Application Checklist

Application Checklist

A step-by-step checklist for applying to Dutch universities. Documents, Studielink, translations, visa prep and arrival — everything so you never miss a step.

1. Before You Apply: Planning & Eligibility

Make sure you have these basics clear before you start submitting anything:

Your target degree level: Bachelor’s or Master’s
Whether the programme is WO or HBO (and what that means for teaching style and entry requirements)
Start intake (September or February, if available)
Application deadline(s), especially for numerus fixus programmes
Whether you meet the academic prerequisites (subjects, ECTS background, GPA/class ranking expectations where relevant)
Whether your diploma needs Nuffic evaluation or additional verification

2. Core Documents to Prepare

Most Dutch universities will ask for a combination of the following:

Valid passport / ID page (scan)
Diploma(s) and transcript(s) — latest available results if you’re still studying
CV (simple, clear Dutch/European style is usually best)
Motivation letter (often the most important narrative document)
Proof of English language proficiency (if required)
Reference letter(s) — mainly for competitive Master’s programmes; some don’t require any
Portfolio or writing sample (for creative programmes, architecture, design, some humanities)
Programme-specific forms (sometimes a questionnaire, statement, or short assignment)

Helpful guides:

Motivation Letter GuideLanguage RequirementsApplication Requirements

3. Translation & Legalisation

Depending on your country and your university, you may need:

Certified translations (if your documents aren’t in English/Dutch/German/French)
Legalisation or apostille for certain civil documents (e.g., birth certificate)
Verified copies or original documents sent later

This step often takes the longest, so plan early. Some apostilles can take weeks depending on your country.

4. Application Systems: Studielink & University Portals

For most degree programmes, your application will involve:

Studielink account setup and programme selection
University application portal (upload documents, pay any handling fee, track status)
Use the same name format everywhere (passport name)
Use one consistent email address and check it daily
Keep a folder of all uploaded files and confirmation screenshots/emails
Track what is “submitted” vs “requested” vs “missing” in each portal

Helpful guides:

Studielink GuideAdmission Timeline

5. After Submission: What to Expect

Once your application is submitted, you may receive:

Request for additional documents
Interview invitation (for some Master’s programmes)
Conditional offer (e.g., must graduate, must meet final GPA, must provide final diploma)
Payment instructions (tuition deposit, sometimes visa-related deposit for non-EU students)
Enrolment steps (proof of previous education, digital verification, etc.)

Respond quickly and keep all communications tidy and professional. Delays at this stage can cost you your spot.

6. Visa & Residence Permit (Non-EU/EEA Students)

If you’re a non-EU/EEA citizen, your university usually becomes your sponsor and will guide the immigration process. Be ready for:

Financial proof (IND study norm)
Visa documents checklist
Possible deposit transfer to the university (sometimes called a "blocked account" deposit)
MVV appointment (only if your nationality requires it)
Residence permit steps (VVR)

Helpful guides:

Financial ProofMVV Visa GuideResidence PermitBlocked Account

7. Arrival Setup Checklist

Once admitted and immigration is in motion, prepare your landing plan:

Housing plan (temporary + longer-term strategy)
Travel arrangements and arrival date
Municipality registration plan (to get BSN)
DigiD plan (once BSN and address are confirmed)
Bank account plan
Health insurance plan
Public transport setup (OV-chipkaart / subscriptions)

Recommended Folder Structure

Create one folder per programme and keep these inside. Much easier to apply to multiple programmes without mixing documents.

Passport + ID scans
Diploma + transcripts
CV + motivation letter versions
English test results
References
Portal confirmations + emails
Deadlines and notes (one-page summary)

StudyPath Tip

StudyPath's paid packages include a secure online drive to upload everything in one place. Our team organises your documents, keeps your timeline under control, and makes sure no deadline is missed — so you can focus on choosing the right programme.

Want the Process Organised
from Day One?

StudyPath guides international students through every step — from programme selection to your first week in the Netherlands.

  • University application support
  • Document review and checklist
  • Visa and residence permit guidance
  • Arrival setup assistance

Related Guides

Frequently Asked Questions

Most Dutch universities require a valid passport scan, diploma(s) and transcripts, a CV, a motivation letter, proof of English language proficiency, and potentially reference letters or a portfolio depending on the programme.
Create a Studielink account, select your programme, and follow the steps. You’ll also need to complete a separate application on the university’s own portal, upload documents, and pay any handling fees.
If your documents are not in English, Dutch, German, or French, you will likely need certified translations. Some universities also require legalisation or apostille for certain civil documents. Plan early as this step can take weeks.
You may receive a request for additional documents, an interview invitation, a conditional offer, payment instructions for tuition deposits, or enrolment steps. Respond promptly to avoid losing your place.