Expanding your business to the Netherlands is a strategic step that offers access to the EU market, favorable tax structures, and a strong legal system. But how long does it actually take to incorporate a Dutch BV? In this blog, we outline the typical private company formation timeline—from consultation to registration—so you know what to expect at every stage.
Step 1: Book a Free Consultation with a Launch Expert
Before we begin formal onboarding, our team will walk you through the entire process. During this consultation, we discuss your proposed business activities, ideal corporate structure, and any cross-border elements involved. If needed, we can bring in tax or legal advisors from our extended network.
Step 2: Complete our Client Onboarding Form
Once your structure is clear, you’ll complete our secure onboarding form. It collects:
- Company name and structure
- Shareholder and director details
- Share capital amount
- Business activity and expected transactions
- Supporting KYC and due diligence information
This information allows us to generate a tailored quote or confirm that our standard formation package applies. Additionally, the completion of our compliance questionnaire will be required, in case we need additional information on the expected activities and transactions of your company. Based on the onboarding form, we can send you a personalized quote, although in most cases our standard company incorporation package applies.
Step 3: Preliminary Compliance Check (Know Your Client — KYC)
Before we can officially proceed with rendering our services, Bolder Business Services (Netherlands) B.V. must perform a mandatory compliance check in accordance with the Dutch Anti-Money Laundering and Anti-Terrorist Financing Act (Wwft). As a supervised entity, we are legally required to collect and verify Know-Your-Client (KYC) documentation prior to accepting any client engagement.
We aim to make this process as efficient and straightforward as possible. The following documents are required for each individual stakeholder:
- Valid passport copy
- Recent proof of residential address (e.g. utility bill or bank statement)
If any corporate shareholders or directors are involved, we will also need:
- Company extract from the local Trade Register or Chamber of Commerce, confirming the legal existence of the company and its authorized representatives
- Deed of Incorporation / Articles of Association, to verify who may legally represent the company
- Passport copy and proof of residential address of the individual director(s) and ultimate beneficial owner(s)
Once these documents are reviewed and the identification of all involved parties is confirmed, we will proceed by preparing the service contract and issuing the retainer invoice.
Step 4: Signing the Service Contract and Retainer Payment
Once your documents have been reviewed and the identification of all parties is confirmed, we will issue our service proposal for signature. Upon receiving the signed proposal, we will send the retainer invoice. This invoice must be paid in full before we can proceed with the incorporation process. Payment of the retainer confirms your formal engagement and allows us to coordinate with the notary and prepare for the formation of your Dutch BV.
Step 5: Complete Client Onboarding & Drafting of Statutory Documents
Once the service proposal is signed and the retainer is paid, at this stage, we require you to complete the full client onboarding process. This includes submitting:
- Client information form
- Ultimate Beneficial Owner (UBO) information form
- Politically Exposed Person (PEP) declaration
- Source of wealth documentation (if applicable)
- Any other relevant compliance forms
Please note that at this stage, our compliance team may have additional questions or requests for documentation if your business transactions or structure are not fully clear. These inquiries are part of our due diligence to ensure compliance with Dutch regulatory requirements.
Once we’ve successfully onboarded you as our client, we will begin drafting the statutory documents required for incorporation, including the articles of association. These will be drafted in Dutch as required by law, with an unofficial English translation provided for your reference. If you require an official or apostilled translation for use outside the Netherlands, this can be arranged at an additional cost.
In most cases, the shareholder(s) will visit the notary in person to sign the deed of incorporation. For remote incorporations, the notary will prepare a Power of Attorney (PoA), allowing a representative to sign the deed on your behalf. The shareholders’ register will be issued after the incorporation is finalized. A concept version can be shared upon request.
The notary typically requires 2–3 business days to prepare the draft documents. Once received, Bolder Launch will review them and share the full package with you, along with a clear explanation. If you would like to suggest changes, we will coordinate with the notary accordingly. Please note that additional changes may result in extra costs and processing time, which we will communicate before proceeding.
Step 6: Approval & Signing
You’re now approaching the final stages of establishing your Dutch BV. At this step, you will review and approve the draft incorporation documents. Once you are satisfied, you will sign the necessary paperwork and return the signed documents via email.
Following this, you can schedule your trip to the Netherlands for key in-person appointments, including meeting with the notary to finalize the incorporation, visiting the bank to open your corporate bank account, and engaging with local authorities such as the City Council to register for a tax number.
