Set up a company in the Netherlands from Vietnam

If you live in Vietnam

1. A stamped copy of your passport

   Take your passport (Vietnam) to a notary in Vietnam. The notary makes a copy and stamps it to confirm it is real. Vietnam does not use the apostille sticker, so after the notary the document needs official legalisation stamps instead. From 11 September 2026: apostille by the Ministry of Foreign Affairs (Consular Department in Hanoi, Department of Foreign Affairs in Ho Chi Minh City), on paper or electronically. Before that date: legalisation by the Consular Department, then the Embassy of the Netherlands in Hanoi. The Dutch notary accepts the document once these stamps are on it. From 11 September 2026 Vietnam switches to the simpler apostille sticker.

   For advisers

   Certified true copy of a valid passport, legalised 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 Vietnam, 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 Vietnam. Sign the power of attorney before a Vietnamese notary (phòng công chứng); the Ministry of Foreign Affairs authenticates the notary’s signature. Then it needs the same official stamp as your passport copy: official legalisation stamps.

   For advisers

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

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.

5. Where the money comes from

   A short written explanation of where the money for the company comes from (salary, savings, sale of a business, inheritance) with one or two documents that show it, such as a bank statement or a sale contract. The notary is required to ask this; we help you write it.

   For advisers

   Statement of source of funds and source of wealth with supporting evidence (the extra checks the notary must do, called enhanced due diligence).

If a company from Vietnam 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: National Business Registration Portal (Ministry of Finance). Order the enterprise registration certificate; for a limited company it shows the members and legal representative. Have a local notary certify the printout. Vietnam does not use the apostille sticker, so after the notary the document needs official legalisation stamps instead. From 11 September 2026: apostille by the Ministry of Foreign Affairs (Consular Department in Hanoi, Department of Foreign Affairs in Ho Chi Minh City), on paper or electronically. Before that date: legalisation by the Consular Department, then the Embassy of the Netherlands in Hanoi. The Dutch notary accepts the document once these stamps are on it. From 11 September 2026 Vietnam switches to the simpler apostille sticker.

   For advisers

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

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 Vietnam 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: Vietnam is on the EU high-risk list, so every file gets personal handling and a source-of-funds statement. A document legalised before 11 September 2026 stays valid; from that date ask for the apostille instead.