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, that also bears a hallmark. This hallmark on a copy indicates that the contents of the copy are the same as the original. This is the only way a copy is considered valid evidence.

Certified paper document

This is the original paper document (for example a diploma) with a hallmark stamp (ink stamp) from the training authority and a signature or initials. It can also be a paper copy of the original document, provided 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 can be used to check the authenticity of the document on the website of the agency, 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. View examples of digital documents with an authenticity code [in Dutch, with English translation].

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

Depending on the type of document that needs to be certified, you can contact different authorities. The table below shows where you can have your documents certified. Good to know; Some courses or universities immediately provide a number of certified copies with the original diploma.

It is also possible that you will receive a digital document with an authenticity code. A hallmark is then no longer necessary.

Overview of who is allowed to certify which documents

Type of document	Where to authenticate?
Diploma, grade list and syllabus	Training institution where the training was completed. A notary
Certificate of Current Professional Status, Certificate of Conformity, Certificate of Experience	Authority where the registration took place A notary
Evidence of practical experience and/or professional experience	The employer can issue the original document A notary can only certify a copy
Evidence of additional training(s)	Training institution where the training was completed. A notary
Translations of documents	The sworn translator A notary

Translations

• Documents in a language other than Dutch, English or German must be translated;
• you send the original (or original certified) document in the original language ánd 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. You are responsible for keeping this information up to date. 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.