Certify and translate documents

What is a hallmark?

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. This 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 evidence.

Certified 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 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 document. The code on the document must always have been issued by the authority that also issued the document. The code must enable the authenticity of the document to be checked by the agency or organization or training program 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 may differ per document. The table below shows where you can go for certification per document type. Good to know; Some courses or universities immediately provide a number of certified copies with the original diploma. These are suitable as supporting documents for your recognition application.

Overview of who is allowed to certify which documents

Type of document	Where to authenticate?
Passport	Civil Affairs Department/municipality of the country from which the passport originates A notary based in the Netherlands
Diploma and subject overview	Training institution where the training was completed. A notary based in the Netherlands
Training program	Training institution where the training was completed A notary based in the Netherlands
Declaration of jurisdiction	Authority where the registration took place A notary based in the Netherlands
Residence document	IND desk A notary based in the Netherlands
Employer's declaration	Employer can provide the original document A notary established in the Netherlands can only certify a copy
Specialties/further education	Training institution where the training was completed A notary based in the Netherlands
Courses/training	Training institution where the training was completed A notary based in the Netherlands
Translations of documents	The sworn translator A notary based in the Netherlands

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

Translations

• documents must be translated into a language other than Dutch or English;
• you send the document in the original language and the original translation;
• the translation must be done by a sworn translator. The translator provides the translation with a hallmark.

Copy of the translation?

If you wish to provide a copy of the original translation, you must have it certified. The table on this page shows who is allowed to certify a translation.

Important to know

• We strongly recommend that you do not send original documents, but certified copies. Unfortunately, documents are often 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 post. If these documents are returned to us, they will be taken to a central archive and collection is only possible by appointment.
• A translator can only certify translations or copies of translations. The translator can never certify the original document.