Set up a company in the Netherlands from Japan

If you live in Japan

1. A stamped copy of your passport

   Take your passport (Japan) to a notary in Japan. The notary makes a copy and stamps it to confirm it is real. After the notary has stamped it, the document gets an official sticker (an apostille) so a Dutch notary can trust it without further checks. For Japan: Ministry of Foreign Affairs (Tokyo or Osaka). A notarised document first needs the Legal Affairs Bureau to certify the notary’s seal. In Hokkaido (Sapporo), Miyagi, Tokyo, Kanagawa, Shizuoka, Aichi, Osaka and Fukuoka the notary office does all three steps in one visit (one-stop service).

   For advisers

   Certified true copy of a valid passport, apostilled in the country of residence.

2. Proof of where you live

   A recent bank statement, utility bill or official letter with your name and home address in Japan, not older than three months. No stamps needed.

   For advisers

   Proof of residential address, dated within three months.

3. The signing form (power of attorney)

   We send you a short form that lets the Dutch notary sign the incorporation deed on your behalf, so you do not have to travel. Sign it in front of a notary in Japan. Sign the power of attorney before a Japanese notary (公証役場). Then it needs the same official stamp as your passport copy: an official sticker (an apostille).

   For advisers

   Notarial power of attorney on the Dutch notary's model, signature certified and apostilled.

4. A short ownership statement

   A one-page form from us where you confirm who owns and controls the new company and whether you hold a public position. Sign, scan, send. No stamps needed.

   For advisers

   Declaration of ultimate beneficial owners (UBO) and politically exposed persons (PEP) on the notary's model.

If a company from Japan becomes a shareholder

1. A fresh extract from the company register

   An official printout that shows the company exists, who the directors are and who may sign. It must be less than three months old. Where to get it: Legal Affairs Bureau (法務局). Order a certificate of registered matters (登記事項証明書) showing directors and capital. Have a local notary certify the printout. After the notary has stamped it, the document gets an official sticker (an apostille) so a Dutch notary can trust it without further checks. For Japan: Ministry of Foreign Affairs (Tokyo or Osaka). A notarised document first needs the Legal Affairs Bureau to certify the notary’s seal. In Hokkaido (Sapporo), Miyagi, Tokyo, Kanagawa, Shizuoka, Aichi, Osaka and Fukuoka the notary office does all three steps in one visit (one-stop service).

   For advisers

   Certified extract from the commercial register (max. three months), apostilled.

2. The company's founding documents

   The articles of association (the rules of the company) and the certificate of incorporation. A copy certified by the notary in Japan is enough.

   For advisers

   Articles of association and certificate of incorporation, certified copies.

3. Proof of who may sign for the company

   If the register extract already shows who may sign, this is done. If not, a short board decision (resolution) that names the person who signs the Dutch documents, signed by the directors.

   For advisers

   Evidence of signing authority: register entry or board resolution.

4. A drawing of who owns the company

   A simple chart from the company down to the people who ultimately own it, with percentages. One page. We give you a template.

   For advisers

   Ownership structure chart down to the natural persons who ultimately own the company (UBO chain).

The person who signs for the company and every owner with 25% or more also sends a stamped passport copy and proof of address, following the route of the country where they live.

Good to know: Japanese extracts show no shareholders; add the shareholder register (株主名簿) certified by the notary.