Why Branch Registration in the Netherlands is Important to consider as option to enter a new market
Registering a branch is an efficient, cost-effective way to expand your business into a foreign market. The Netherlands, with its robust...
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This article includes a full overview on the type of company extracts in the Netherlands, and how to order them. Dutch extracts can easily be legalised by the Dutch court (with apostille) if indeed. Duitch courts issue such apostilles right away. English versions of extracts are available at the Kamer van Koophandel (Chamber of Commerce).
Each company is registered in the trade register of the Chamber of Commerce. The Chamber of Commerce offers - for a fee - different variants of an extract. For an official purpose, you can purchase a digital or paper certified extract. You can request an electronic extract for information. There is a way in which you can receive this Chamber of Commerce extract for free.
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What is an extract from the Chamber of Commerce?
An extract is an overview of the company data registered with the Chamber of Commerce. This contains the company name, the address, in many cases also the officers employed. You can purchase a viewing copy for € 2.30. This version is not certified, so you cannot use it as an official document. Use a certified extract for this.
You can request the different variants of extracts via the website of the Chamber of Commerce. You can purchase 30 products (including extracts) free of charge via the Chamber of Commerce App Trade Register .
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Request a Company Extract at the KvK (Chamber of Commerce)
You can choose from different variants. Do you need official proof of registration? Choose a digital or paper certified extract. In case you simply want to check on the company details, choose to view an extract (not certified), to keep the fees at a minimum. You will see the following details:
An overview of registered data of a company, such as name, address, date of incorporation and in most cases officers.
Information about the legal person, company and location (s).
It is clear whether the registration does not want unwanted postal advertising or sales at the door.
What can you do with an extract?
Get information about your business partner.
Prove that your company is registered in the Trade Register.
Get information about which officers represent the organization.
Demonstrate that you or another company do not want unwanted mail advertising or door to door sales (NMI).
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Which variants of extracts can you order?
Inspection of extract (not certified): € 2.30
You will receive the most current data directly on your screen. A print of this is not suitable for official use because it is not certified. If you want an official proof of registration, for example to provide to other parties, choose a digital or paper certified extract.
Digital extract (certified): € 7.50
This digitally certified extract has a digital signature and is legally equivalent to a paper extract. Do you order this document to demonstrate to other parties that your company is registered in the Trade Register? Then first check whether a digital version is accepted.
Note : the digital extract loses its value when you print it out. Do you need a physical document? Then order the paper extract.
You can provide a certified extract to other parties as proof of registration with the Chamber of Commerce. It is an official document, this is not the case with the viewing copy. An electronically certified extract costs € 7.50; a paper version € 11.00.
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What is an electronically certified extract?
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The electronic extract is legally the same as the paper extract. Just like the paper extract, the electronically certified extract contains information about directors, authorized signatories and other company data. Check in advance whether the party to whom you provide the extract accepts a digital version. A printed version of the electronically certified extract is not legally valid, so if you need a physical copy you must purchase a paper extract.
Paper extract (certified): € 15
This certified paper extract is suitable for official use. For example, to obtain an apostille from the Court or legalization from the Ministry of Foreign Affairs, embassies or consulates. You will receive the extract by post and will receive a confirmation of your order by e-mail.
English extract (certified) from € 7.50
The English extract is available on paper (€ 15) and in digital form (€ 7.50). An access code is required to apply for the digital variant. The English extract is the same as the Dutch extract, with the exception of the translation of a number of text fields. View an example excerpt
Digitally certified documents
You can order various documents that are digitally certified, such as an extract or annual accounts. On 13 March 2020, the signing of documents provided by the Chamber of Commerce will change.
These PDF documents are now with a Qualified Electronic Seal (also known as QSEAL, or qualified electronic seal).
Just like an electronic signature, electronic stamps confirm that a document has been issued by a legal person, in this case the Chamber of Commerce (KVK). The seal guarantees certainty about the origin and integrity of the document.
With the electronic seal, the documents are suitable for official use. The qualified seal is valid indefinitely.
If you have opened the PDF document with Adobe Acrobat Reader , you can check the signing seal at the top and left of the screen. There you will see the name Chamber of Commerce and the date and time of signing.
