KVK registration and the UBO register, step by step

When the notarial deed is signed, your BV legally exists. For the outside world to treat it as real, however, it has to be entered in the KVK (Kamer van Koophandel, the Dutch trade register). Banks, clients and the Belastingdienst (the Dutch tax office) identify your company through that entry. In the same process the UBO notification is filed, recording the natural persons behind the company.

This article walks through how KVK registration works, when you will be asked for the register extract known as an uittreksel, who counts as a UBO and what it takes to keep the record current.

What is the KVK and why does registration matter?

The KVK is the official trade register in which every Dutch company and entrepreneur is listed. The entry records your BV’s name, address, business description, directors and their powers of representation, and it is accessible to anyone. Without it your BV cannot invoice, open a bank account or obtain tax numbers.

On registration your company receives an eight-digit KVK number. It must appear on your invoices, website and official correspondence; Dutch business partners will check you against it first.

How the notary files the BV

The good news: the initial registration is done by the notary, not by you. After the deed of incorporation is signed, the notary files the company electronically with the KVK. In most cases the entry is completed the same day or within a few working days.

The KVK charges a one-off registration fee of € 85. It is one of the items we break down in the real cost of setting up a Dutch BV and is usually included in the notary’s invoice or the formation package.

Once the entry is live, the KVK informs the Belastingdienst automatically. Corporate income tax and BTW (VAT) numbers follow in a separate process, during which the Belastingdienst may ask for additional information or documents.

The uittreksel: when do you need an extract?

The uittreksel is the official summary of your KVK entry, showing the company’s current details, directors and powers of representation. Think of it as the Dutch counterpart of a Turkish trade registry gazette entry combined with a certificate of activity. You will typically be asked for it:

• When opening a bank account and during the bank’s periodic client reviews
• When signing contracts with larger clients or going through supplier onboarding
• In correspondence with the Belastingdienst and other public bodies
• When an apostilled document is needed in Türkiye, for example to link your Turkish company
• For lease agreements, insurance and credit applications

You can download it from the KVK website for a small fee. Most institutions want an extract no older than six months, so the copy you already have is often not accepted.

The UBO register: who counts and what is recorded

A UBO (ultimate beneficial owner) is the natural person who ultimately owns or controls the company. Under anti-money-laundering rules every Dutch BV must register its UBOs. Typically this means anyone with a significant share of ownership or control, held directly or indirectly through a holding or a company in Türkiye. If nobody meets the definition, the directors are registered as “pseudo-UBOs”.

The register records the name, month and year of birth, nationality, country of residence, and the nature and size bracket of the interest. That data was public for a while; today access is largely limited to competent authorities and obliged entities such as banks and notaries. Date of birth, home address, BSN and the copy of the identity document are always kept in a restricted section that only authorities can see. On formation the notary usually files the UBO notification; after that, reporting changes within the short statutory period is the company’s responsibility.

Changes and keeping the record current

KVK registration is not a one-off task. The following changes must be reported promptly:

• Company address or contact details
• Appointment or resignation of directors, or changes to their powers
• Share transfers and the resulting UBO changes
• Changes to the business description or trade name

Because share transfers go through a notary, the shareholders’ register and the UBO entry are usually updated with the notary’s help; address and director changes are reported by the company itself through the KVK portal. We can take care of this for you as part of our tax and compliance service.

Common errors

• Letting the uittreksel go stale and losing time when the bank asks for a fresh one
• Not reflecting a shareholder change in Türkiye in the Dutch UBO entry
• Using a registered address where nobody collects the mail, so Belastingdienst letters are missed
• Writing the business description too narrowly, which raises questions in BTW and bank reviews
• Leaving the KVK number off invoices and the website

Conclusion

KVK registration and the UBO notification are the foundation of doing business credibly in the Netherlands: the notary starts the entry, but keeping it current is up to you. Our formation and structuring packages include following these steps on your behalf; get in touch for a free 15-minute intro call and we will gladly listen to your situation.