Incorporating a BV

Documents You Need to Incorporate a Dutch BV

Updated: 14 August 2026 Holdwise editorial team BV Incorporation Compliance

To incorporate a Dutch BV (besloten vennootschap, the private limited company), you need a list of documents, in a fixed order. When the documents are correct, the notary can pass the deed within days. If one legalisation is wrong, the whole schedule is delayed. The legalisation of foreign documents usually takes the longest. At Holdwise, we keep this answer up to date and change it when the rules change.

Complete guide Incorporating a BV: Step-by-Step Guide 2026 (From Idea to KVK) →

For every incorporation

Passport copies of each director and each shareholder, certified where required. Some notaries accept certified copies; others ask to see originals or a verified digital identification.
Proof of address for each individual involved, typically a recent utility bill or bank statement, usually within three months.
Company name, checked for availability and for conflicts with existing trade names and trademarks.
Registered address in the Netherlands, with the lease or address agreement. This becomes the company’s official seat, so the notary needs it before the deed: see the registered office requirements.
Articles of association in draft, covering share classes, board appointment and the rules for distributions and transfers.
Share capital arrangement. The legal minimum is €0.01, and the practical amount depends on your banking plan and, for some residence permits, on a capital requirement.

When a company is the shareholder

If a foreign parent company is the shareholder, you need a second set of documents. Most delays happen in this part.

Corporate extract from the home registry, recent, often within one to three months.
Articles of association of the parent company.
Evidence of who signs for the parent: a board resolution or registry entry showing the authorised representative.
Group structure chart that shows all levels up to the natural persons at the top.
Ultimate beneficial owner (UBO) documentation for everyone who owns more than 25%, with passport and proof of address.

Legalisation and apostille: the slowest step

Foreign documents need authentication before a Dutch notary can rely on them. For countries party to the Apostille Convention, an apostille from the designated authority is enough. For other countries, the process goes through the foreign ministry and the Dutch embassy or consulate: consular legalisation, which takes longer and varies by country.

Pay attention to two practical points. Start with legalisation. You can produce everything else on the list in a day. Legalisation is impossible to rush, so start it in the first week. Check how long documents stay valid. A corporate extract that was recent when you ordered the apostille can be too old by the date of the deed. You then have to order both again.

Documents in other languages generally need a sworn translation into Dutch or English, depending on the notary. Ask which one before commissioning the translation.

The power of attorney

To incorporate from abroad, you need a notarial power of attorney. With it, the notary can pass the deed while you stay where you are. The Dutch notary drafts the document, you sign it, and it is authenticated like the other documents. This means legalisation of your signature plus an apostille or consular legalisation. It needs the same steps as your company documents, so prepare it at the same time.

What the bank asks for

The banking file is a separate exercise with its own list, and preparing it alongside the incorporation saves weeks. Dutch banks apply client screening under the anti-money-laundering act (Wwft). They ask for the corporate structure chart, certified UBO documentation and a source-of-funds explanation. They also want a business model description with expected transaction volumes and counterparties. And they ask for sample supplier or customer contracts, and the office lease. Opening a Dutch business bank account as a foreign owner covers what the reviewer looks for.

After the notary, you still have paperwork: the shareholder register, the UBO registration and the first VAT return. For the work we can take over once the company is registered, see corporate secretarial services in the Netherlands.

A Dutch BV files the corporate tax return by 1 June, the VAT return every quarter and the payroll tax return every month. The annual accounts are due within twelve months. See running a Dutch BV: taxes, filings and every deadline.

After the deed

The company is registered with the Chamber of Commerce (KVK), and the ultimate beneficial owner is registered, usually on the same day as the deed. The tax administration then issues the corporate income tax and VAT (value-added tax) numbers. From then on, the annual obligations apply. See what a Dutch BV costs each year.

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Part of Doing Business in the Netherlands, the complete 2026 guide.

Frequently asked questions

Do I need to visit the Netherlands to incorporate a BV? +

You can do the whole incorporation from abroad with a notarial power of attorney. This is standard practice for foreign founders. You only need a visit if a bank later asks for an identification meeting, and banks often hold that meeting online too.

How recent do my documents have to be? +

Usually one to three months. Each notary sets its own limit for corporate extracts and proof of address. Legalisation also takes time, so order the documents with the date of the deed in mind.

What is an apostille and do I need one? +

An apostille is a standardised authentication issued by a designated authority in the document’s home country, accepted between states party to the Apostille Convention. Countries outside the convention use consular legalisation instead, which goes through the foreign ministry and the Dutch mission and takes longer.

Can I use a translated document? +

Yes, if it is a sworn translation into Dutch or English. Ask the notary which language they prefer before you order the translation, because a new translation costs days.

What if my parent company has several directors? +

The notary needs to see who may sign for the company. This follows from the registry entry or a board resolution. If two directors sign together, both signatures need legalising, so plan for two signature processes.

Sources Belastingdienst · KVK · wetten.overheid.nl Last updated: 14 August 2026