Digitally certified extract
A digital extract is official proof of registration in the Trade Register. You will receive information about the legal person, company and location (s). You see the name, address, date of incorporation and, in most cases, officers of a company or organization.
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What do you get and what are the characteristics of a digitally certified extract?
Proof of registration in the Trade Register.
Certainty about the signing authority of your business partner.
Legally equivalent to a paper extract.
Suitable for official use.
With unlimited validity of the digital signature.
Keep its legal validity if you send it digitally.
You will receive this extract (in Dutch or English) directly by e-mail in PDF format. An access code is required to request an English variant. The extract is provided with a digital signature and is suitable for official use.
The digitally certified extract is legally valid if you forward it digitally. Ask in advance whether the receiving agency accepts a digital extract.
Note: if you print the digitally certified extract, it is not legally valid. The hallmark is then not visible and the signature cannot be verified.
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What is House of Companies?House of Companies is in first instance a new concept in offering flexible office solutions and registered office addresses, covering more than 4.000 locations. Aside from full service office facilities (from dealing with your mail, to answering the phone) , we offer a ‘branch out membership’ which provides you the tools to start a new business, or keep your business running, at the lowest costs possible. House of Companies is located at an amazing mansion, on a 50.000m2 estate in the Netherlands offering room for hundreds of companies. But we also offer +4.000 locations in cooperation with partners.
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Can anybody use the services of House of Companies?Yes, basically anybody can use the services of the House of Companies. Even if you are not an entrepreneur yet! Our services are very low-key which allows companies of any sizes to expand overseas. We do have a strict onboarding process in place, and don’t deal with companies focused on tax avoidance, or who have operations in sanctioned countries, as well as certain sensitive industries.
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Is using a registered office address legal?Yes, 100% legal! Our team has over 10 years experience in providing registered office services, and our locations meet the standards of the Dutch Chamber of Commerce. Our locations provide a full time reception, and our locations are always able to provide you a working space when need be.
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Do I pay taxes when I use a virtual office in the Netherlands?A ‘virtual office’ typically does not pay taxes (yet). This is not due to a special tax status, but simply because a virtual office has no actual operations (or substance) yet (or has not started to make a profit, doing sales, or employing staff). In fact, a ‘virtual office’ is typically considered a ‘representative office’ and is not required to be registered at the Chamber of Commerce. Such requirements might change, once you perform any actual services from the Netherlands, or goods are stored and processed here. In case of doubt, it might be necessary to discuss your situation with a lawyer or accountant, but much information on this topic is available in our Dashboard.
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Does a Dutch company require a local address?In many cases a local company registration requires a local business address. Especially in (Western) European countries this is very common. There are some exceptions, especially in case of a branch registration (or a representative office). A registered office address is required to receive official government letters, and in come cases also to open a local corporate bank account.
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Can my Dutch business open a bank account?Yes, a business dealing on the Dutch market can also open a corporate bank account. However, this is becoming more challenging. House of Companies can inform you about European banks that can open bank accounts for any kind of European entity, without a visit to the bank required.
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When is a registered office address convenient for me?A registered office address is convenient for any kind of business, that is planning to expand to a new market, and is taking it step by step. A registered office address (or virtual office) allows you to explore a new market, while limiting your expenses. It’s not about being ‘virtual’, but it’s about avoiding as much bureaucracy and legal expenses as you can, while your business is not yet at its full capacity. Our tools allow you to get an understanding of the legal framework of a country, so you are able to make the decisions for yourself, rather than having to rely on an accountant or lawyer.
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Can I really submit my corporate tax return myself, without any charges?"Yes, anybody can submit their corporate tax return themselves, without any help from an accountant. Our Dashboard provides you the detailed information, step by step, on how to login to your online Tax Portal, and to file your tax return. Obviously, the more complicated your company activities (and transactions) the more complex your tax return will look like. But if you have almost no operations, then you can save thousands of euros in accounting fees, without requiring any accounting skills! Once your company grows, we offer more detailed information, so you can learn along the way. Or you can decide to involve an accountant at that stage.
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