Foal Registration: Studbook, Passport and DNA in 7 Steps

Step 1: Birth Notification Within 7 Days

The first obligation after birth is to report to the mare's studbook. This must be done within 7 days, usually via the online portal of the relevant studbook (KWPN, Studbook Zangersheide, Gelder, etc.). You fill in the date of birth, gender and any special circumstances. Note: some studbooks use a digital form, others still require a signature from the owner. Check this in advance on your studbook's website. Late notification risks a fine or administrative delay.

Step 2: DNA Sampling and Requesting Chip Number

For official registration, DNA material is mandatory. For this, a certified veterinarian takes hair samples from the foal and the parents (if this has not been done before). At the same time, the microchip is implanted, usually on the left side of the neck. The chip number is linked to the DNA sample and forms your foal's unique identification. Make sure the veterinarian fills in and signs all forms correctly—errors in this lead to delays at the studbook. DNA sampling must often take place within 6 months; check the specific timeframe of your studbook.

Step 3: Name Choice and Reservation

Each studbook has its own rules for naming. At KWPN for example, the name must start with the same letter as the mother, unless you have purchased a free name choice. Some studbooks allow a maximum of 27 characters, including spaces. Reserve the name in time via the online system—popular names are quickly taken. Also check whether the name already exists in the database. A clear, easily pronounceable name makes later communication with veterinarian, farrier and insurance much easier.

Step 4: Requesting Studbook Registration and Inspection

For studbook registration, your foal usually goes through an inspection or evaluation. This can be a foal inspection (around 3-6 months) or a later stallion inspection or mare inspection. During the inspection, a committee assesses conformation, movement and breed characteristics. Based on this, the foal receives a predicate (star, crown, performance, etc.) or is registered in the main studbook or a subsidiary register. Registration for inspections is usually done online and has a registration deadline, typically 4-6 weeks before the inspection date. View our comprehensive comparison of horse management apps to see which tools help you keep track of inspection dates and documents.

Step 5: Requesting Horse Passport from RVO

In addition to studbook registration, every horse in the Netherlands is required to have a horse passport, issued by the Netherlands Enterprise Agency (RVO). This passport contains the unique life number (ULN), chip number, description and any medication notes. You apply online via MijnRVO or through the studbook acting as 'issuing organization'. The passport must be applied for within 6 months of birth, but do this earlier—without a passport your foal cannot be transported or sold. Check all details carefully upon receipt; corrections afterwards cost time and money.

Step 6: Record Keeping and Document Storage

• Keep copies of all studbook forms, DNA certificates and inspection reports both digitally and on paper
• Record chip number, ULN and studbook registration number in your own archive—ideally in a horse management system
• Take photos of the foal at different ages for identification and insurance purposes
• Track deadlines for follow-up inspections and vaccinations in a calendar or app
• Regularly check the status of pending applications with studbook and RVO to prevent delays

Step 7: Setting Up a Digital File

From birth to inspection and passport application: the paperwork piles up. More and more breeders therefore choose a digital solution. In EquiSight you record all registration details in the horse file: chip number, studbook status, inspection dates and documents. This way you always have proof at hand for a potential buyer or during inspections. With the calendar function you set reminders for important deadlines, such as the 6-month limit for DNA sampling or registration for foal inspection. More about digital horse management can be found in our breeding software comparison, where we compare different apps side by side.