Set up a company in the Netherlands from Poland

If you live in Poland

1. A stamped copy of your passport

   Take your passport (Poland) to a notary in Poland. 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 Poland: Ministry of Foreign Affairs (Ministerstwo Spraw Zagranicznych), Warsaw; 60 Polish zloty (PLN) per document, 5–7 working days. Notarial deeds must first be authenticated by the president of the regional court (sąd okręgowy) before the ministry will apostille them.

   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 Poland, 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 Poland. Sign the power of attorney before a Polish notariusz; the deed then goes to the regional court for authentication and to the ministry for the apostille. 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 Poland 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: Krajowy Rejestr Sądowy (KRS). A current extract (odpis aktualny) can be downloaded free of charge and has the status of an official document. 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 Poland: Ministry of Foreign Affairs (Ministerstwo Spraw Zagranicznych), Warsaw; 60 Polish zloty (PLN) per document, 5–7 working days. Notarial deeds must first be authenticated by the president of the regional court (sąd okręgowy) before the ministry will apostille them.

   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 Poland 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: Two steps for a notarial deed (court, then ministry); skipping the court step is the usual cause of rejection. For the real owners behind a company (UBO) check the Dutch notary may also ask for the Polish register of real owners (CRBR) (Polish UBO register) printout.