6. Instanties in Nederland — public authorities and other institutions

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Topic map: contact with government → municipality → police → insurance → Tax Administration → residence and nationality → other support organisations.

This is an exam summary. Immigration, tax and insurance rules depend on individual circumstances and may change.

What you should be able to do in the exam

You should know which organisation handles a particular matter, how to use BSN and DigiD, which changes must be reported to the municipality, when to contact the police, which insurance is compulsory, how tax and allowances work, what the IND does and where to obtain social or legal help.

1. Authorities, institutions, rights and duties

An instantie is an organisation that provides a service or makes an official decision.

Government examples:

• municipality;
• police;
• Tax Administration;
• UWV;
• DUO;
• IND.

Non-governmental or independent examples:

• health insurer and other insurance companies;
• Legal Aid Desk;
• housing association;
• social organisations.

A person has rights — such as information, an objection procedure or help — and duties, such as providing correct information and paying tax.

Communication methods

• website and online forms;
• DigiD;
• letter or email;
• telephone;
• appointment;
• help at a library or through a digital-help line when online contact is difficult.

Keep official letters and check MijnOverheid or Mijn Inburgering where relevant.

2. BSN, DigiD and privacy

BSN

The burgerservicenummer is a personal nine-digit number. Government, employers, schools and healthcare organisations use it to identify the correct person. It appears on official documents.

DigiD

DigiD proves identity online. It is used for, among other things:

• the municipality;
• Mijn Belastingdienst and Mijn Toeslagen;
• DUO and Mijn Inburgering;
• UWV;
• health insurer;
• medical portals.

The app normally uses a personal PIN. Never give your DigiD to another person.

Privacy

• Do not give random people your BSN, DigiD, PIN or a complete passport copy.
• An organisation should ask only for data it genuinely needs.
• It must handle personal information carefully.
• You have the right to see which data is held in a dossier and to request correction of errors.

3. Municipality

Personal Records Database

Every resident must be registered at the actual address in the municipality. The data is stored in the Basisregistratie Personen (BRP).

The municipality normally needs to be informed of:

• moving house;
• birth of a child;
• marriage or registered partnership;
• divorce;
• death of a household member;
• departure abroad;
• other important civil-status changes.

A birth must be registered quickly — within three days in the book's material. Some changes can be reported online with DigiD; others require an appointment and ID.

Acknowledging a child

If a person is not yet the legal parent but wants legal rights and duties, the person can officially acknowledge the child at the municipality. This can matter for an unmarried father or, in a legally permitted situation, another parent or partner.

Official documents

At the municipality you obtain or request:

• Dutch passport;
• identity card;
• driving licence;
• BRP extracts and local documents;
• naturalisation application.

A residence permit is normally processed and issued by the IND, not the municipality.

Financial and social support

The municipality may be responsible for:

• social assistance;
• waiver of certain municipal taxes;
• debt assistance;
• special assistance for a necessary expensive item;
• social housing and local housing information;
• Wmo support such as domestic help, transport, wheelchair or other assistance;
• youth care;
• neighbourhood teams, community centres and support for isolated people.

Start with the municipal website, care desk or neighbourhood social team.

4. Police and identity document

When ID is needed

• From age 14, a person must be able to show valid ID when an authorised officer has a legitimate reason to ask.
• In public transport, identity verification may be required from age 12.
• A child needs a personal document for travel abroad.
• A child may also need ID for healthcare and insurance administration.

ID can be a passport, Dutch identity card, EU passport or valid residence document; a driving licence is not accepted in every situation.

Police or a public-transport inspector may request ID within their powers. Failure to show it when required can result in an additional fine.

Police tasks

• protect people and respond to danger;
• enforce the law;
• control traffic;
• investigate crime;
• assist after accidents and conflicts.

Call 112 for urgent danger. Use the normal police number or online service for a non-urgent matter.

Filing a police report

You can or should report:

• theft;
• loss of an important document;
• violence or rape;
• serious accident;
• fraud or deception;
• discrimination;
• another crime.

For murder, rape or another extremely serious matter, reporting is obligatory or especially important. Keep evidence: messages, photographs, bank details and witness information.

5. Insurance

General logic

When you take out insurance, you receive a policy and pay a premium. After damage, report the claim quickly, complete the form and attach evidence. The insurer covers only what is in the policy and normally excludes intentional damage or clear violation of conditions.

