New Digital Biometric Passport Photo Rules at Berlin Immigration Office from May 2025 for Residence permit

New Digital Photo Requirements for Residence Permit documents in Berlin: What HR Needs to Know

Starting May 1, 2025, a new regulation will change how biometric passport photos are handled for residence permits and travel documents in Berlin. This update, aimed at improving security for identity document issuance, affects processes at the Landesamt für Einwanderung (LEA). As HR professionals managing employee documentation, here’s what you need to know to ensure compliance for your workforce.

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Key Changes for Biometric Photos

Under the new law, biometric photos for electronic residence permits and travel documents must be taken either:

• At government offices during an appointment, or
• At certified photo studios with secure digital transmission to authorities via a high-security cloud.

This rule applies to most residence documents processed by the LEA. However, there are exceptions:

• Residence permits for Ukrainian refugees,
• Toleration permits (Duldungen),
• Temporary residence authorizations (Aufenthaltsgestattungen).

Important to note: 

• Certified photographers or photo kiosks (e.g., at dm stores or Bürgeramt) upload the photo to a secure system and provide a QR code. Applicants must bring this QR code to their LEA appointment instead of relying solely on printed photos.
• The QR code enables secure transmission and downloading of the photo by the LEA, ensuring compliance with biometric standards (35mm x 45mm, neutral expression, light background, no shadows)

These exemptions mean that employees holding such permits may follow different photo submission protocols. HR teams should verify specific requirements for these cases on the LEA’s official website.

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Self-Service Photo Terminals at LEA

• The LEA has introduced self-service photo terminals at its Keplerstraße location starting May 1, 2025. These terminals allow applicants to take a digital biometric photo on-site for a fee of €6 (payable in cash with coins or €5 notes, no card payments).
• The terminals are automated, adjust camera height, take multiple photos, and allow applicants to select one, which is then uploaded to the LEA’s system. Applicants may still need to provide personal details (e.g., birthdate) for processing.
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Important Notes for Appointments After May 1, 2025:

• During the initial rollout phase, technical irregularities with the self-service terminals may occur.
• Visitors are strongly advised to bring a current biometric passport photo to ensure smooth processing.
  
  

Staying Informed

• The LEA will provide updates on the implementation of these changes.
• HR teams can check the LEA website or the dedicated page at https://www.berlin.de/einwanderung/ueber-uns/aktuelles/artikel.1541531.php for the latest information.
• Proactively monitoring these resources will help you guide employees effectively.
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Exceptions

• The new digital photo requirements do not apply to certain permits, such as residence permits for Ukrainian refugees, temporary suspension of deportation (Duldung), or certificates confirming permission to remain pending an asylum decision (Aufenthaltsgestattung). These cases may follow different photo submission protocols, potentially allowing printed photos.
• Applicants should verify specific requirements for these exemptions on the LEA’s website.

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Action Steps for HR

1. Inform Employees: Share details about the new photo rules and exceptions, especially for those with upcoming LEA appointments.
2. Advise on Photos: Recommend bringing a biometric photo to avoid delays, even if using the self-service terminals.
3. Monitor Updates: Regularly visit the LEA website to stay updated on terminal functionality and other changes.
4. Budget for Costs: Note the €6 fee for on-site photos when planning employee support for documentation.

By taking these steps, HR can help employees navigate the new system with confidence, ensuring a seamless experience at the LEA.