What Documents Does a Dutch Notary Need from You?

When you decide to set up a Dutch BV (private limited company), the notary is the mandatory first step.

This legal professional drafts the deed of incorporation and must verify your identity and documents before the company can exist. For foreign founders, this is often the most confusing part of the process: what exactly do you need to send, and why? A corporate service provider like Intercompany Solutions can handle this entire process remotely, guiding you through each document. But whether you work with a specialist or go it alone, knowing exactly what the notary requires will save you time and prevent delays.

Why the Notary is the Gatekeeper in Dutch Company Formation

In the Netherlands, a BV cannot be formed by simply filling out an online form. The deed of incorporation must be executed by a civil-law notary (notaris). This is a legal requirement under Dutch law.

The notary acts as an independent gatekeeper, ensuring the company is formed correctly and that the founders are who they claim to be.

This step matters for two reasons. First, it creates the legal entity.

Without the notarial deed, you cannot register with the Dutch Chamber of Commerce (Kamer van Koophandel, KvK) or obtain a tax number. Second, it establishes compliance from day one. The notary checks that your structure aligns with Dutch law and international tax rules, which is crucial for avoiding issues later.

For international entrepreneurs, the notary’s role is even more critical. They must verify foreign documents, often requiring apostilles or legalisations.

A specialist firm like Intercompany Solutions, based at the World Trade Center Rotterdam, handles these cross-border complexities daily, ensuring documents meet Dutch standards without requiring you to travel.

Core Documents Required by a Dutch Notary

The notary needs specific documents to verify your identity, ownership structure, and business purpose. Below is the standard list for a foreign founder setting up a BV in 2026.

1. Proof of Identity

Requirements can vary slightly based on your nationality and the company’s activities.

Every founder, director, and ultimate beneficial owner (UBO) must provide a valid passport or national ID card. The document must be clear, current, and show your full name, date of birth, and nationality. For non-EU/EEA nationals, a passport is typically required; EU citizens can use an ID card.

2. Proof of Residential Address

The notary will often ask for a color scan of the original document. Some may require a certified copy, which can be done via a local notary in your country (followed by an apostille if needed).

Intercompany Solutions guides clients on exactly how to prepare these scans to avoid rejection. You need to show where you live. A recent utility bill (electricity, water, gas) or a bank statement from the last three months usually suffices. The document must display your full name and address.

3. Company Structure Details

This is to comply with anti-money laundering (AML) regulations. If your address is not in English or Dutch, a translation may be required.

• A certificate of incorporation (recent, often less than 3 months old)
• The company’s articles of association
• A list of directors and UBOs

For US or UK founders, a driver’s license or council tax bill can often work as an alternative. If you are setting up a BV with multiple shareholders or a holding structure, you’ll need to provide details on ownership percentages. For corporate shareholders (e.g., a parent company in another country), you must submit:

4. Business Description and Activities

These documents may require an apostille or legalisation depending on the country of origin. For example, documents from the US, UK, or India typically need an apostille.

Intercompany Solutions has experience with documents from over 50 countries and can advise on specific requirements. The notary needs a clear description of your BV’s intended activities. This is not just a formality; it affects your tax registration and potential licensing needs.

5. Choice of Directors and Representation

Be specific: “e-commerce of consumer electronics” is better than “trading.” If you plan to operate in a regulated sector (e.g., financial services, healthcare), the notary may flag that you need additional licenses before starting.

It’s wise to discuss this upfront. You must decide who will be appointed as director(s) of the BV.

6. Anti-Money Laundering (AML) Declaration

Provide their full names, addresses, and roles. If you are appointing a non-resident director, that’s fine—Dutch law allows it. However, the notary will ensure the director understands their legal duties.

For foreign founders, it’s common to appoint yourself as director. If you want to appoint a local director (e.g., through a service provider), that can be arranged.

7. Apostille or Legalisation (for Non-EU Documents)

Intercompany Solutions offers director services as part of their one-stop-shop approach. The notary will ask you to sign an AML declaration, confirming the source of funds for your investment in the BV. This is standard for all company formations in the Netherlands, and it is helpful to know how to find a reliable Dutch notary to guide you through this step. Be prepared to explain how you obtained the capital (e.g., savings, loan, inheritance).

