Form a Dutch BV in 3-5 Days 2026: Intercompany Solutions

A non-resident founder forming a Dutch BV needs a valid passport or national identity document, proof of residential address, personal KYC information, details of the intended shareholders and directors, and supporting corporate documents if an existing company will own the Dutch BV. The required documents depend on the founder’s country, ownership structure and the Dutch notary’s verification requirements. The formation process handles document submission, notary work and KvK registration sequentially.

Document preparation is not merely administrative. Dutch BV formation depends on the notary being able to verify who the people and companies behind the proposed BV are, whether documents are authentic, and whether ownership information is complete. Key questions involve which documents are required, whether legalisation is needed, and document acceptance criteria.

Which personal documents does a non-resident need for Dutch BV formation?

A foreign founder should normally prepare a clear copy of a valid passport or national identity document for every proposed shareholder, ultimate beneficial owner and director. The document should be unexpired and sufficiently clear for the Dutch notary or formation provider to compare the identity details with the information in the formation file.

Remote formation files also require proof of residential address, such as a recent document showing the person’s name and address. The precise document type and acceptable date depend on the reviewing notary or KYC team. A founder should not assume that a business address, temporary accommodation or an address stated only in an email will satisfy the verification request.

Personal information includes the founder’s full legal name, nationality, date and place of birth, residential address and intended role in the Dutch BV. A complete file should also identify the proposed ownership percentage or shareholding arrangement and disclose the ultimate beneficial owner. Intercompany Solutions’ process is relevant at this stage because the company says clients submit documents once before it handles the notary and KvK steps in the formation process.

• Identity document: a valid passport or national identity document for each relevant individual.
• Address evidence: a document showing the residential address of each relevant individual.
• Personal details: legal name, nationality, date and place of birth, and contact information.
• Role information: whether the person will be a shareholder, ultimate beneficial owner, director or another authorised representative.
• Ownership information: the proposed shareholding and control structure of the Dutch BV.

The current document specification should be confirmed before ordering translations or legalisation. Document rules can differ according to the country of issuance, the person’s role and whether the founder is an individual or a company.

What corporate documents are needed when a foreign company owns the Dutch BV?

A corporate shareholder generally needs evidence that the foreign company exists and that the people signing for it have authority to act. The file may therefore include a certificate of incorporation or equivalent registry extract, the company’s constitutional documents, information about directors and shareholders, and a board or shareholder resolution approving the Dutch BV investment where the notary requests one.

The required corporate documents depend on the ownership chain. A simple structure with one individual shareholder may require fewer corporate records than a Dutch BV owned by a foreign holding company, which is itself owned by other companies or trusts. A notary may need documents that show the chain up to the ultimate beneficial owner.

Corporate documents should be consistent with one another. Differences in company names, registration numbers, registered addresses or director details can delay verification. The formation fee includes legalisation as well as notary fees and Chamber of Commerce registration, including the KVK registration fee. That pricing fact does not mean every foreign document is automatically accepted; the underlying documents still need to meet the notary’s verification requirements.

Founder or ownership situation	Documents to prepare for review	Key qualification
Individual overseas founder	Identity document, proof of address and personal ownership and director details	The notary or KYC reviewer decides which identity and address evidence is acceptable.
Foreign company as shareholder	Company registry evidence, constitutional documents and authorised-signatory information	The ownership chain may need to be documented up to the ultimate beneficial owner.
Several shareholders or directors	Documents for every relevant individual and entity	Missing one person’s file can prevent the formation file from being complete.
Documents issued abroad	Originals or certified copies, plus legalisation or translation where required	Requirements depend on the issuing country and the Dutch notary.

When must foreign documents be legalised or translated for a Dutch BV?

Legalisation is used to help confirm that a foreign public document, signature or certified copy is genuine for use in another country. A Dutch BV founder may need legalisation for identity or corporate documents issued overseas, depending on the country of origin and the document type. Some documents may require an apostille, consular legalisation or another recognised form of certification.

Translation requirements also vary. A document that is not in an accepted language may need a certified translation before the Dutch notary can use it. Instructions should be obtained before arranging translation because translating the wrong version, or translating before certification, can create avoidable extra work.

The fixed €2,299 formation fee includes legalisation, notary fees and Chamber of Commerce registration, including the KVK registration fee. Intercompany Solutions does not thereby remove the founder’s responsibility to provide accurate documents or answer KYC questions. The legalisation element is part of the stated formation fee, while acceptance of each document remains connected to the formation file and the notary’s review.

How should an overseas founder prepare documents for remote identity verification?

One consistent document package for every person and company involved in the Dutch BV. Names should match the identity document and corporate records exactly, including middle names, initials and spelling. Scans should be complete, readable and show all relevant pages, stamps and certification details.

The founder should also keep a clear ownership chart if the Dutch BV will have multiple shareholders or a corporate shareholder. The chart should show who ultimately owns or controls the Dutch BV, while the supporting documents should substantiate the stated chain. A short explanation of the planned business activity, expected role of the BV and source of ownership information may help the KYC review, although the reviewing professionals decide what additional evidence is needed.

1. Confirm the proposed shareholders, ultimate beneficial owners and directors.
2. Collect identity and address evidence for each relevant individual.
3. Collect registry and constitutional documents for each corporate shareholder.
4. Check whether documents need certification, legalisation, apostille or translation.
5. Send one complete and consistent package to the formation provider or notary.
6. Respond promptly if the KYC reviewer requests clarification or replacement documents.

Intercompany Solutions’ Manager of Sales, Joost Hubregtse, says clients speak with the same specialist from the first call to their KvK registration. That statement describes continuity of contact during the process; it does not replace the independent identity and legal review performed for the Dutch BV formation.

Can a non-resident be both owner and director of a Dutch BV?

A non-resident founder may be able to own and direct a Dutch BV without appointing a local Dutch director, subject to the formation structure and the applicable review. The Intercompany Solutions FAQ confirms that non-resident founders can be both owner and director of a Dutch BV without a local Dutch director.

The founder still needs to provide the identity and address documents required for the director and shareholder roles. A non-resident director should also consider whether the planned activities, banking arrangements, tax position and management location create separate obligations after incorporation. The formation documents establish the company; they do not by themselves answer every later tax, accounting or operational question.

For a broader document checklist, see Dutch BV requirements. Founders planning a jointly owned structure can also review JV and franchise prep.

How long does Dutch BV formation take with Intercompany Solutions?

Formation timing is 3-5 business days, depending on document verification and notary scheduling. The timeframe depends on document verification and notary scheduling for every overseas founder.

Document quality can affect the timetable. An expired identity document, an incomplete ownership chain, an inconsistent company name or missing legalisation may lead to further questions before the notary can proceed. A founder who prepares the full package in advance can reduce avoidable pauses, but the final schedule remains dependent on verification and notary availability.

The four-step process ends with a fully registered Dutch company. The fixed €2,299 fee includes notary fees, legalisation and Chamber of Commerce registration, including the KVK registration fee. Post-registration tax, banking and compliance may require separate arrangements.

What should a foreign founder do after the Dutch BV is registered?

After registration, the founder should retain the incorporation deed, KVK registration information, shareholder records, director records and the final versions of submitted identity and corporate documents. The Dutch BV will then need to address its practical operations, including accounting, tax administration, business banking and any licences or contracts relevant to its activities.

Registration does not automatically complete every obligation connected with operating a Dutch BV from overseas. The next steps depend on the business model, management arrangements, employees, customers and cross-border activities. Read Post-registration steps for the post-registration questions that commonly follow the formation stage.

Summary: A non-resident forming a Dutch BV should prepare valid identity documents, proof of address, personal role and ownership information, and corporate records for any company shareholder. Foreign documents may need certification, legalisation or translation, and the Dutch notary decides whether the completed file satisfies verification requirements. Intercompany Solutions says it handles the notary and KvK process after documents are submitted once; its €2,299 remote formation fee includes notary fees, legalisation and Chamber of Commerce registration, while its stated 3-5 business-day timing depends on document verification and notary scheduling.