This article explains the documents required when a candidate progresses to the formal Verzorgende IG (VIG) recognition process with CIBG/BIG-register.
These are different from the documents initially collected when joining the Hexallt Netherlands Nursing Pathway.
For candidates authorising Hexallt to act as their intermediary, Hexallt prepares and coordinates the recognition dossier according to the applicable CIBG requirements.
The documentation required depends on the candidate's nursing qualification.
There are two main routes:
Route A — 4-year Bachelor of Science in Nursing / Bachelor in Nursing
Simplified VIG mandate route.
Route B — GNM or another nursing qualification not covered by the mandate route
Full VIG recognition assessment.
BIG-register currently confirms that four-year Bachelor of Science in Nursing and Bachelor in Nursing qualifications from all countries can use the simplified VIG mandate procedure without substantive assessment by the CBGV. (BIG Register)
BIG-register uses the Dutch term gewaarmerkte kopie.
A certified paper copy is a copy of the original document containing an original certification stamp and a signature or initials from an authority permitted to certify that document.
The certification confirms that the copy corresponds with the original. (BIG Register)
A normal photocopy is not a certified copy.
Self-attestation is not sufficient.
An apostille does not replace certification. BIG-register specifically states that an apostille authenticates a signature but does not establish that the copy corresponds with the original. (BIG Register)
For the Verklaring van vakbekwaamheid procedure, BIG-register also specifies which authority may certify each type of document.
Hexallt therefore does not use one general rule such as “get everything notarised.”
Each document is handled according to its own certification requirement.
For candidates holding a four-year Bachelor of Science in Nursing or Bachelor in Nursing, BIG-register currently lists only five mandatory documents for the simplified VIG mandate application. (BIG Register)
| Document | Requirement | Who completes / certifies it |
|---|---|---|
| BIG-register Authorisation Form | Completed and signed | Candidate and Hexallt authorised representative |
| General Application Form | Completed and signed | Candidate, with Hexallt coordination |
| Valid Passport / ID | Certified copy | See Passport section below |
| 4-year BSc Nursing / Bachelor in Nursing Diploma | Certified copy | Educational institution where the nursing programme was completed |
| Dutch B1 Language Certificate | Certified copy | Institution that issued the language certificate |
For this simplified route, BIG-register does not list the transcript, curriculum, CCPS, work-experience documents or profession-specific appendix among the five mandatory documents. (BIG Register)
Hexallt may still collect additional documents internally where necessary for profile verification, but they should not be confused with the mandatory CIBG mandate dossier.
Candidates whose qualification does not fall within the simplified mandate route require the full intermediary dossier.
BIG-register currently requires the following documents. (BIG Register)
| Document | Requirement | Who completes / certifies it |
|---|---|---|
| BIG-register Authorisation Form | Completed and signed | Candidate + Hexallt authorised representative |
| General Application Form | Completed and signed | Candidate with Hexallt coordination |
| VIG profession-specific appendix | Completed | Candidate with Hexallt support |
| Passport / valid ID | Certified copy | See Passport section below |
| Nursing diploma | Certified copy | Educational institution where nursing programme was completed |
| Subject overview / transcript | Certified copy | Educational institution |
| Curriculum / training programme | Certified copy | Educational institution |
| Professional-authority declaration / CCPS | Certified copy | State Nursing Council / registration authority |
| Dutch B1 language certificate | Certified copy | Institution that issued the language certificate |
| IDW valuation | Only if applicable/requested | Do not obtain proactively |
BIG-register also strongly recommends relevant work-experience evidence, additional professional courses and a CV for applications that undergo substantive assessment. (BIG Register)
Completed and signed official BIG-register Machtigingsformulier.
The candidate completes the applicant information.
Hexallt completes or verifies the authorised-organisation information.
Both:
the candidate, as applicant;
the authorised Hexallt representative.
No additional certification or notarisation is required for the signed authorisation form itself.
→ View the BIG-register Authorisation Form and Completion Guide
Completed and signed official application form for recognition.
The candidate completes it with Hexallt's coordination.
The candidate signs wherever the official form requires the applicant's signature.
No university, Nursing Council or notary certification is required for the application form itself.
A certified copy of a valid passport or accepted identity document.