Main insurance types

Personal liability insurance and motor third-party insurance are not the same. The first concerns ordinary private liability; the second is compulsory for a motor vehicle.

6. Tax Administration

Why taxes are paid

Taxes fund roads, dikes, schools, police, healthcare, social payments, libraries and other public services.

Tax types

• income tax;
• wage tax withheld by an employer;
• municipal taxes such as property, waste or sewer charges.

A waiver may be available for some municipal taxes at a low income. Ordinary income tax uses a different system of calculation and credits.

Tax return

1. The Tax Administration may send a return letter.
2. Log in to Mijn Belastingdienst with DigiD.
3. Check pre-filled data and add missing information.
4. Submit the return.
5. Receive a decision: pay extra or receive a refund.

Entrepreneurs have a particularly important duty to report their own income correctly.

Allowances

The KNM book highlights three main allowances:

Entitlement and amount depend on income, household and other conditions. Report changes promptly through Mijn Toeslagen, otherwise an overpayment must later be repaid. An instalment arrangement may be requested. An objection can be filed against a decision.

7. Residence permit and Dutch nationality

Different groups

• marriage or family migrant;
• asylum seeker and later status holder;
• labour migrant or highly skilled migrant;
• student;
• EU citizen.

Rules differ. A non-EU citizen who wants to stay for more than 90 days often needs a residence permit and sometimes an MVV.

Civic integration

• Some family migrants must pass the basic civic-integration exam abroad before the MVV.
• After arrival, many obligated participants receive around three years to complete their PIP and examinations.
• An asylum seeker first goes through the asylum procedure; after a positive decision, the person receives a residence permit and integration duties.
• Check Mijn Inburgering to see whether the 2013 or 2021 Act applies and which exams are required.

Fixed and indefinite term

• A permit for bepaalde tijd has an end date and must be renewed in time.
• After long lawful residence, often five years, a person may apply for permanent residence or long-term EU status if conditions are met.
• Conditions can include continuous lawful residence, a suitable type of permit, income and integration.

Naturalisation

The general rule is at least five years of lawful residence. Exceptions exist, including three years of living together in marriage or registered partnership with the same Dutch partner under the applicable conditions. Integration, public-order requirements and sometimes renunciation of the previous nationality normally apply.

• Apply for naturalisation through the municipality.
• The IND assesses and decides.
• A naturalisation ceremony follows a positive decision.
• Passport and ID are then obtained at the municipality.

See the current-facts file, because immigration law changes.

8. Other support organisations

Complaint and objection

• A complaint concerns the behaviour or service of an organisation.
• An objection challenges an official decision.

Normal sequence:

1. submit the complaint or objection to the organisation within the deadline;
2. keep the decision and evidence;
3. contact the ombudsman, Legal Aid Desk or a lawyer;
4. for discrimination, contact an anti-discrimination service;
5. for a crime, contact the police.

Corruption is prohibited: never pay an official or police officer for an illegal service or cancellation of a fine.

Commonly confused ideas

Common exam traps

• DigiD is not the BSN and must not be handed to another person.
• The IND issues residence permits; the municipality issues a passport after Dutch nationality is obtained.
• Birth, moving and other changes must be reported to the municipality on time.
• Not all insurance is compulsory: personal liability is useful, while motor third-party insurance and basic health insurance are generally compulsory.
• An allowance must be adjusted when income or household changes.
• Food bank, social assistance and tax waiver have eligibility conditions.
• First complain to the organisation itself, then contact an ombudsman if needed.

Active recall

1. How does a BSN differ from DigiD?
2. Which changes are normally reported to the municipality?
3. Where do you obtain a driving licence and where a residence permit?
4. From what age does the general ID duty apply?
5. When do you call 112 and when use normal police contact?
6. How does personal liability insurance differ from motor third-party insurance?
7. What do contents and building insurance cover?
8. Which three allowances are highlighted in the book?
9. Why must income changes be reported to Mijn Toeslagen?
10. How does a complaint differ from an objection?
11. Who decides on a residence permit?
12. Where is a naturalisation application submitted?
13. Where can initial legal help be obtained?
14. Who reviews a government complaint after the internal procedure?

Based on chapter 6 of the book, printed pages 125–151. Current immigration and political information is kept in a separate file.