Dutch Trade Register: registration with the Chamber of Commerce

Are you planning to start a business? Then the first step is always to register in the Dutch Commercial Register at the Chamber of Commerce (CoC). Only after your registration with the CoC and getting a kvk number, can you officially call yourself an entrepreneur. In this article, we discuss what the Dutch Trade Register is, when you need to register with the Chamber of Commerce and how to prepare for it.

On this page:

• What is the Dutch Trade Register?
• How do I request data from the Dutch Trade Register?
• When is Dutch Trade Register registration obligated?
• How much does CoC registration cost?
• Preparing for registration in the Dutch Trade Register
• The importance of good bookkeeping for starters
• Find a bookkeeper near you

What is listed in the Trade Register?
When you go to register with the Chamber of Commerce, your name, and contact details are recorded. You will also be given a unique CoC number after registration, which will be listed in the register. You can also read who is responsible for the company and where it is located.

Details in the Dutch Trade Register are:

• Company name;
• Contact details (address, tel. number, e-mail, etc.);
• Place(s) of business;
• Type of activities;
• Number of employees;
• Trustee in bankruptcy.
  

How do I request data from the Dutch Trade Register?

You can look up companies and organisations in the Trade Register by searching by company name, address or via the unique Chamber of Commerce number. Using the Trade Register is completely free of charge. If you want to receive more extensive information, such as annual accounts, in addition to basic information, you will have to pay a fee. 

When is Dutch Trade Register registration obligated?

Almost every entrepreneur is obliged to register with the Chamber of Commerce. However, there is still room for interpretation between what is a hobby and what is a business. It often lies together with your tax considerations. We have listed several criteria below. If you meet all the criteria, we advise you to register as a sole proprietorship or other type of legal form with the Chamber of Commerce:

• You provide products and/or services;
• You invoice costs and charge an hourly rate;
• You participate in economic transactions;
• If you start a webshop, you must register immediately to comply with online regulations;
• You started your business no later than one week ago.

How much does CoC registration cost?

You pay a one-off fee of € 51.95 for registering your company with the Chamber of Commerce. You must pay this amount there by debit or credit card. No cash is accepted at the Chamber of Commerce. There is no annual mandatory fee; this obligation was abolished in 2013. 

Preparing for Trade Register registration

To properly prepare for your registration with the Chamber of Commerce, we have listed a few steps for you to go through.

1. Come up with a company name (and logo)

The very first thing you need to think about is your company name. Often, the importance of a good company name (and domain name for your website) is greatly underestimated by entrepreneurs. A bad company name can make people doubt the quality of your products or services. More and more people are choosing to buy a quality domain name including a logo. 

A logo
A logo is the most distinctive part of your business, next to the company name. For many start-ups, it does not seem to be a priority, yet a logo plays a very important role. As with the company name, a bad logo can make potential customers doubt its quality. A convincing brand is THE starting point for starting your business.

3. Check whether you need to register the UBOs

After you have chosen your legal form, you need to register all interested parties (UBOs). UBO stands for Ultimate Beneficial Owner. This is someone who ultimately owns or controls an organisation. This can also include multiple people (UBOs). People who fall under this category have more than 25% of the shares in a BV. Always check carefully whether your legal form requires you to register UBOs.

4. Make an appointment at the Chamber of Commerce

Next, you will make an appointment at the Chamber of Commerce to register your company permanently. Making an appointment is done entirely online via the registration form on the website. Fill in the form as comprehensively as possible, then the on-site registration at the CoC itself will go a lot faster.

What should I bring with me to the CoC?
After you have completed the above steps, you need to bring the following items with you to the Chamber of Commerce: company name, choice of legal form, proof of identity (ID or passport) and your debit or credit card to pay the one-off fee of €51.30.

Then go through the following steps:

5. Bring lease or purchase agreement

It is also important to bring the rental or purchase agreement with you. Of course, this only applies if you are based in business premises. Do you have several branches? Then take all agreements with you to the Chamber of Commerce. Each branch will be given a unique branch number consisting of 12 digits. If you do not have business premises, then you can skip this step.

6. Opening a business account

Having a business account is incredibly useful as a starting entrepreneur. It allows you to keep your business income and expenses clear and separate. It is not mandatory to open a business account, but we still advise you to keep private and business accounts separate. This way, the accounts will be a lot clearer, and you will know better what you are spending, whether you can invest or still need to save.