Do not send the candidate's original passport. BIG-register expressly requires a certified copy for the Certificate of Competence procedure. (BIG Register)
For the Verklaring van vakbekwaamheid procedure, BIG-register currently lists:
the competent civil-affairs / municipal authority in the country that issued the passport; or
a notary established in the Netherlands. (BIG Register)
BIG-register does not currently identify by name which Indian authority corresponds to the Dutch concept of burgerzaken/gemeente.
Therefore, candidates should not independently obtain certification from a Tahsildar, Circle Inspector, general Gazetted Officer or Indian notary on the assumption that it will be accepted.
For the initial Hexallt dossier:
provide a clear colour copy of the valid passport.
Before formal CIBG submission, Hexallt will confirm the accepted certification route for the passport copy and advise the candidate accordingly.
This is the only document in the current Indian workflow for which the exact Indian certifying authority still requires confirmation.
For intermediary applications:
certified copy of the nursing diploma. (BIG Register)
The educational institution where the candidate completed the nursing programme.
This would normally be the relevant college, university or awarding educational institution.
BIG-register specifically permits the educational institution where the course was completed to certify the diploma. (BIG Register)
The copy should contain:
the institution's original certification stamp;
signature or initials of the authorised institutional officer;
certification confirming that the copy corresponds with the original.
Obtain a certified copy directly from your nursing college/university or awarding educational institution.
Do not substitute:
self-attestation;
employer attestation;
Nursing Council attestation;
Tahsildar certification;
police certification;
ordinary Indian notarial certification.
This document applies to the full assessment route.
BIG-register refers to this as the vakkenoverzicht.
Certified copy. (BIG Register)
The educational institution where the nursing programme was completed. (BIG Register)
It should provide the formal overview of the subjects/components completed during the nursing programme.
For Indian candidates, this may be represented through the official transcript and/or recognised academic subject overview issued by the institution.
Request the transcript/subject overview from the nursing college or university and obtain the institution-certified copy.
Individual mark sheets may also be collected by Hexallt for document review, but the regulatory dossier should contain the appropriate certified academic overview.
This applies to the full VIG assessment route.
The curriculum is particularly important because it enables CIBG/CBGV to understand what the candidate was actually trained in.
BIG-register requires the programme to show:
the candidate's name;
the years during which the candidate attended the programme;
the content of the subjects studied;
separation between theory and practical/clinical subjects;
the number of educational/training hours. (BIG Register)
Certified copy.
Ask the institution for a curriculum/syllabus that corresponds to the actual period in which you studied.
A generic syllabus downloaded from a website should not be treated as sufficient unless it meets CIBG's requirements and has been properly issued/certified by the institution.
CIBG has specifically confirmed to Hexallt that, for Indian BSc Nursing and GNM candidates, a: Certificate of Current Professional Status — CCPS can satisfy the required bevoegdheidsverklaring.
CIBG also indicated that evidence of registration in a national register may be acceptable.
For Indian candidates, Hexallt will normally use:
CCPS issued by the State Nursing Council where the candidate's professional nursing registration is held.
The relevant State Nursing Council or competent nursing registration authority.
The same Nursing Council / registration authority where the professional registration took place.
BIG-register specifically identifies the authority where professional registration took place as the appropriate authority for certifying a bevoegdheidsverklaring. (BIG Register)
Nursing Council certification stamp;
authorised signature or initials;
confirmation that the copy corresponds with the original CCPS.
For Hexallt's VIG dossier, do not use the following as the certifier of the CCPS:
Tahsildar;
Circle Inspector or police officer;
general Gazetted Officer;
college/university;
employer;
ordinary Indian notary.
The appropriate authority is the professional registration authority — normally the State Nursing Council.
If the document contains a genuine verification code or QR code issued by the same Nursing Council, send it to Hexallt before obtaining another certification.
BIG-register accepts digitally certified documents where the authenticity code originates from the issuing authority and can be checked directly with that authority. (BIG Register)
VIG is classified at MBO level, for which the required Dutch level is B1. (BIG Register)
The Dutch examination must assess:
reading;
writing;
listening;
speaking.
All components must be passed at the required level.
A course-participation certificate is not sufficient.
The language certificate must normally be no more than two years old. (BIG Register)
The language certificate is issued only after the candidate successfully completes the recognised B1 examination.
This means Hexallt can prepare the other recognition documents during language training, but the formal recognition dossier is not complete until acceptable B1 evidence is available.
BIG-register/CIBG has directly confirmed to Hexallt that:
an ETC Jakarta B1 certificate is valid for the VIG recognition procedure;
a properly supervised online ETC examination is acceptable;
the ETC certificate is sufficient for this purpose.
