Understanding Official Statements and Declarations in the Netherlands

What Are Official Statements and Declarations?

Official statements and declarations are formal documents issued by government bodies or authorised professionals (like notaries) that attest to a certain fact or personal status. They are legally binding and are distinct from informal letters or general information. For expats, these can range from proof of income to statements required for visa extensions or property transactions.

Common Official Statements and Declarations for Expats

1. Verklaring Omtrent het Gedrag (VOG - Certificate of Conduct):

• Purpose: A declaration stating that your past behaviour does not pose an objection to a specific task or position. Often required for certain jobs (e.g., in childcare, education, finance), volunteer work, or visa applications.
• Issued by: The Ministry of Justice and Security (Dienst Justis).
• How to Apply: Usually, your employer or the organisation requesting the VOG initiates the application process, and you complete it online with DigiD.

2. Inkomensverklaring (Income Statement):

• Purpose: An official statement of your income. Often required for applying for a mortgage, a rental property, or certain subsidies.
• Issued by: The Belastingdienst (Tax Authorities). You can often download your most recent income statement directly from MijnBelastingdienst (accessed via DigiD) or request it by post.

3. Proof of Legal Residency (e.g., BRP Extract):

• Purpose: While technically an extract, it serves as a declaration of your official registration in the Netherlands. Essential for bank accounts, housing, and general administration.
• Issued by: Your local municipality (gemeente).
• How to Obtain: Online via your municipality's website with DigiD, or in person by appointment.

4. Verklaring van Huwelijksbevoegdheid (Certificate of No Impediment to Marriage):

• Purpose: A declaration stating that you are legally free to marry, based on Dutch law. Required if you plan to marry abroad.
• Issued by: Your local municipality (gemeente).
• How to Obtain: Apply by appointment with your municipality. You may need to provide documents such as your birth certificate, proof of single status, or divorce decrees.

Notarial Declarations and Affidavits

For certain international transactions, property sales, or legal proceedings, you might need a declaration or affidavit attested by a Dutch notary (notaris). Notaries are independent legal professionals who draft and execute official deeds and verify signatures.

• Purpose: To create legally binding documents, verify identities and signatures, or attest to facts that need international legal recognition.
• Process: Contact a notary directly. They will advise you on the required documents and draft the statement for your signature. Notarial services come with a fee.

Apostille or Legalisation for Statements

Just like other official documents, if your Dutch official statement or declaration is intended for use in another country, it may need to be legalised with an apostille or undergo full legalisation.

• Dutch Issued Statements: An apostille (from a Dutch district court) or full legalisation (via Ministry of Foreign Affairs and embassy) is applied to the Dutch-issued document.
• Statements from Home Country: Any statement issued by your home country that you need for Dutch authorities must be legalised by your home country's authorities first.