Context

Candidates who choose Hexallt's authorised coordination for their VIG recognition application must complete the official BIG-register Authorisation Form (Machtigingsformulier).

This article shows the official form and explains the sections relevant to candidates progressing through the Hexallt Netherlands nursing pathway.

The authorisation allows Hexallt Enterprises to act as the candidate's authorised intermediary for the recognition application.

CIBG has confirmed directly to Hexallt that each candidate represented through the intermediary process must complete an authorisation form.

1. Before You Complete the Form

The official form contains information relating to both:

the applicant — the candidate applying for recognition;

and

the authorised representative — Hexallt Enterprises.

Candidates should complete only the sections relating to their own information unless otherwise instructed by Hexallt.

Hexallt will provide or complete the information relating to the authorised representative.

The BIG-register currently publishes this as a two-page authorisation form. (BIG Register)

2. Page 1 — Applicant and Authorised Representative Details

[INSERT IMAGE — OFFICIAL AUTHORISATION FORM, PAGE 1]

Page 1 begins with Algemene gegevens — General information.

Candidate details

The candidate should complete:

1.1 Voorletter(s)
Your initials.

1.2 Achternaam
Your surname exactly as shown on your passport or identity document.

1.3 Geboortedatum
Your date of birth.

1.4 Nationaliteit
Your nationality.

These details should correspond with the identification document that will be used for the recognition application. The official form specifically requires the surname to correspond with the candidate's passport or identity document. (BIG Register)

1.5 Zaaknummer — CIBG Case Number

The form also asks for a zaaknummer, or CIBG case number.

For a first-time applicant, there is normally no case number yet because CIBG has not previously opened the application.

CIBG has specifically confirmed to Hexallt that, when the authorisation form accompanies the initial application:

the case-number field may be left blank.

Therefore:

First application → leave 1.5 blank

If CIBG has already issued you a case number for the relevant application, provide that number instead.

3. Details of the Authorised Representative

The remainder of Page 1 contains two alternatives:

• authorisation of a natural person; or

• authorisation of a legal entity / organisation (rechtspersoon).

For candidates authorising Hexallt, the relevant section is the section for a:

rechtspersoon — legal entity / organisation

The official form explains that a rechtspersoon is an organisation, such as a company or foundation. (BIG Register)

The relevant fields are:

1.12 Name of organisation
1.13 Street and house number
1.14 Postal code and city
1.15 Telephone number
1.16 Email address

Candidates should not enter their own information in these fields.

Hexallt will provide the authorised-representative details to be entered for the application.

The fields for authorising an individual person — 1.6 to 1.11 — are therefore not the section used when Hexallt Enterprises is being authorised as the organisation.

4. Page 2 — Representative and Type of Application

[INSERT IMAGE — OFFICIAL AUTHORISATION FORM, PAGE 2]

Page 2 continues the organisation section.

1.17 and 1.18 — Legal representative

The form asks who legally represents the authorised organisation:

1.17 Voorletter(s) — initials
1.18 Achternaam — surname

Hexallt will provide the appropriate representative details for these fields.

Candidates do not need to determine these details themselves.

5. Selecting the Correct Procedure

Section 1.19 asks:

Voor welke procedure verleent u de machtiging?
For which procedure are you providing authorisation?

Only one option may be selected. The form currently provides four choices:

• BIG registration;

• BIG re-registration;

• recognition of a foreign diploma;

• recognition of a foreign diploma with BIG registration. (BIG Register)

For the VIG recognition application covered by this pathway, the relevant procedure is:

Erkenning van een buitenlands diploma
Recognition of a foreign diploma

VIG recognition does not itself require registration in the BIG register. BIG-register states that BIG registration is required for specific professions including verpleegkundige (registered nurse), while other healthcare professions can work following recognition without BIG registration. (BIG Register)

Candidates should therefore follow the option indicated by Hexallt for their specific recognition application rather than selecting another procedure independently.

6. What the Candidate Is Authorising

Section 2 of the official form contains an important statement.

By signing the authorisation, the candidate permits the authorised representative to undertake the further actions necessary for handling the specified application. The candidate also confirms awareness of and agreement with the contents of the application. (BIG Register)

For candidates using Hexallt's VIG recognition coordination, this provides the formal basis for Hexallt to coordinate the application and related communication with CIBG.

CIBG has separately confirmed to Hexallt that candidates can authorise Hexallt to coordinate their applications and correspondence.

7. Signing the Form

Both parties must sign the authorisation.

Candidate

Complete:

2.1 Place and date

2.2 Applicant's signature

Hexallt

The authorised representative completes:

2.3 Place and date

2.4 Authorised representative's signature

The official instructions state that the form should be completed digitally, printed, signed and returned complete. (BIG Register)

Do not submit an unsigned authorisation form.

8. What Happens After You Complete Your Part

Once the candidate section has been completed:

1. Hexallt checks the candidate information against the identification documents.

2. Hexallt completes or verifies the authorised-representative section.

3. The correct recognition procedure is confirmed.

4. Both parties complete the required signatures.

5. The authorisation becomes part of the candidate's VIG recognition dossier.

6. The complete dossier is prepared for the pre-submission review and formal recognition process.

The authorisation form is therefore one component of the recognition dossier. It does not replace the application form or the other documentation required by CIBG.

BIG-register's intermediary guidance specifically lists a completed and signed authorisation form among the required documents for intermediary applications. (BIG Register)

9. Important Points Before Signing

Before signing, check that:

• your name matches your passport or identity document;

• your date of birth and nationality are correct;

• the CIBG case number is left blank if this is your first application and no number has been issued;

• Hexallt's details appear under the organisation / rechtspersoon section;

• the correct recognition procedure has been selected;

• the form has been dated;

• both required signatures are completed.

Do not alter the wording of the official authorisation form.

If anything is unclear, ask Hexallt before signing rather than making assumptions about a field.

Official Source

The images shown in this guide are taken from the official BIG-register Machtigingsformulier.

The current official form and any future updates can be verified directly here:

Official BIG-register — Machtigingsformulier

BIG-register currently identifies the document as Machtigingsformulier BIG-register, Formulier 05-09-2023, consisting of two pages. (BIG Register)

If BIG-register updates the official form, the latest official version takes precedence over images shown in this guide.

Key Details