Legal Templates
Company Declaration Letter

Company Declaration Letter for the Netherlands

Company Declaration Letter Template for Netherlands

A Company Declaration Letter is a formal document used under Dutch law where a company makes official statements or declarations regarding specific facts, circumstances, or intentions. The document must comply with Dutch legal requirements, particularly those outlined in the Dutch Civil Code (Burgerlijk Wetboek) and related corporate legislation. It serves as a legally binding statement that can be relied upon by third parties and must be executed by properly authorized representatives of the company. The document typically includes company details, declaration content, authority statements, and formal execution requirements in accordance with Dutch corporate governance standards.

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What is a Company Declaration Letter?

A Company Declaration Letter is a crucial document in Dutch corporate practice, used when a company needs to make formal statements or declarations about specific matters. These declarations can range from confirming corporate status and ownership structures to making statements about financial conditions, regulatory compliance, or business operations. The document must comply with Dutch legal requirements, particularly those set out in the Dutch Civil Code and commercial registration laws. It's commonly used in business transactions, regulatory filings, tender processes, or when dealing with government authorities. The declaration must be signed by authorized representatives and often requires supporting documentation to verify the authority of the signatories and the accuracy of the statements made. The format and content of the declaration should be carefully considered to ensure it serves its intended purpose while maintaining legal validity under Dutch law.

What sections should be included in a Company Declaration Letter?

1. Company Details: Full legal name of the company, registration number, registered address, and other identifying information

2. Date: The official date of the declaration

3. Declaration Authority: Statement of the authority under which the declaration is being made, including reference to relevant board resolutions if applicable

4. Declaration Content: The main substance of the declaration, clearly stated in precise and unambiguous terms

5. Truth Statement: Formal statement confirming the truth and accuracy of the declarations made

6. Signature Block: Space for signature(s), including full name(s), position(s), and date of signing

What sections are optional to include in a Company Declaration Letter?

1. Reference Number: Used when the declaration needs to be tracked or referenced in other documents

2. Addressee Details: Required when the declaration is directed to a specific party rather than being a general declaration

3. Consideration Statement: Needed when the declaration is being made as part of a transaction or in exchange for something

4. Time Limitation: Include when the declaration is valid only for a specific period

5. Confidentiality Statement: Required when the declaration contains sensitive information

6. Governing Law Statement: Include when the declaration might be used internationally or when specific jurisdiction needs to be established

What schedules should be included in a Company Declaration Letter?

1. Extract from Commercial Register: Recent extract proving the authority of the signatory

2. Board Resolution: Copy of the relevant board resolution authorizing the declaration, if applicable

3. Supporting Documentation: Any relevant documents supporting the statements made in the declaration

4. Power of Attorney: If the declaration is signed under a power of attorney, a copy of the power of attorney document

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

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Jurisdiction

Netherlands

Publisher

Genie AI

Document Type

Declaration Form

Sector

Compliance

Cost

Free to use
Relevant Industries

Financial Services

Manufacturing

Technology

Healthcare

Real Estate

Energy

Retail

Transportation

Professional Services

Construction

Agriculture

Education

Telecommunications

Media and Entertainment

Relevant Teams

Legal

Compliance

Corporate Governance

Finance

Risk Management

Corporate Secretariat

Executive Management

Administrative

Operations

Regulatory Affairs

Relevant Roles

Chief Executive Officer

Chief Financial Officer

General Counsel

Corporate Secretary

Legal Director

Compliance Officer

Managing Director

Board Member

Finance Manager

Legal Counsel

Risk Manager

Company Secretary

Head of Legal

Chief Operating Officer

Director of Operations

Industries
Dutch Civil Code Book 2 (Burgerlijk Wetboek Boek 2): Contains fundamental rules about legal entities, corporate governance, and company representations in the Netherlands
Dutch Commercial Register Act (Handelsregisterwet): Governs the registration of companies and their authorized representatives, which is crucial for verifying the authority of persons making company declarations
Dutch Commercial Register Decree (Handelsregisterbesluit): Provides detailed regulations regarding company registration and documentation requirements
Dutch Corporate Governance Code: Contains guidelines for proper corporate governance and transparency in company communications, applicable to listed companies but often used as best practice for other companies
General Data Protection Regulation (GDPR/AVG): Must be considered if the declaration contains any personal data or references to individual officers or representatives
Dutch Electronic Commerce Act (Wet elektronische handel): Relevant if the declaration is to be made or transmitted electronically
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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