The four steps
Step one, economic ownership: heirs receive certificates through the certification foundation (STAK), in line with the yearly gift calendar. They own value and read the annual accounts, and the board stays in charge. See the STAK explained. Step two, the observer seat: heirs attend the quarterly board meeting, read the minutes and ask questions. They vote later. Step three, the first mandate: heirs manage a real part of the portfolio or join the junior credit committee of the family bank. They get a budget and are accountable for it. See the holding as family bank. Step four, the board itself: heirs join the board under the succession clause that is already in the articles of association.
The family charter
The family charter is kept by the governance foundation (stichting). In it, the family writes down who may work in the business and on what merit terms. The family also agrees how each branch is represented, how disputes are resolved and what the wealth is for. See the family foundation and its charter. The charter is usually about ten pages. The family reviews it every few years, and the generation it applies to signs it.
Read about the holding, the participation exemption and the dividend paid to the parent company on the Dutch holding structure for non-residents. For the yearly paperwork, see corporate secretarial services in the Netherlands.
The notary, the Tax Administration and the bank all ask for the company address first. You choose that address and sign the contract yourself. See what the law asks of a business address in the Netherlands.
Yearly habits
Hold one review each January with the heirs in the room. Once a year, give them one real decision, with its consequences. Share the numbers with them in a way that suits their age. Introduce them to the advisers early, so they already know the advisers when they inherit the wealth. See the family office team they will lead.