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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You can choose to file (and publish) your general terms and conditions at the Chamber of Commerce or the court. This is not mandatory, but can be useful.
In the following situations, it is wise to deposit your general terms and conditions with the Chamber of Commerce:
When you cannot hand over your conditions to your customer, for example in the case of telephone sales. That way your customer can still request and view them.
When in doubt and to serve as proof. This way you avoid any discussion about which conditions applied at the time the agreement was concluded.
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How do I deposit terms and conditions?
The general terms and conditions are deposited as follows:
Submit a separate A4-size document for each condition and translation. For example, if you have separate general purchasing conditions and sales conditions, you will hand in two documents.
Format your conditions in a Word or PDF file. The text must be clearly legible. When you choose the Arial font, the font size must be at least 10. If you choose a different font, the font size cannot be smaller than Arial 10.
Provide the document of your company (this company name must match the name with which you registered in the Trade) and send it to:
algemene.voorwaarden@kvk.nl
or
KVK
T.av Production Department HR info
PO Box 191
3440 AD Woerden
The date of receipt of your mail or post is used as the deposit date.
Once the deposit has been administered you will receive a confirmation letter with the date of deposit and an invoice.
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What are the costs?
Depositing general terms and conditions costs 18 euros per document per calendar year. Each document counts as a separate deposit. Example: you deposit general purchase conditions and general sales conditions in Dutch and English. You then pay a total of 4 deposits.
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Invoice deposit
After depositing you will receive an invoice from us ( example ). If you have issued a direct debit authorization in the past, this will be stated on the invoice. In this case, you do not need to do anything else, the invoice amount is automatically debited. You will receive another bill from us per calendar year.
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Report changes
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To report changes, you must deposit the completely new version of the general terms and conditions. Clearly state with this deposit that it concerns the replacement of the already deposited general terms and conditions.
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Stop filing
You can cancel your deposit by sending an email to general.conditions@kvk.nl with the subject: 'termination of general conditions'. You will then receive a written confirmation of this. You can cancel any time of the year before December 31. You will then no longer receive an invoice for the following year.
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Check terms and conditions
Chamber of Commerce does not check your terms and conditions. So filing does not mean that your general terms and conditions also meet all legal requirements. Always have this checked by a lawyer or legal adviser.
Request conditions
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Your customers can request your conditions. This can be done with your Chamber of Commerce number or via your company name and the location of your company. Terms and conditions are not available online. You request them by telephone .
Industry conditions
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Industry conditions are filed by the industry association itself. It is not possible for entrepreneurs to deposit industry conditions under their company. If you have any questions about the industry conditions, please contact the relevant industry association.
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Category | Business Formation
This article will inform you on the different types of Dutch legal entities
How to start a sole proprietorship in the Netherlands in a few simple steps.
A holding company is really just a BV (Private Limited Company).
In this article we will explain you the details of the Formation Deed, and why they are so important.
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Our Services
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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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