Botswana - Import a Deceased or Dead Body

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Procedure

Apply In-Person

Step 1: Notification of the Death by the Consulate

1. In the case where the death occurs abroad and the deceased does not reside with a relative/friend/ next of kin, the Embassy/ Consulate shall upon being notified of the death of a Botswana citizen overseas, verify the deceased’s identity (i.e., name, date of birth, passport number) and next of kin’s contact details through the assistance of the relevant Botswana authorities if the deceased was not registered with the Embassy/Consulate.Botswana Embassy/Mission Abroad Contact Details
2. Upon notification, the next of kin will need to:
   • Obtain a permit for importing mortal remains from the Department of Health.
   • Confirm if the deceased had purchased comprehensive travel insurance which covers death and repatriation of remains. If so, the next of kin should notify the insurance company immediately
   • Decide who would travel overseas to identify the body and make the necessary arrangements (e.g., collect the deceased’s personal belongings, liaise with the local funeral director, etc).
   • Inform the Embassy/Consulate of the next of kin’s names, contact numbers, and flight details. At least one next of kin should bring along a valid document as proof of relationship to the deceased, e.g. birth certificate or marriage certificate, etc.
   • Decide whether to repatriate the body to Botswana or to cremate the deceased locally and bring back the ashes.
3. Appoint an undertaker in Botswana. If the decision is to repatriate the body to Botswana, the next of kin is advised to appoint an undertaker who is familiar with international repatriation arrangements and requirements.
   • Some religious beliefs stipulate that the casket has to be accompanied by the next of kin back to Botswana. If the next of kin hold such beliefs, it is advisable to inform the Embassy/Consulate and the appointed undertaker overseas in advance so that arrangements can be made for next of kin to travel on the same flight as the casket.
   • If the cause of death is not due to natural causes, the next of kin should request a police report.
     

Step 2:

Obtain a letter of no objection

1. The next of Kin or anyone authorized by the next of kin of the deceased person should travel to the Botswana Embassy in the country where the deceased passed away and request for a Note Verbale authorizing repatriation of the deceased to be transported to Botswana.
2. Upon receiving the request, the embassy officials will request the following documents for the remains of the deceased to be transported.
   • Proof that the deceased person was a citizen of Botswana e.g., Passport, Birth Certificate, or Identity Card
   • Locally issued burial and/or transit permits.
   • Certified copy of the Death Certificate.
   • A letter from the local health authority certifying that the deceased did not die of contagious disease.
   • A letter from the Director of the funeral home stating how the body was embalmed.
   • Copy of Passport/ID of the Shipper
   • police report if the cause of death is not due to natural causes
   • Contact Details of Consignee and ID/Passport number
3. They (the embassy) may also give the next of kin some forms to fill. This depends on the country where the deceased passed away. Each country has its own procedures for dealing with the repatriation of the bodies of the deceased.
4. On receipt of the above documents, the application will be registered for processing and consideration which is within 7-14 days.
5. After processing, the High Commission will issue a letter of no objection for the remains to be transported to Botswana and issue it to the applicant against his/her identity document.
6. No fee is charged for the service.
   

Note: Foreign countries without Botswana embassy/mission/consulate should contact the Ministry of International Affairs and Cooperation in Botswana for assistance.

Step 3

a: Repatriation of Body Back to Botswana.

1. For repatriation of the body to Botswana, it is necessary to prepare the following essential documents in addition to theletter of no objection, which should accompany the casket which would facilitate the clearance of the casket into Botswana.
   • Death Certificate (The death certificate should indicate the following):

     Deceased’s name (Ensure that the name is in ENGLISH as indicated in the passport);

     Nationality;

     Passport number;

     Date of death; and

     Cause of death.

   The original death certificate must accompany the casket. If the next of kin is not traveling on the same flight as the casket and is holding on to the original death certificate, he must ensure that there is at least one copy of the death certificate accompanying the casket.

   • Embalming Certificate:

   This is to certify that the body has been embalmed. Please inform the embalmer-undertaker to remove any heart pacer from the deceased’s body, if any.

   • Sealing Certificate:
     

   This is to certify that the coffin is hermetically sealed and metal-lined.

   • Mortal Remains Import Permit / Coffin Export Permit:

   This is a permit usually issued by the Port Health Officer or a medical officer of a relevant medical department/authority in the country of origin to authorize the export of the body and is often required by the local authority.

   • Airway Bill:
     

   This is a document that accompanies goods shipped by an international courier, which allows for tracking. It serves as a receipt of goods by an airline, as well as a contract of carriage between the shipper and the carrier.

   • Exhumation Certificate:
     

   This is applicable only in cases where exhumed remains of the deceased are to be brought into Botswana.

   • Other Relevant Information:
     

   If the deceased suffered from an infectious condition, e.g., Hepatitis, HIV, SARS, Avian Flu, Influenza A (H1N1-2009), etc, it is essential to inform the authorities in both overseas and Botswana so that the necessary precautions can be taken.
   

Step 3

b: Cremation & Importation of Ashes into Botswana.

