NL Virtual  Office
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Q&A on virtual offices in the Netherlands


How to update a virtual address with the trade register?


Any business that is set up and registered by a notary with the Dutch trade register shall also register a company address. If favoured, a postal address can be registered too. The same counts for a company using a virtual office, shared office center or multi-tenant building.


Immediately after incorporation of your business the notary takes care for registration of your business. You shall arrange a business address before the company registration.

After incorporation, you can change the address of your company via the website of the trade register (kvk.nl), via a form or a notary. See more information furtheron.


Proof of entitlement to use the address

For address registration of a company, proof of the right to use the business address shall be provided to the notary or trade register. 

A copy of a rental agreement can be such proof. A signed confirmation of the owner of the property, that the address can be used by your business, is also valid. 

If it appears from the lease that the office space, or a desk at the address, can be used permanently, the address can be used for registration as a visiting address at the trade register. 


The possibility shall be there to be permanently present. This does not mean that someone shall be present on a daily basis.

Registering a new or changed office address of any legal entity or branch office shall be filed with the trade register. Also do not forget to update the telephone number if the change of address results to a new contact details.


Contact us for support with  address registration and a fee quote for business address services.


 



Methods to change a registered address

There are three ways to update the address of a company:

1. Have a notary file the new address electronically with the trade register.

 

2. File the new address yourself, as director, electronically at the following site. It is only available in Dutch language. You need to have a Digid (a Dutch kind of online ID) and a Dutch bank account.


 3. Use a hard copy form. It is signed by one director and sent to the trade register with a wet ink signature. You can find instructions of the trade register and the applicable form 14 here


You have to report the change of address of your business in a week's time. If the address is not updated, it may have consequences for your company's liability.


An update of the registered office address via the notary is most fast. Here the processing takes half a day. The processing time of an online change request is less than 3 days. Using a form, the time to deliver the form at the trade register shall be added.


There is no charge by the trade register for processing the change of the address. You can monitor at the website of the trade register if the changes has been updated already. If you search for the name of the company, the registered address is shown.


After the change has been processed three variants of the extract can be requested: 

- an online extract in Dutch;

- an online extract with a certified digital signature in Dutch or English; or 

- a hardcopy via post in Dutch or English. 

The court can directly provide an apostille on an extract printed on original paper of the trade register.

Legal firms can also pick up extracts at the Chamber of Commerce Amsterdam via a courier. It is the quickest way of obtaining an original extract as proof of your new business address.


Contact us for a fee quote for virtual address services.


FAQ’s on Dutch Virtual Office Services

Do you wish to rent a virtual office address for your  business in the Netherlands? Here you find the answers on your questions. You are welcome to ask any remaining questions.


Shall your business' virtual office address be arranged before incorporation?


The company formation agent needs to have proof that the address can be used by your business. So normally a rental agreement is signed before incorporation.

Some banks also ask businesses for a rental agreement. So have it available when making a bank account opening request.


Is a board or shareholders resolution required for changing a virtual address?


It is a good practise to have relevant decisions recorded in writing. Unless it is stipulated in the company's articles, a board of shareholders resolution is not mandatory for a change of business address. The trade register will not ask for it.

Most notaries want to have a board resolution in case they are requested to register the change of address electronically.

 

Is the Chamber of Commerce asking a fee for changing the legal or post address in the trade register?


The processing of a registered address change by the Chamber of Commerce for an existing company is free of charge.


Can you use a residential address for your company?

It is not required to have a corporate address. Note that the use of a residential address can lead to visitors to your private address. Also, a virtual address give a more professional image towards your clients and business partners.

It can be that for some business activities, the use of a residential address by your business requires the permission of the municipality. In particular if the address is no longer used for housing purposes.

Can you solely use the registered address and post scan service?

The virtual office service is offered as a package including the use of a small desk. This is required by the trade register. It is also better for your company’s tax substance.


What legal entities can be registered at the virtual address?

All sorts of legal entities can be registered at the address of a virtual office provider. Like a BV, NV, CV, cooperative, foundation, foreign legal entities and branch offices. Also, sole proprietors can be registered. The registration takes place with the trade register.


How much time does it cost to change a business address?


First the rental agreement shall be arranged, including the compliance process. This can be done in 1-2 days. 

Secondly, the address shall be registered with the trade register. In case the director has a Digid this can be done online. Without Digid, a form shall be sent to the trade register. The processing time is 2-3 business days. 


Can a natural person be registered at a virtual address?

Natural persons can not, or under strict conditions, use the address of the virtual address provider to register themselves with the municipality because the address is known as 'commercial'. 

In principal, natural persons can only register themselves at residential adresses unless employees of a company newly enter the Netherlands. In such case a commercial address can be used temporarily.


