Form 12: Register an official for a BV i.o., NV i.o., or eenmanszaak

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.

Why use this form?

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.

Make an appointment or send 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.

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.

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.

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

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.

Is the official a partnership 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 business register. This proof must not be older than 1 month.

In which language must that proof of registration be written?

The proof of registration must be written in Dutch, English, German, or French. If this is not the case, you must have the proof translated. KVK then needs the translation and the original document.

Is the official a natural person and does not live in the Netherlands but in the European Union?

Then KVK needs an extract from the population register in that EU country. The extract may not be older than 2 months. Is the document not in Dutch, English, German, or French? Request an extract and a 'multilingual model form' from the register. This is a translation that the population register adds to the extract. Read for each country what proof must be provided on the website of Netherlands Worldwide.

Is the official a natural person and lives outside the European Union?

If so, KVK requires an extract from the foreign population register. The extract may not be older than 2 months. Legalisation of the extract is almost always required as well. Is the document not in Dutch, English, German, or French? Then a sworn translator must translate the extract. A translation must also be legalised. Unless the document was translated in the Netherlands. KVK needs the translation and the original extract. Read for each country what proof must be provided on the website of Netherlands Worldwide.

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.