1. If it is decided to cremate the deceased overseas, the following documents are required in order to bring the ashes back to Botswana in addition to theletter of no objection:
   • Death Certificate(The death certificate should indicate the following):
     • Deceased’s name (Ensure that the name is in ENGLISH as indicated in the passport).
     • Nationality;
     • Passport number.
     • Date of death; and
     • Cause of death
       
   • Cremation Certificate :
     
     • The ashes should be placed in a covered container and accompanied by the death Certificate and cremation Certificate of the deceased. There is no requirement for a permit to bring ashes into Botswana. However, the next of kin should check with the relevant airline if it allows ashes to be hand-carried onboard the plane.
   • Other Relevant Information:
     
     • There is no restriction to bringing the ashes of a deceased who suffered from an infectious condition, e.g., Hepatitis, HIV, SARS, Avian Flu, Influenza A (H1N1- 2009), etc, back to Botswana.
       

Step 4: Register the Death in Botswana

1. Upon returning to Botswana, the next of kin have to personally report the death of the deceased at the Registry of Births & Deaths at any of the department of Civil and National Registration offices. If the next of kin is unable to report the death personally, a letter of authorization will be required.Department of Civil and National Registration Regional / District Offices Location & Contact Details
2. The following documents are to be presented for the registration:
   • Original Death Certificate (an English-translated copy is required if the death certificate is not in English);
   • Coffin (Import/Export) permit.
   • Permit to Bury/Cremate.
   • Deceased's Botswana identity card, passport, Citizenship Certificate (if any); and
   • Informant's identification documents.

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Required Documents

Requirements for transportation of a Deceased Botswana.

• Proof that the deceased person was a Botswana e.g. Passport, Birth Certificate, ID card
• Copy of locally issued burial Permit
• A permit for importing mortal remains from the Department of Health
• Certified Letter from Hospital stating the cause of death or Death Certificate
• Embalming Certificate from authorized Funeral Home
• Copy of Passport/ID of Shipper
• Contact Details of Consignee and ID/Passport number
• Letter of no Objection from Embassy
• A letter from the local health authority certifying that the deceased did not die of contagious disease.

Required documents for Taking Ashes to Botswana.

• Copy of death certificate
• Certificate from the crematorium
• Certificate issued by the funeral director confirming that the contents are nothing but the remains and is not mixed with anything else.
• Copy of Botswana passport/ birth certificate or any acceptable form of identification of the deceased as proof that the deceased was a Botswana citizen.
• Pre-paid self-addressed return courier envelope from Xpresspost
  

Office Locations & Contacts

Botswana Embassy/Mission Abroad Contact Details link
Ministry of International Affairs and Cooperation
Private Bag 00368 
Gaborone
Botswana
Government Enclave
Tel. (+267) 3600700
Fax. (+267) 3973067
Email. [email protected]
TEL. (+267) 3600744
Fax. (+267) 3974516
Mob. (+267) 75 663 790
Email. [email protected]
Ministry Contact Detail

Department of Civil and National Registration
(Ministry of Nationality, Immigration and Gender Affairs)
Head Office, Block 8, Government Enclave,
Khama Crescent, Private Bag 00240, Gaborone, Botswana
Tel. (+267) 361 1400
Fax. (+267) 395 9998
Toll-Free Number. 0800 600 777
Department of Civil and National Registration Regional / District Offices Location & Contact Details
Ministry of Nationality, Immigration, and Gender AffairsOffices Location & Contact Details
Opening hours: 07:30 to 16:30, Monday to Friday, except public holidays and weekends.

Eligibility

• Next of kin/authorized family member/friend of the deceased.
• The deceased should be a citizen or resident of Botswana.
  

Fees

• No fee is charged for this service by the high commission (application requirements)
• However, the family will pay the airline transportation costs for the body, washing and embalming the body, and buying the coffin. The fees incurred differ with the country the deceased was in at the time of death, and also different airlines have different transportation fees.
  

Validity

The request is valid until the deceased is transported to Botswana.

Documents to Use

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Sample Documents

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Processing Time

This process takes 7 days to 14 days to complete documentation.

Related Videos

Videos explaining the procedure or to fill the applications.
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sevenload, viddler, vimeo, youku, youtube
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e.gIn the following url 'http://www.youtube.com/watch?v=Y0US7oR_t3M' Video ID is 'Y0US7oR_t3M'.

Instructions

PLEASE NOTE:
Necessary precautions that should be taken, if the deceased suffered from an infectious condition, e.g. Hepatitis, HIV, SARS, Avian Flu, Influenza A (H1N1-2009) to be allowed entry to Botswana.
The body of such a person may be allowed into Botswana. However, the following guidelines for the importation and cremation/burial of the body must be adhered to:

• Only approved undertakers can handle the body of a deceased who suffered from an infectious condition. The undertakers are to follow strictly the general precautionary measures.
• Double-bag the body in heavy-duty plastic body bags before placing it in a sealed coffin.
• Hermetically seal the coffin at the joints with silicone. d. The lid of the coffin is not to be opened at any time.
• The lid of the coffin is not to be opened at any time.
  

Required Information

• Name of deceased
• Name of Next of Kin
• Cause of death
• Date and Place of death
• Embalmment information
• Burial permit information
• Declaration by the applicant.
  

Need for the Document

This process helps surviving kin members of a deceased person abroad to be transported back to Botswana for burial.

Information which might help

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Other uses of the Document/Certificate

Please explain what are other uses of obtaining this document/certificate.
e.g. Birth Certificate can be used as proof of identity.

External Links

Ministry of International Affairs and Cooperation

Others

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