Is it possible to forward the incoming post of your company?


Most virtual office providers offer the service of forwarding the post or collecting it so you can come to pick it up. 

Under Dutch law it is not required to have the original invoices or contracts in the company’s administration. As a result, most tenants solely wish to receive scans of the incoming post.

Can you receive an unlimited number of letters?

Most Dutch virtual office providers apply a limit and charge additional fees when passing the limit. Check the conditions beforehand if you expect a high number of incoming post items.

Can you receive packages on a virtual address?

Most virtual office providers do not provide the service of receiving packages. Many of them also do not facilitate the pick up or sending out of packages. Check the conditions beforehand.


Can you do business in the whole Netherlands with a registered address in Amsterdam?

A company with a registered address in Amsterdam is not limited to do business at any other location  in the Netherlands. 

So it is no problem if you expect your clients to be located in Rotterdam, Utrecht, the Hague or any other location.


What is the difference between virtual office and registered address services?

In practise many terms are used for offering the use of an address for registration with the Dutch Chamber and forwarding of post. 

Most common terms for such services are: virtual office, virtual address, registered address, business address and virtual office address. 



What is the minimal term for virtual office rent?

Most virtual office agents apply a minimal term of 12 months. There are also virtual office providers offering terms of 3 months. Most contracts are automatically extended.


How much does an independent office cost?

An own office for 1-2 persons of around 11 square meters with a desk and internet costs around EUR  350-500, ex. VAT per month in Amsterdam. At other locations in the Netherlands, the rent could be lower.

Can my tax advisor or accountant provide registered address?

It is not allowed for tax advisors or accounting firms extend their services with domiciliation. The provision of registered address services with any ancillary corporate services is only allowed by strictly regulated trust companies.

Can the virtual address be used for registration with the trade register?

The virtual office services include a business address. When you register the new address of your business, the trade register will ask for proof that the address can be used. The rental agreement that your business will sign can be used as confirmation for address registration with the trade register. 


Do you pay property tax when hiring a virtual address?

Under most virtual office contracts, your business is not required to pay property tax (in Dutch: OZB). Property tax is an annual tax based on the value of the property. 

Note that in case your business rents or uses an independent office, your business can be required to pay property tax. For small offices it is an amount of roughly €500 per year. Your landlord will pay property tax too, as being the owner of the property. 


Are virtual offices sustainable?

The rise of virtual offices in Amsterdam has also had a positive impact on the environment. By reducing the need for physical office space, this trend is helping to reduce the carbon footprint of businesses in the city. 

This is particularly important as the Netherlands and the majority of the virtual address users are committed to becoming sustainable.


D0 you pay VAT on an invoice for virtual address?

Dutch VAT (21%) is applicable to virtual address services. If a foreign party from the EU is invoiced, a reverse charge of the VAT is applied. Parties outside the EU are not charged any VAT. 

In case of an independent office with an exclusive use of real estate located in the Netherlands, the situation can be different. Than it is possible that Dutch VAT is charged to foreign parties.


Can a virtual office be used for an international holding company?

For a Dutch holding company with foreign subsidiaries or a foreign parent company, it can be attractive to qualify for tax treaty benefits. There are Dutch tax substance requirements that shall be met by Dutch holding companies. 

One of these requirements is a Dutch registered address. A virtual address meets the definition of a registered address.  


Shall the Dutch tax authorities be informed on the new business address?

Just a registration of the new address with the trade register suffices. The address is automatically shared with the tax authorities.


Can a virtual office be used when a VAT number is requested?

A Dutch operational company needs to have a certain level of Dutch presence to qualify for a Dutch VAT number. 

In case of a virtual address combined with a Dutch resident director or employee, a Dutch VAT number will be issued.  





FAQ’s on Company formation Services


Can a Dutch company have a foreign resident director?

Under the Dutch civil code it is possible for a company to solely have a foreign resident director. Note that a normal VAT status requires your business to have a permanent establishment. In case of holding and finance activities with tax treaty benefits, your business is obliged to meet the Dutch substance requirements. 

Also Dutch banks want your business to have Dutch presence. It is often a reason for refusal of bank account opening with ING, ABN AMRO and Rabobank. In particular in case of a director residing outside the EU.  


What share capital is required for a company in the Netherlands?

There is no share capital requirement for new BV's anymore. So the capital amount can be even 1 euro cent. Still it is advised to have at least 100 shares for future events. For example, in case you sell a part of your company. 

It can be convenient to have a capital of EUR 5,000. This gives a title to transfer funds so the initial expenses of starting the business can be covered.  

The share capital can be in any currency. It is not required to immediately pay it. Note that there are tax risks and insolvency risks in case the capital remains unpaid.