Confirmation Statement Template for Netherlands

A Confirmation Statement lets Dutch businesses officially verify their company details with the Chamber of Commerce (KVK). It confirms key information like your business address, directors, shareholders, and company structure are up to date in the Commercial Register.

Companies in the Netherlands must submit this statement annually, within eight days of their registration anniversary. The KVK uses these statements to maintain accurate public records and ensure transparency in Dutch business operations. Filing on time helps avoid penalties and keeps your business compliant with Dutch corporate law.

Submit your Confirmation Statement to the KVK each year, right after your company's registration anniversary. You need to file this within eight days of that date to stay compliant with Dutch business regulations. The statement becomes especially important when your company details have changed during the year.

Banks and business partners often request a recent Confirmation Statement to verify your company's status. It's particularly valuable during loan applications, contract negotiations, or when establishing new business relationships. Having an up-to-date statement helps maintain your company's credibility and ensures smooth business operations in the Netherlands.

• The Dutch Confirmation Statement exists in two main forms: the standard annual filing and the interim update. The annual version confirms your complete company details on your registration anniversary. Interim statements are filed when significant changes occur, like new directors or share transfers.
• Both versions include core sections covering company identification, registered address, director details, shareholder information, and PSC (persons with significant control) data. The main difference lies in which sections need updating based on your filing reason.

• Company Directors: Responsible for ensuring accurate company information and timely submission of the Confirmation Statement to the KVK.
• Company Secretaries: Often handle the practical aspects of preparing and filing the statement, gathering required information from various departments.
• Chamber of Commerce (KVK): Receives and processes the statements, maintaining the official business registry for the Netherlands.
• Banks and Business Partners: Request and rely on Confirmation Statements to verify company information during business transactions.
• Shareholders: Their details must be accurately reflected in the statement, particularly regarding ownership percentages and voting rights.

• Company Details: Gather your KVK registration number, business name, registered address, and any trading names.
• Director Information: Compile current directors' details, including full names, birth dates, and appointment dates.
• Shareholder Records: List all shareholders with their current holdings, including any share transfers from the past year.
• Business Activities: Review and confirm your registered business activities are still accurate.
• Timeline Planning: Note your filing deadline (within 8 days of registration anniversary) and prepare information early.
• Document Review: Double-check all information against your internal records before submission to KVK.

• Company Identification: Legal business name, KVK number, and registered office address in the Netherlands.
• Corporate Structure: Details of business type (BV, NV, etc.) and any subsidiary relationships.
• Management Information: Current directors' details, including appointments and resignations within the reporting period.
• Share Capital: Total issued shares, share classes, and current shareholder information.
• Business Activities: Confirmation of primary trading activities as registered with KVK.
• Declaration Section: Statement confirming information accuracy, with date and authorized signatory details.

A Confirmation Statement differs significantly from a Certification Statement in several key aspects, though both are formal business documents used in the Netherlands.

• Purpose and Timing: Confirmation Statements are annual filings required by the KVK to verify company details, while Certification Statements are one-off documents used to officially verify specific facts or qualifications.
• Legal Requirements: Confirmation Statements are mandatory for all registered companies and must be filed within specific timeframes. Certification Statements are voluntary and used as needed for specific business purposes.
• Content Scope: Confirmation Statements cover comprehensive company information including directors, shareholders, and registered address. Certification Statements focus on specific assertions or qualifications about particular aspects of business operations.
• Regulatory Impact: Failing to file a Confirmation Statement can lead to legal penalties, while Certification Statements primarily affect business relationships and credibility.