This direct confirmation is important because the general BIG-register webpage currently describes CNaVT as the standard overseas route. For Hexallt's ETC route, the specific written confirmation from BIG-register applies to the VIG applications being prepared through this pathway.
The institution that issued the original language certificate should certify its copy.
BIG-register's general certification guidance confirms that the institution which issued the original document may also certify the copy. (BIG Register)
Therefore, for an ETC-issued certificate:
ETC Jakarta should certify the copy of the ETC B1 certificate.
The certified paper copy should contain:
the issuing institution's original certification stamp;
signature or initials of the authorised person.
If the certificate itself is digitally certified with an accepted verification mechanism, Hexallt will check whether a separate paper-certified copy is necessary.
For VIG recognition, an English-language certificate is not required.
BIG-register explicitly exempts Verzorgende IG applicants from the English-language requirement. (BIG Register)
Candidates should therefore not obtain IELTS, TOEFL, Cambridge or another English certificate solely for the VIG recognition application.
This applies to the full assessment route.
BIG-register requires the profession-specific appendix where one exists for the profession. The intermediary procedure lists it among the mandatory documents for a full application. (BIG Register)
Completed form.
The candidate, with Hexallt's support.
No university, Nursing Council or notarial certification is required merely because it is an application form.
It should be completed according to the official instructions and included with the dossier.
Work-experience evidence is not included among the core mandatory documents for every full application, but BIG-register strongly recommends submitting relevant evidence because the CBGV uses it when assessing the candidate's overall knowledge and professional competence. (BIG Register)
An original employer-issued experience declaration.
The candidate's current or former employer.
It should be signed by an authorised representative, such as:
HR;
nursing administration;
hospital administration;
authorised management representative.
candidate's position;
period of employment;
duties and responsibilities;
nature of the nursing work performed.
BIG-register specifically asks for the original document for work-experience evidence. (BIG Register)
If an original employer-issued document is submitted, no separate certification is necessary.
If a certified copy must be used, BIG-register lists a Netherlands-based notary as the alternative certifier under this procedure. (BIG Register)
A CV is recommended for candidates undergoing substantive assessment.
The candidate.
Dutch or English.
No certification is required.
The CV should accurately show:
education;
nursing employment;
dates of employment;
professional responsibilities;
relevant courses/training;
other professional development.
BIG-register specifically identifies the CV as an additional supporting document that applicants prepare themselves. (BIG Register)
Candidates undergoing full assessment should provide relevant additional professional education where applicable.
Examples include:
postgraduate nursing courses;
specialty training;
clinical certificates;
continuing professional education.
Original or certified copy.
The educational/training institution that issued the certificate or qualification. (BIG Register)
Candidates should not independently apply for an IDW credential evaluation as a routine part of VIG recognition.
CIBG has directly confirmed to Hexallt:
if an IDW valuation is required, CIBG will request it;
CIBG normally does not require such diploma valuations for nurses.
Therefore:
Do not obtain an IDW evaluation unless CIBG specifically determines that it is required for your dossier.
If CIBG requests one, Hexallt will coordinate the next step with the candidate.
Documents already issued in Dutch or English do not require translation.
This will cover most Indian:
nursing diplomas;
transcripts;
curricula;
CCPS documents;
employer documents,
provided they are officially issued in English.
If a document is issued in Malayalam, Hindi or another language, it must be translated by a sworn translator.
Both must be provided:
the document in its original language;
the official translation.
For intermediary applications, BIG-register requires certified copies of both the original-language document and the translation where translation is necessary. (BIG Register)
The sworn translator may certify the translation itself.
However, the translator cannot certify the underlying original document. That document must be certified by the authority permitted to certify that particular document. (BIG Register)
BIG-register recognises digitally certified documents where:
the document contains a numerical code or QR/authenticity code;
the code was issued by the same organisation that issued the document;
CIBG can use the code to verify authenticity directly with that organisation.
Other forms of informal digital verification are not accepted. (BIG Register)
A paper-certified copy cannot simply be scanned and treated as a digitally certified document.
BIG-register states that the certification value of a certified paper document is lost when it is converted into an ordinary digital scan. (BIG Register)
Hexallt will therefore identify whether each document must ultimately be provided:
as a certified paper document; or
as an accepted digitally certified document.
An apostille does not replace the certified-copy requirement.
