Paperwork when buying and selling a horse: passport, microchip and registration (2026)

A sport horse is never bought or sold on a handshake alone. Right now, in the peak season of foal inspections and summer sales, plenty of horses are changing hands. The paperwork involved in buying a horse is precisely where deals tend to stall: a missing passport, a forgotten transfer or an unreported change of keeper can easily cost you weeks of delay. With this checklist you can sort the admin out properly in one go.

Why the paperwork matters just as much as the inspection

A thorough pre-purchase exam and a tidy sale agreement tend to get plenty of attention. The documents around them are often left until the moment of payment or transport — and that is exactly when something turns out to be missing.

Without the correct paperwork, a horse may not formally be transported or traded, the vet cannot see a complete medication history, and confusion arises over who the official owner and keeper actually is. These are precisely the disputes you want to avoid.

For buyer and seller alike, the rule is the same: sort out the admin before the handover, not afterwards.

The documents at a glance

Run through this list for every transaction. Most of these points are a legal requirement in the Netherlands, not an optional extra.

• Horse passport — compulsory for every equine in the EU. The passport belongs to the horse and always travels with it to the new owner.
• Microchip (transponder) — horses are identified by a microchip linked to the passport number. Check that the chip number recorded in the passport matches the chip in the horse.
• I&R registration — since 2021, keepers of equines must register both themselves and their animals in the Identification & Registration system via RVO.
• Studbook papers — for registered sport horses (such as KWPN), the passport is accompanied by a studbook registration showing pedigree and any predicates.
• Sale agreement — set the terms out in writing, including price, any trial period and what is handed over with the horse.

Rule of thumb: the passport and microchip belong to the horse, while the registration belongs to you as the keeper. On a sale, both have to be updated.

Checking the horse passport

The passport is the single most important document. As a buyer, take the time to read through it before you pay.

What does a passport contain?

• The unique life number (UELN) and the microchip number.
• A description of the horse's markings.
• The date of birth, pedigree and the studbook of issue.
• The medication status: whether or not the horse is excluded from the food chain.

What should you look out for?

• Does the chip number in the passport match the scanned chip in the horse?
• Do the markings correspond to the horse standing in front of you?
• Is the medication status filled in, and does it suit how you intend to use the horse?

A passport that has been lost or damaged can be reapplied for, or requested as a duplicate, from the studbook or the passport-issuing body. Start this in good time: without a valid passport you cannot legally transport or sell the horse.

I&R: reporting a change of keeper

Identification & Registration (I&R) for equines has been compulsory since 2021. The idea is simple: in the event of an animal disease, the authorities want to know quickly where which horses are kept.

In practical terms, this is what it means for a purchase or sale:

1. The seller reports that the horse is leaving their location.
2. The buyer registers as a keeper where necessary (with a location number/UBN) and reports that the horse has arrived.
3. You make both reports in good time — observe the applicable deadline; this is usually within 30 days. Check the current rules and deadlines at mijn.rvo.nl.

Note: the I&R keeper registration is separate from ownership. A livery yard can be the keeper while you are the owner. So agree clearly who makes which report.

Studbook: the change of ownership

For studbook horses you also need to arrange the change of ownership with the studbook itself, for example the KWPN. That way the studbook correspondence, breeding information and any invitations reach the right person.

This is a different matter from the I&R report to RVO. For a fully completed handover, in practice you therefore arrange three things: the passport travels with the horse, the I&R change of keeper is reported, and the studbook change of ownership is submitted.

Checklist for the seller

Prepare your paperwork before you advertise. A seller with the admin in order sells faster and inspires more confidence.

• Make sure the passport is complete and easy to find, with the correct microchip number.
• Check that your I&R registration as keeper is up to date.
• Gather the studbook papers and any inspection or competition results.
• Be honest and thorough in your advert; mention any known particulars.
• Agree who makes which report after the sale.

Checklist for the buyer

• Scan the microchip and compare it with the passport before payment.
• Check the markings, pedigree and medication status.
• Ask about the studbook registration and any inspection reports.
• Put the purchase in writing.
• Immediately after the handover, sort out your own I&R keepership and the studbook transfer.

Frequently asked questions

Is a horse passport really compulsory?

Yes. In the EU, every equine must have a valid passport. Without a passport, a horse may not be transported or traded, so always sort this out before the handover.

Who pays for the studbook transfer?

That is a matter to be agreed between buyer and seller. Set out in the sale agreement who applies for the change of ownership and bears any costs, so that no confusion arises after the event.

What if the passport is lost?

Apply for a replacement or duplicate passport from the studbook or the passport-issuing body. Do this well in advance, because the procedure takes days to weeks and without a passport you cannot legally transport or sell.

Do I need to register a foreign horse separately?

Yes. Importing involves extra steps, such as adding the horse to the Dutch registration. For that, read our guide on importing a horse into the Netherlands.

Sort out your paperwork, and the rest sorts itself

The paperwork involved in buying or selling a sport horse is no bureaucratic afterthought: it determines whether you can legally transport, insure and resell the horse. Anyone with the passport, microchip, I&R registration and studbook transfer in order avoids most disputes and delays.

Ready to buy or sell? Browse the current selection of sport horses, or place your own advert on SportHorses for free and reach buyers at home and abroad.

This article is general information and not legal advice. For the current rules and deadlines, consult RVO, your studbook or an equine lawyer.