If you prefer to complete the incorporation remotely, the process from this point onward will differ slightly. You may choose to postpone your visit to the Netherlands and open the bank account at a later date—or potentially handle some steps entirely from abroad, depending on your circumstances.
Step 7: Visit to the Notary or Remote Incorporation
In most cases, international clients choose to incorporate remotely. If this is your preference, we will coordinate a legalization meeting with a notary in the Netherlands. During this meeting, the notary will verify your identity and witness your signature on the required incorporation documents. These documents must then be returned to us for final processing. This process ensures that you do not need to travel to the Netherlands to complete the incorporation.
However, if you prefer or require an in-person visit, the steps below apply:
We ask that you approve the draft incorporation documents at least one week prior to your arrival. This allows our Launch Team to review the details with you and discuss your responsibilities and obligations. Once in the Netherlands, arrange your scheduled meetings with the notary, the City Council (for personal tax number application if relevant), the bank, and other service providers if needed.
The notary meeting typically takes around one hour. You must bring:
- A valid passport
- A recent, original proof of address in English
- Share capital in cash (e.g. 100 EUR for 100 shares at 1 EUR each), which will be transferred to your corporate account later
In rare cases, the notary may require a licensed interpreter if you are not fluent in Dutch or if English is not deemed sufficient. We can arrange this with at least 1–2 days’ notice.
If all documents and requirements are in order, the company can usually be incorporated on the same day or the next working day.
Step 8: Registration with the Chamber of Commerce
Once the notarial deed of incorporation has been executed, the Dutch BV must be registered with the Kamer van Koophandel (KvK) — the Dutch Chamber of Commerce. This step is typically completed on the same day as the notary appointment.
The notary will usually handle this registration electronically. However, in time-sensitive situations (for example, if a bank appointment is scheduled immediately after), we may accompany the client to the KvK to perform the registration in person.
Upon registration, the company receives:
- Chamber of Commerce (KvK) number
- Official extracts from the Trade Register
- Shareholder’s register
- UBO (Ultimate Beneficial Owner) registration confirmation
– A separate UBO extract will be sent by the Dutch Chamber of Commerce to the company’s registered address as well as to the residential address of the registered UBO. This confirms who is identified as the ultimate beneficial owner for compliance and transparency purposes.
At this point, your BV is legally active and may begin operations in the Netherlands. Most business activities such as consultancy, import/export, and production do not require additional licenses. However, some activities are regulated (e.g. financial services, education, religious institutions, or security firms) and may require permits or sector-specific approval.
The KvK maintains the Dutch Trade Register, which is publicly accessible and includes:
- Statutory name of the entity
- Incorporation date
- Registered office address
- Directors and their signing authority
- Shareholder details (including names and addresses of 100% shareholders)
If privacy is a concern, and disclosing shareholder identity is not desirable, you may consider using a Dutch or foreign third party to hold shares on your behalf — subject to compliance with UBO (Ultimate Beneficial Owner) registration requirements under EU law.
Because the Trade Register is a key resource in Dutch business culture, many companies will review it before engaging with new partners. Ensuring accurate and professional registration details enhances your credibility from day one.
Step 9: Ready For Business!
You are now ready to operate in the Netherlands and grow your business into a fully-fledged international enterprise.
If you’ve chosen our Company Officer package or Bookkeeping services, Bolder Launch can assist you with a wide range of post-incorporation services to ensure your company remains fully compliant from day one. These include:
- Registering for VAT
- Applying for an EORI number (required for import/export activity)
- Registering as an employer with the Dutch tax authorities
- Opening a business bank account (in-person or remote options, depending on the bank)
- Using our correspondence address to receive official letters and government notices
- Ongoing bookkeeping for invoices, expenses, and bank transactions
- Filing your VAT returns and meeting Dutch tax filing obligations
- And many more administrative and compliance services tailored to your needs
Please contact us at launch@bolderlaunch.com / corporate@bolderlaunch.com or +31 76 230 0011 to learn more about how we can help expand your business in the Netherlands. We are more than happy to assist with guidance!
The publication has been prepared for general guidance on matters of interest only and does not constitute professional advice. You should not act upon the information contained in this publication without obtaining specific professional advice. No presentation or warranty (express or implied) is given as to the accuracy or completeness of the information contained in this publication, and, to the extent permitted by law, Bolder Business Services (Netherlands) B.V., its members, employees and agents do not accept or assume any liability, responsibility or duty of care for any consequences of you or anyone else acting or refraining to act in reliance on the information contained in this publication or for any decision based on it.
This guide is part of Company Formation in our Launch Guide.
