Would you like to request eHerkenning on behalf of a municipality or another government organisation? Then the authorisation process works slightly differently than for a company. On this page, you can read why, who can sign on behalf of your organisation and how to make future requests a lot easier.
⚠ Please note: we cannot automatically find your legal representatives
For companies, we automatically retrieve the authorised signatories from the Dutch Chamber of Commerce (KVK) Trade Register. Government organisations are registered in the Trade Register, but often without authorised signatories.
Do you see no representative, or not the right one, during your request? Do not complete the request with a random signatory, but follow the steps below.
How to request eHerkenning for a municipality:
- Log in on your PC or laptop via my.digidentity.eu and start the request for the eHerkenning product you need.
- Have you reached the authorisation step and is no representative (or not the right one) listed? Then check yourself who is authorised to sign. For a municipality, this is often the mayor.
- Have the Letter of Authorisation signed by the mayor, or by the person registered in the Trade Register as an authorised signatory for your municipality.
- Is another executive or official signing? Then also send the mandate documents to helpdesk@digidentity.com: a document of appointment and a document showing the power of attorney.
- Has the authorised signatory uploaded the letter and have you emailed any mandate documents? Then contact our Service Desk via helpdesk@digidentity.com. Please include the name, the reference number of the signed Letter of Authorisation and KVK number of your municipality.
- We will review your request manually. In some cases, we may ask for additional information.
Once approved, you can use your eHerkenning means. Tip: have the mayor or another authorised person appoint a Company Administrator in one go. That way, a new letter does not need to be signed for every future request.
Why can't you find the legal representatives yourselves?
For eHerkenning, we must verify that a person is authorised to act on behalf of an organisation. For companies, we do this using the data from the KVK Trade Register.
Municipalities and other government organisations are registered with the KVK, but usually have no authorised signatories registered there. Our system then cannot automatically link the Letter of Authorisation to the right person. That is why we review these requests manually.
Who can sign on behalf of the municipality?
You have the following options:
- The mayor. The mayor represents the municipality. If your municipality has not registered another authorised signatory, the mayor is the default signatory.
- An authorised signatory from the Trade Register. Is someone registered with the KVK as authorised to sign on behalf of your municipality? Then this person can sign the letter.
- Another executive or official with a mandate, such as an alderman or municipal secretary. This is only possible if you can show that this person is authorised to do so (see the next question).
When is public information enough and when are mandate documents required?
Public information is sufficient if the letter is signed by the mayor or by a person registered as an authorised signatory in the Trade Register. Who the mayor of your municipality is, is publicly known. We can then verify the signatory using the KVK registration and public information.
Mandate documents are required if someone else signs, or if we cannot establish the authority using public information. In that case, we ask for:
- a document of appointment for the signatory, and
- a document showing the power of attorney or mandate, such as a mandate decision.
Once received, we will review your request. In some cases, we may ask for additional information.
What is a Company Administrator and what are the benefits?
A Company Administrator approves eHerkenning requests from colleagues on behalf of your organisation in the Self-Service Portal. This is especially useful for municipalities: the mayor or another authorised person signs once for the Company Administrator, after which no new letter is needed for each new request.
The benefits:
- Approve requests quickly, without printing and signing letters.
- Assign roles, so you decide which services employees can use.
- Manage subscriptions, authorisations and invoices in one place.
- Access dashboards and reports.
There are two levels:
- Company Administrator Level 3: approves requests for eHerkenning level 2+, 3 and 3 Tax. Free of charge.
- Company Administrator Level 4: also approves requests for eHerkenning level 4 and can appoint additional Company Administrators. €25 (excl. VAT) per year, as a three-year subscription.
The same rules apply to becoming a Company Administrator as to an authorisation: the mayor or another authorised person signs, with mandate documents if required.
I work for a government organisation other than a municipality
For a municipality, the authorised signatory (the mayor) is publicly known. For other government organisations, this is often not the case, which means we cannot always establish the authority.
We recommend registering an authorised signatory for your organisation with the KVK. After that, the request can follow the regular process. Not sure? Please contact our Service Desk via helpdesk@digidentity.com, so we can assess your situation.
Is your request not progressing?
First check whether the letter was signed by the mayor or by a person registered as an authorised signatory in the Trade Register. Is someone else signing? Then check whether you have sent the document of appointment and the power of attorney or mandate document.
Is everything in order and is it still not working? Please contact our Service Desk via helpdesk@digidentity.com.