenship, like a South African ID book, birth certificate, or previous passport, and copies of these.
• A DHA-529 form (Determination of Citizenship) for applicants aged 16 or older.
• A divorce decree for divorced applicants or a notarized marriage certificate for married applicants.
• A written request to change surnames, if applicable (for married women wishing to keep their maiden name or use a double-barrel surname).
• A notarized copy of your South African passport or ID.
• A notarized copy of retention/exemption letters if you hold dual citizenship.
• A police report in case of a lost or stolen passport of South Africa.
• Four passport-sized photos that meet ICAO standards (colour, without a smile, mouth closed, no glasses).
• The fee prescribed by the consulate or embassy.

For an emergency child passport in South Africa, children under 16 must have a birth registration with the Department of Home Affairs and a 13-digit ID number. Required documents include the child’s birth certificate, parents’ South African passports and IDs, and proof of emergency. Consent and identification are required from both parents or legal guardians for minors.

South African passport photo requirements

When applying for a South African passport, ensure your photos meet these criteria:

• The photo must be 35 mm wide by 45 mm high (3.5 × 4.5 cm).
• Use a plain white or light gray backdrop that is smooth, with no distractions or shadows.
• The photo should be taken within the last 1 to 6 months.
• Your head should occupy 70% to 80% of the photo, measuring approximately 29 to 34 mm from chin to crown. The face should be centred and look directly at the camera.
• Maintain a neutral expression with your mouth closed and no smiling.
• Eyes must be fully open and clearly visible, with nothing obscuring them.
• Glasses may be worn but avoid tinted lenses and heavy frames. Ensure there are no reflections or glare; sunglasses are not permitted.
• Headgear is only allowed for religious reasons, and the face must be visible from the chin to hairline.
• Avoid uniforms or camouflage; regular clothing is acceptable.

Here is an example photo:

Get your South African passport photo online!

For a hassle-free solution, use online tools like Visafoto.com to create perfect South African passport photos. Simply take a picture in natural light and upload it to the tool below. Visafoto handles all format, background, size, and dimension requirements, providing processed photos since 2013.

Example of the photo you can provide:

You'll receive both a digital version for online applications and a print-ready version. If you're unsatisfied, we'll replace your photo for free. If it’s not accepted by officials, a full refund is provided.

Passport Photo App

Prefer using mobile apps? Check out the 7ID App by Visafoto.com for all your ID, passport, and visa photo needs. Available on both iPhone and Android, it helps you create compliant photos straight from your smartphone.

Simply upload your image, select your document type and country, and the app adjusts your photo according to official standards—covering size, format, background, and positioning.

Receive both a digital file and a print template compatible with common paper sizes like 4×6, A4, A5, or B5. Our 24/7 support team is available to assist you.

South African emergency passport fees

The fee for an Emergency Travel Certificate (ETC), as set by the South African Department of Home Affairs, is ZAR 140 (approx. USD 8). This fee applies to applications made from outside South Africa.

How long does it take to issue an emergency passport?

Once you submit your complete application, the typical processing time for issuing a South African ETC abroad is between 5 and 10 business days.

FAQ

Can I apply for an emergency passport online?

No, you can't complete the process for a South African Emergency Travel Certificate online. You must visit in person to apply.

What if there is no South African Embassy in the country I’m visiting?

If there isn't a South African embassy or consulate nearby, you should get in touch with the closest South African Embassy or consulate in a neighbouring country for help. They can advise you on applying for an Emergency Travel Certificate (ETC) through their office. You may need to travel to a nearby country with a South African diplomatic mission to submit your application personally. You can also reach out to the Department of International Relations and Cooperation (DIRCO) in South Africa for further guidance.

Will my lost passport be cancelled once I apply for an emergency document?

Yes, applying for an emergency document, like an Emergency Travel Certificate, will result in your lost passport being reported and cancelled in the system to prevent misuse, protecting your identity and preventing fraud.

What should I do if my lost passport contained valid visas?

If your lost passport had valid visas, these visas will generally become invalidated once your passport is cancelled. Here's what you can do: contact the embassies or consulates that issued the visas to explain your situation and apply for new ones. The old visas typically cannot be transferred to an emergency document or a new passport. Having copies of your lost visa pages can support your new visa applications.

How can I track my emergency passport application abroad?

To track your Emergency Travel Certificate application, you can:

• Use the reference number from your application receipt.
• Get in touch with the South African embassy, consulate, or high commission where you applied. Some locations offer online tracking or email updates.
• You can also call or email the consular office for updates.

Can I get a full passport instead of an emergency one while abroad?

Yes, you can apply for a full South African passport while overseas. You'll need to do so in person at the nearest embassy, consulate, or high commission. This option is ideal if you don't need to travel urgently and prefer the 10-year full passport over an emergency travel certificate.