What post and documents do you need to keep in the Netherlands?

In the Netherlands, you often receive important information by post. Sometimes you also receive the same information digitally. For example, via MijnOverheid

So always open your post. A letter may state that you need to pay something, send something in, or reply by a certain date.

Always make sure to check:

• Who sent the letter

• Whether you need to do something

• Whether you need to pay

• The deadline for responding or making payment

• Which

  reference
  or number is included in the letter

Some post needs to be kept safe. For example, letters from the IND, the municipality, the Dutch tax authorities, your health insurance provider, your landlord or your employer.

Be sure to keep any post that states:

That you have to pay for something

That you need to send something

That you must respond by a certain date

That a decision has been made

That you have an appointment

If there is a change in your income, rent, health insurance or right of residence

Have you received a letter in the post? Put important letters in a folder. You might also want to take a photo or scan them.

Have you received digital mail or emails? If so, create separate folders in your inbox or on your phone. For example: IND, municipality, tax, health insurance and housing.

If you organise your important post properly, you are less likely to misplace it. It will also be easier to find if you need to refer to it later.

Make sure you keep all letters relating to your asylum application in a safe place. For example, letters from the IND, your lawyer, the COA or the court.

Make copies or take photos of any documents you submit to the IND. Also keep proof that you have submitted your documents. Visit RefugeeHelp to find out which documents you need to gather for your asylum application.

Make sure you keep important documents safe

Always keep original documents such as your passport, residence permit, birth certificate, marriage certificate and diplomas in a safe place. Do not throw these documents away. You should also take a photo or scan them and keep them in a safe place.

Do you have a residence permit? If so, be sure to keep any letters regarding:

• Your residence document

• Extension of your residence permit

• Family reunification

• Registration with the municipality

• Work, benefits or income

• Healthcare insurance

• Rent or home

• Tax and allowances

Are you applying for family reunification? Do not include original documents with your application; send copies instead. Wait until the IND asks for the original documents.

Has your asylum application been rejected? If so, make sure you keep all letters relating to your case. For example:

• The IND's intention

• The IND's decision

• Letters from your lawyer

• Letters from the court

• Letters regarding

  appeals
  or
  higher appeal

• A

  return decision

• Letters from the DT&V

These letters often contain important dates. Discuss them as soon as possible with your lawyer or an organisation that is helping you.

Are you from Ukraine and do you fall under the

As a resident of the Netherlands, you are not legally required to keep all your financial records. However, it is wise to keep important financial documents for 5 years. The

• Annual statements of employment or

  benefits

• Important

  payslips

• Letters from the Dutch tax authorities

• Letters from

  Dienst Toeslagen

• Letters regarding housing benefit, healthcare benefit or

  childcare allowance

• Letters regarding municipal taxes

• Proof of payment

• Letters regarding debts or

  payment arrangements

• Letters from your

  health insurance

Are you an entrepreneur or do you run your own business? If so, different rules apply. However, there is a legal obligation to retain records for businesses and the self-employed.

A lot of post is also sent digitally. Via MijnOverheid, you can receive post from the government digitally via the Berichtenbox. The IND also uses the Berichtenbox.

You need a DigiD to access MijnOverheid and many other government websites. Do you not have a DigiD yet? Find out how to apply for a DigiD on RefugeeHelp.

So you do not need to keep every letter on paper. But do make sure you can easily find important letters. Download important letters as PDFs. Create clear folders on your phone or computer. For example:

• IND

• Municipality

• The Dutch Tax Administration

• Allowances

• Healthcare insurance

• Rent and housing

• Work and income

You can usually throw post away if:

• It is an advert

• It is a duplicate

• You have already securely saved the letter digitally

• It is a reminder of an old appointment

• It is a general leaflet containing no personal information

Please note: do not simply throw away letters containing your

Not sure whether a letter is important? Do not throw it away. Ask for help first.

You can ask for help from your contact person, the municipality,