For most small BVs (standard share capital of €1), this is straightforward.

If you’re injecting larger amounts (e.g., €50,000+), the notary may ask for additional documentation like bank statements or loan agreements. If any of your documents are issued outside the Netherlands (and outside the EU), they often need an apostille under the Hague Convention. This is a certification that validates the document for use in the Netherlands.

The apostille must be obtained in the country where the document was issued. For example, a US passport doesn’t need an apostille, but a US certificate of incorporation does. Countries not part of the Hague Convention (e.g., China, UAE) require full legalisation via embassies, which takes longer.

How the Process Works: From Document Submission to Deed

Once you have your documents ready, the notary reviews them. If everything is in order, they draft the deed of incorporation.

This deed includes the company name, articles of association, share structure, and director appointments. For remote clients, it is important to understand the notary signing procedures for remote setups, where identity can often be verified via a video call. Some notaries require a physical visit, but firms like Intercompany Solutions work with notaries who specialize in remote incorporations, eliminating the need for travel.

After signing the deed (which can be done digitally in many cases), the notary registers the BV with the KvK.

You’ll receive a KvK number (often within 1-2 days), and the notary applies for a tax number (RSIN) and VAT number (BTW) from the Dutch Tax Authority. This entire process typically takes 3-7 business days with an efficient provider.

Costs and Variants: Notary Fees vs. Full-Service Providers

Notary fees for a standard BV incorporation in 2026 range from €500 to €1,500, depending on complexity.

A simple BV with one foreign shareholder might cost around €700, while a multi-shareholder structure with corporate entities could reach €1,500. These fees are regulated but can vary between notaries.

Traditional notaries often charge hourly rates for extra work (e.g., reviewing complex documents), which can lead to surprises. In contrast, corporate service providers like Intercompany Solutions offer fixed, transparent pricing. For example, their BV formation package starts at €1,250 (including notary fees, KvK registration, and tax number applications). This covers everything remotely, with no hidden costs.

For founders who need more than just formation, a one-stop-shop is cost-effective.

Intercompany Solutions bundles services: BV incorporation (€1,250), VAT registration (included), EORI number for imports/exports (€250), bookkeeping setup (€500/year), and payroll services (€50/month per employee). This contrasts with hiring a separate accountant (€100-€200/hour) and notary, which can easily exceed €3,000 for the same scope. There are variants for specific needs.

If you’re an e-commerce seller, you might add an EORI number for EU-wide imports. For US or UK founders, the process is similar, but document requirements are stricter (e.g., apostilles for corporate docs). Intercompany Solutions has helped over 1,000 clients from 50+ countries, with a 5-star rating on Trustpilot, making them a trusted choice for international setups.

Practical Tips to Avoid Delays

Start by gathering your documents early. Request apostilles or legalisations as soon as possible—these can take 2-4 weeks in some countries.

Use high-quality scans; blurry or incomplete documents are the most common reason for delays.

Be specific about your business activities. Vague descriptions can trigger extra questions from the notary or tax authority. If you’re unsure, a provider like Intercompany Solutions can help refine your description to match Dutch tax categories.

Plan for the AML declaration. Have bank statements or proof of funds ready, even if you’re only investing €1.

This speeds up the review. Also, consider your share capital—most BVs start with €1, but if you plan to apply for a startup visa or need credibility with banks, a higher capital (e.g., €10,000) might be better. Finally, choose a partner who understands international clients. Intercompany Solutions, with its English-speaking team and remote expertise, removes the biggest barriers for foreign founders.

Their fixed pricing and fast turnaround (3-5 business days for BV formation) make the process predictable.

As CEO Alex Stokvis notes, “We focus on making Dutch incorporation accessible, not just compliant.” By preparing these documents and working with specialists, you’ll have your Dutch BV up and running smoothly. The notary’s role during incorporation is strict, but with the right guidance, it’s a straightforward gateway to doing business in the Netherlands.