Schmidt & Schmidt offers a document retrieval service in the Netherlands
It often happens that civil status documents are lost or damaged, or you need to obtain current copies of documents. In this case, it is necessary to request duplicates of documents. Often, those who left the Netherlands face difficulties in this procedure. Our service allows you to request documents in the Netherlands remotely and we can carry out courier delivery of the document to anywhere in the world.
Validity of civil status documents in the Netherlands
Civil status documents issued in Iceland generally have a validity period of no more than 6 months, after which they must be replaced with new ones containing up-to-date data.
When to obtain duplicate documents in the Netherlands
A duplicate birth certificate, marriage certificate, name change certificate, divorce certificate, criminal record certificate or death certificate may be required to register a marriage abroad, a newborn child, citizenship, inheritance, data verification for pension applications, opening bank accounts, employment and other bureaucratic issues.
Birth certificate
A birth certificate in the Netherlands is a crucial civil document that confirms the details of a person's birth, such as the date, time, and place of birth, as well as the names of the parents. It is issued by the municipal registry of the place where the birth was recorded.
The certificate can be requested by the individual named on the record, their parents or legal guardians, or an authorized representative. Additionally, individuals with a legitimate interest, such as for legal or administrative purposes, may also obtain it. For minors, parents or legal guardians usually request the document on their behalf.
A birth certificate is essential for various legal and administrative functions such as identity documentation to apply for a Dutch passport or national ID card, a birth certificate is mandatory. It serves as proof of identity and legal existence. Marriage or registered partnership. It is often required when registering for marriage or entering into a registered partnership within or outside the Netherlands. A birth certificate may be used to establish family ties in inheritance disputes or claims. As well as other legal or official procedures. It is also needed for international legal purposes, such as visa applications or citizenship processes. In some cases, an international extract of the birth certificate may be requested, which is available in multiple languages
The certificate is issued by the municipality where the birth was registered.
Required documents
- Valid ID
Marriage certificate
A marriage certificate is an official document that verifies the occurrence of a marriage in the Netherlands. It records details such as the names of the spouses, the date, and the location of the marriage.
A marriage certificate can be requested by either spouse involved in the marriage or their authorized representatives. In certain situations, individuals with a legitimate interest, such as for legal proceedings, can also request this document
A marriage certificate serves multiple purposes such as legal proof of marriage which is used to confirm marital status in legal and administrative processes, including for tax purposes or updating marital status in the Personal Records Database (BRP). For international purposes for visa applications, immigration procedures, or residency permits, the certificate may be required, particularly if translated and legalized for use abroad. Name changes or financial matters may be needed to update names on official documents, open joint bank accounts, or secure joint property ownership. Also pension or inheritance claims, it helps establish marital rights or next-of-kin status for financial or legal claims after one spouse passes away
Marriage certificates can be obtained from the municipality where the marriage was registered.
Required documents
- Valid ID
Death Certificate
A death certificate officially records the details of an individual’s death, such as the date, time, and location, and is issued by the municipal authority where the death occurred.
Close relatives, such as a spouse, child, or parent, may request the certificate. Authorized representatives, such as legal professionals, may also request it if they have a legitimate interest, such as settling an estate or conducting legal proceedings.
The death certificate is important for several purposes such as state and inheritance matters. It is required to initiate, probate or distribute the deceased's estate. It is needed to terminate contracts, bank accounts, or subscriptions in the deceased’s name. Insurers and pension administrators require the certificate to process claims and benefits. In some cases, funeral homes may need the document to proceed with the burial or cremation.
This certificate is issued by the municipality where the death was recorded.
Required documents
- Valid ID
- Proof of relationship to the deceased
Police Clearance Certificate (Verklaring Omtrent het Gedrag)
A police clearance certificate, known as a "Verklaring Omtrent het Gedrag" (VOG), confirms that the applicant has no criminal record relevant to a particular role or purpose.
Anyone who resides or has resided in the Netherlands can request a VOG for themselves. Employers or organizations may also request it on behalf of their employees with the individual’s consent.
The VOG is often required for employment. Especially in sectors involving vulnerable populations, such as education or healthcare. Also for residency and visa applications. Some countries require a VOG for immigration purposes. Organizations may request it to verify the applicant’s suitability for certain roles in volunteer work. Licenses or certifications: It may be necessary for professional registrations or licenses.
VOGs can be requested online via the Ministry of Justice’s website or in person at the municipal office. Processing times vary, but results are generally issued within a few weeks.
Required documents
- Valid ID
- Information about the purpose of the VOG
Divorce Certificate
A divorce certificate confirms the dissolution of a marriage or registered partnership.
Either party involved in the divorce, their authorized representatives, or individuals with a legitimate interest, such as lawyers handling inheritance or child custody cases, can request the certificate.
A divorce certificate is used for updating marital status in the Personal Records Database (BRP) and on identity documents. For legal proceedings like child custody, spousal support, or property division disputes. Some countries require a divorce certificate to remarry. It may be needed to be legalized and translated for recognition abroad.
Divorce certificates are obtained from the municipality where the marriage was originally registered. If the divorce was finalized abroad, Dutch nationals must register the foreign decree with a Dutch municipality to request the certificate.
Required documents
- Valid ID
- Written authorization and proof of legal interest if applying on behalf of someone else
Educational Documents
Foreign educational documents only carry the same legal value as Italian documents if they are exempt from legalization or have undergone the necessary legalization process. Documents from countries with bilateral agreements with the Netherlands are fully exempt from legalization. Documents from countries that are part of the Hague Convention of 1961 undergo a simplified procedure called apostille. If neither countries are part of the convention or have bilateral agreements they undergo consular legalization
Apostille of duplicate documents in the Netherlands
The Netherlands joined the Hague Convention on the Simplified Legalization of Documents on October 5, 1961.
Thus, documents are subject to legalization under a simplified procedure - apostille, after notarized translation into any language, such documents acquire full legal force in the territory of the wished destination.
You can order an apostille for copies and duplicates of documents from the Netherlands from us.
When is an apostille needed
An apostille is a special stamp that confirms the authenticity of an official document. It can be used to certify documentation issued by government agencies, local government bodies, and structures that the state has granted special powers.
In our video we tell you what an apostille is, why it is needed, how and where it can be done, and also about the history of document apostilling.
If you need to affix an apostille to a document issued in a foreign country, please contact us for further assistance.
We provide apostille services in more than 100 countries worldwide.
