Certifying and translating

Certified (copy) on paper?

A hallmark is a sign of authenticity or validity. A certified copy is a copy of the original and this copy also contains a hallmark. The hallmark on a copy indicates that the contents of the copy are the same as the original. Only in this way can a copy be valid evidenc.

Certified (copy of a) paper document?

This is the original paper document with a hallmark stamp (ink stamp) and a signature or initials (for example a diploma with a hallmark from the training authority) or a paper copy of the original document with a hallmark. The hallmark on the copy must have been placed by an agency or organization that is authorized to do so.

Please note: an apostille does not replace a certified copy. An apostille only proves that the signature on the document is genuine, but it says nothing about the contents of the document. For this reason, an apostille is not accepted.

Digitally certified?

If you have a digital document with a numerical code or QR code (authenticity code), we call it a digitally authenticated or certified document. The code on the document must always have been issued by the authority that also issued the document. The code must make it possible to check the authenticity of the document at the agency or organization or training that issued the document.

Please note: Other forms of digital verification are not accepted. If the document does not contain (correct) digital verification, you must send the original document or a certified copy thereof by post.

Where can you go to certify (copies of) documents?

This can vary from document to document. The table below shows where you can go for certification for each type of document. Good to know; Some study programmes or universities provide a number of certified copies with the original diploma. These are suitable as supporting documents for your application for recognition.

Overview of who is allowed to certify which documents

Type of document	Certify where?
Pasport	Department of Civil Affairs/Municipality of the country from which the passport originates A civil-law notary established in the Netherlands
Diploma and course overview	Training institution or university where the education/training was followed A civil-law notary established in the Netherlands
Training programmes	Training institution or university where the education/training was followed A civil-law notary established in the Netherlands
Declaration of competence	Authority where the registration took place A civil-law notary established in the Netherlands
Residence document	IND desk A civil-law notary established in the Netherlands
Employer's statement	Employer can issue the original document A notary established in the Netherlands can only certify a copy
Specialisms or other further education	Training institution or university where the education/training was followed A civil-law notary established in the Netherlands
Courses/trainings	Training institution or university where the education/training was followed A civil-law notary established in the Netherlands
Translations of documents	The sworn translator A civil-law notary established in the Netherlands

For applicants for a Recognition of Professional Qualifications:

In addition to the authorities or organizations mentioned in the table, you may also have documents certified by other authorities or organizations (for example a ministry) that are authorized to do so in the country where you obtained your diploma. You can check what these are with your country of certification.

Translations

• documents drawn up in a language other than Dutch or English must be translated;
• you must send the document in the original language and the original translation;
• the translation must be done by a sworn translator.

Copy of the translation?

Would you like to send a copy of the translation? Then you must have it certified.

Important to know

• We strongly recommend that you do not send any original documents. Unfortunately, these often get lost in the mail.
• If you still want to send an original document, this is at your own risk.
• Originals and/or certified copies will be returned to you once by registered mail. If these documents are returned, they will be taken to a central archive and collection is only possible by appointment.
• A translator can only certify the translated copy. The translator can never certify the original document (e.g. a training program).