Please note: this article only applies to organisations that do not have a KVK number and use the product: eHerkenning without KVK.
For regular eHerkenning (with a KVK number), Digidentity retrieves an extract from the Dutch Chamber of Commerce (KVK) Trade Register. Based on this extract, we can determine who is authorised to sign on behalf of the organisation. If required, an authorisation letter is then generated automatically for the authorised signatories.
For organisations without a KVK number, Digidentity cannot verify signing authority via the Trade Register. Therefore, for eHerkenning without KVK, both an authorisation letter and an additional legal document are required to demonstrate signing authority.
The authorisation letter must be completed and signed by an authorised signatory who is legally permitted to represent the organisation. By signing this letter, the authorised signatory confirms that you have permission to submit an application for eHerkenning without KVK on behalf of the organisation.
The authorisation letter cannot be submitted by email or post and must not be sent to our office. It can only be uploaded via the Digidentity Wallet app using the QR code shown on the authorisation letter.
When uploading the letter, please ensure that you follow the guidelines below to guarantee a successful upload. You can select each heading below for more information.
Uploading your Letter of Authorisation
The Letter of Authorisation should be uploaded by the authorised signatory as follows:
- Open the Digidentity Wallet app, and select the "Scan QR" icon on the bottom-right hand corner of the screen
- Scan the QR code present on the Letter
- Take a photo of the entire printed letter
- Select the identity document that you would like to use for verification
- Take a photo of your identity document when prompted to do so by the Digidentity Wallet app
- Take your selfie by following the instructions on-screen
- You will then be asked to confirm your upload
Guidelines for filling out the Letter of Authorisation
When filling out the Letter of Authorisation, please ensure that the following steps have been adhered to:
- The Letter of Authorisation must be printed out before being filled in. Any uploads of digital copies of a Letter of Authorisation will be rejected.
- The Letter of Authorisation must be filled out, and signed by the authorised signatory only, as they are authorised to act as a legal representative for the entity for which the registration is being carried out.
- Only the forename and surname of the authorised signatory is required, there is not a need to include any middle names.
- The authorised signatory must manually fill in their name, and date of birth, on the dotted lines provided in the first paragraph of the Letter of Authorisation
- The signature provided by the authorised signatory at the bottom of the Letter of Authorisation must be a 'wet-ink' signature. Digital signatures will not be accepted
- The location and date of the signing must be filled accordingly in the lower-right corner of the letter.
Uploading your Identity Document for verification
When the authorised signatory is submitting the Letter of Authorisation, it is required that an upload of their identity document is also submitted so that their identity may be verified. Please adhere to the following guidelines when uploading your identity document
- The identity document provided must belong to the authorised signatory.
- The identity document provided must be an original form of the document itself. It is not possible to upload a copy or scan of an identity document.
- The identity document uploaded must be in-date, and the legal name provided on the identity document must match the name provided by the authorised signatory on the Letter of Authorisation
- A photo of the entire identity document page must be taken. Please ensure that the signature placed on the identity document is also visible in your upload.
- Pay attention to any glare or light reflection when taking your photo, as all details on the identity document must be visible when being uploaded
Uploading your Selfie for verification
Once the identity document has been scanned successfully, you must then take a selfie so that we may match the identity document provided with the person carrying out the upload. Please adhere to the following guidelines when taking your selfie:
- Make sure there is enough light in the room.
- Hold your device at eye level so that the angle is similar to the photo on your ID document.
- Hold the camera yourself while taking your photos and during the motion-detection that follows.
- Stand against a neutral background (such as a blank wall if possible). This will help the camera to focus on your face
- Move your head slowly in the direction indicated by the app (if your movement is too fast, it may not be recognised)
- Make sure that there are no other people in the image with you for the duration of the process
For more information on uploading your letter, please consult the video below: