Download: Form 12 register an official of a BV or NV under incorporation or sole proprietorship

Please note: when you fill in this English form digitally, the corresponding field in the Dutch form is filled in automatically. Sign, print, and send the completed Dutch form to KVK.

What is this form for?

Use form 12 to:

• register an official of a BV or NV under incorporation.
• register a co-owner of an eenmanszaak (sole proprietorship) if 2 or more people have inherited a sole proprietorship. You register 1 heir with Form 1. You register the other heir(s) with Form 12.

An official of a BV or NV under incorporation is personally liable for the obligations that the BV or NV under incorporation enters into. For example, signing a lease or rental contract. After the BV or NV under incorporation is established, the company can take over the liability.

An official can be a natural person but can also be a partnership or legal entity.

You register officials of a legal entity with a company using form 11. For officials of a legal entity under public law, use form 26. Directors of a European Economic Interest Grouping (EEIG) should be registered using form 21. For officials of an association or foundation without commercial activities or owners’ association use form 22.

Help with filling in

Address

The following rules apply to addresses entered on form 12:

• The address must be listed in the Basic Registration of Addresses and Buildings (BAG).
• A residential address must also match the Personal Records Database (BRP) of the Dutch municipalities.

Use the BAG Viewer (in Dutch) to check whether the address of the company or legal person is correct in the BAG. This includes the street name, house number, addition (such as 24a or 24b), or designated use (such as retail premises). If something is incorrect, you can report the error on the BAG Viewer website.

The Business Register is linked to the Personal Records Database (BRP) of the Dutch municipalities. If your residential address is not listed in the BRP or is incorrect, you must first have it corrected by your municipality.

If the address in the BAG or BRP is not correct, KVK cannot enter the officials in the Business Register. Only send form 12 to KVK once the correct details are listed in the BAG and BRP.

Dates

The dates you enter on this form may also be in the future. KVK will ensure that they are visible in the Business Register from that moment on.

Appointment or send in by post?

Check whether you need to visit KVK or can send the form by post. The following questions will help you settle this.

Has a civil-law notary signed this form?

If the civil-law notary signs and sends the documents to KVK, you do not need to do anything.

Does an official sign this form?

Then they must make an appointment to visit a KVK office. Does a director or authorised representative of a partnership or legal entity that is an official for the BV or NV under incorporation sign form 12? Then that person must make an appointment to visit a KVK office

Does an official who lives abroad have to visit KVK?

Then there are 3 options:

1. The official visits KVK.
2. The official gives the documents to an official who has to visit.
3. If no official has to visit KVK, you can send the documents by post.

How do you make an appointment?

You make an appointment online. If more than 1 partner must visit KVK, make an appointment together.

What is KVK’s postal address?

Find the right postal address.

Which documents do you need to send or bring?

Check which documents you need to send or bring to KVK. The questions below will help you with this.

What do you always need to bring?

• A copy of a valid identity document of all people who have signed form 12. The photograph should be made unrecognisable. People present at the appointment should bring a valid ID.
• Form 12

Are you registering the co-owner of a sole proprietorship?

Then register one owner with form 1. You register the other co-owner(s) with form 12. Make an appointment with KVK together and bring all the documents with you.

Is the official a company or legal entity from abroad?

If so, KVK also requires proof of registration of the company or legal entity. For example, an extract from a foreign Chamber of Commerce. That extract must list the directors.

What should an official living abroad bring or send?

An official must bring a valid ID and a legalised proof of residential address abroad to the appointment. If the foreign official does not come to the appointment, KVK requires a legalised copy of a valid ID and a legalised proof for the residential address.

What is proof of a foreign residential address?

Proof of a foreign residential address abroad can be an original extract from the municipality's foreign population register. Or a legalised copy. A legalised copy from an official agency or bank showing the residential address can also be proof.

What is a legalised copy of a document?

A copy of a document is legalised by a stamp from, for example, a civil-law notary, consulate, embassy, or municipality.

What are the requirements for a foreign document?

The proof must not be older than 1 month. The document must be in Dutch, English, German, or French. If this is not the case, you must have the document translated. KVK will then need the translation and the original document.

Does the BV or NV under incorporation not use the home address of an authorised representative as its visiting or postal address?

Then KVK needs proof that the BV or NV under incorporation may use the address it wants to register.

Do you want to register a BV or NV under incorporation as well as an official?

Then you must register the BV or NV under incorporation with form 7. Bring that form and the other documents to the appointment with KVK. If no official needs to visit KVK, you can send the forms and documents by post

Digital mail from KVK

Would you like to receive mail from KVK digitally? Then register with the Message Box for businesses, the secure email communication system for communication between governments and businesses. You need to have a KVK number to apply for a Message Box account.