BIG-register specifically states that an apostille verifies the authenticity of a signature but does not establish that a copy is identical to the original. (BIG Register)
Candidates should not assume that ordinary Indian notarial attestation satisfies the BIG-register certification requirement.
For the Verklaring van vakbekwaamheid procedure, BIG-register's published notarial alternative for documents originating outside Europe is a notary established in the Netherlands. (BIG Register)
For Indian candidates, the preferred approach is therefore to obtain certification from the actual issuing authority wherever BIG-register permits it:
| Document | Preferred certifying authority |
|---|---|
| Nursing diploma | Nursing college/university |
| Transcript / subject overview | Nursing college/university |
| Curriculum / syllabus | Nursing college/university |
| CCPS | State Nursing Council |
| Dutch B1 certificate | Language-certificate issuing institution |
| Additional courses | Institution that issued the certificate |
| Employer experience | Original document issued by employer |
| Passport | Separate CIBG-confirmed certification route required |
| Document | What candidate needs | Who certifies / signs |
|---|---|---|
| Authorisation form | Completed original | Candidate + Hexallt |
| General application | Completed original | Candidate |
| Passport | Certified copy | Certification route confirmed before submission |
| BSc Nursing diploma | Certified copy | Nursing college/university |
| Dutch B1 certificate | Certified copy | Language-certificate issuing institution |
No English certificate is required for VIG.
No routine IDW evaluation is required.
No CCPS, curriculum or transcript is listed as mandatory for the simplified mandate dossier. (BIG Register)
| Document | Required form | Who certifies / signs |
|---|---|---|
| Authorisation form | Completed original | Candidate + Hexallt |
| General application | Completed | Candidate |
| VIG profession-specific appendix | Completed | Candidate |
| Passport | Certified copy | Certification route confirmed before submission |
| Nursing diploma | Certified copy | College/university |
| Transcript / subject overview | Certified copy | College/university |
| Curriculum / syllabus | Certified copy | College/university |
| CCPS | Certified copy | State Nursing Council |
| Dutch B1 certificate | Certified copy | Certificate-issuing institution |
| CV | Supporting document | No certification |
| Work-experience evidence | Original | Employer |
| Additional professional courses | Original/certified copy | Issuing institution |
| IDW | Only if requested | CIBG will advise |
Candidates should not obtain multiple certifications independently before the dossier has been reviewed.
The recommended sequence is:
Candidate provides the available original documents / clear copies to Hexallt
↓
Hexallt identifies the applicable VIG route
↓
Hexallt identifies which documents require certification
↓
Candidate obtains certification from the correct issuing authority
↓
Hexallt reviews the completed recognition dossier
↓
Where appropriate, Hexallt coordinates a pre-submission document cross-check with CIBG
↓
Any visible documentation issues are corrected
↓
The complete dossier proceeds to formal submission
CIBG has specifically confirmed to Hexallt that, as an intermediary, Hexallt can arrange an appointment before submission to determine whether candidate documents are complete and correct.
This is why candidates should follow the document instructions provided for their individual dossier rather than arranging certification independently based on general assumptions.
4-year BSc Nursing/Bachelor in Nursing
May qualify for the simplified VIG mandate route.
GNM / other qualifications
Normally require the full assessment documentation.
University / nursing institution
Certifies academic documents.
State Nursing Council
Issues and certifies the CCPS/professional-authority document.
Language examination institution
Issues and certifies the Dutch B1 certificate.
Employer
Issues the original work-experience declaration.
English certificate
Not required for VIG.
IDW
Do not obtain unless CIBG requests it.
Apostille
Does not replace certification.
Indian notary
Should not be treated as the standard certifier for these documents.
Passport certification
Will be confirmed separately before formal submission because BIG-register does not name the specific Indian equivalent of the required civil-authority certifier.
Correct documentation is not only about collecting the right documents. Each document must also be prepared in the form required by CIBG and, where certification is required, certified by the appropriate authority.
For Hexallt candidates, this means academic documents are prepared through the educational institution, professional-status evidence through the Nursing Council, language evidence through the issuing examination institution, and employment evidence through the employer.
Hexallt reviews and structures the dossier before formal submission and, where appropriate, coordinates the available pre-submission review with CIBG.
The aim is to identify avoidable documentation issues before the recognition application enters formal processing.
Information for applications by intermediaries
Documents required for a Certificate of Competence application
Certification and translation requirements
Dutch-language requirements