Declaration of Rotterdam

The anniversary congress of the European Association of Registrars took place on May 7^th and 8^th, 2025 in Rotterdam (NL). This congress focused on the provision of services to citizens in Europe, as well as the improvement thereof through digital data exchange.

The congress adopted the following conclusions:

1. The provision of services to all citizens within Europe is as uniform as possible. Only exceptions based on national laws and regulations are accepted.
2. Digital exchange of documents between European countries – regardless of the citizen’s nationality or place of residence – must be possible. The use of this must be encouraged.
3. Citizens must have direct access to documents relating to their living situation and they must be able to manage them independently – within the limits of laws and regulations.
4. Documents issued within Europe must be accepted by all parties; no administrative obstacles such as legalisation, apostille or translations are raised.
5. Therefore, public authorities within Europe must be able to check the correctness of documents without burdening the citizen
6. Documents are therefore standardized and citizens and public authorities have access to examples of these documents.

The participants express the explicit wish to continue the discussion on these topics and to simplify local, national and supranational public authorities, in order to improve the service provision to citizens in Europe, and to ensure that data exchange takes place in a secure manner.

Rotterdam, May 7^th and 8^th, 2025.

Simon Rijsdijk                                         Steve Heylen

                                          President                                             Vice-president