Form 13: Register an authorised representative or business agent

With Form 13, you can register an authorised representative or business agent. Do you want to register an authorised representative or business agent for a legal entity under public law? For example, a municipality or province. Then use Form 18.

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.

Authorised person, authorised business agent, or accountant for a rederij

An authorised person is a person, partnership, or legal entity authorised to perform acts or make decisions for a company or legal entity.

An authorised business agent is an independent entrepreneur who establishes contact and makes appointments with customers on behalf of a company or legal entity. In this article, 'authorised person' also means 'authorised business agent'. An accountant for a rederij represents the shipping company. If there is no accountant, 1 or more members are the representative.

Below we use the term 'authorised person' to cover all of these aspects.

Mandatory registration

Registering an authorised person is mandatory:

• If the articles of association of the legal entity include the contents of a power of attorney.
• If the authorised person is an administrator in the Netherlands for a foreign company or legal entity.

Registering an authorised representative also makes sense in other cases. For example, because others can then see in the Business Register who can take important decisions.

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.

Making an appointment

When should an authorised person visit KVK to register in the Business Register?

If the authorised person is a natural person (a human being) and lives in the Netherlands, they must make an appointment with KVK. This is not necessary if a natural person is an authorised person of a foundation or an association without a company. That person can send the documents.

Is the authorised person a natural person who lives abroad?

Then there are 3 possibilities:

1. The authorised person visits KVK.
2. You can send the authorised person’s documents together with this form to KVK. 
3. Do you have an appointment with KVK because of another form? Then you can bring the authorised person's documents along with this form. 

Do you have an appointment with KVK because of another form?

Then bring all forms and documents with you to your appointment, even if you could send them by post.

How do you make an appointment?

Make an appointment online.

Sending by post

When do you or the authorised person need to send documents?

You can send this form and accompanying documents to KVK if:

1. The authorised person is a partnership or legal entity.
2. The authorised person is a natural person living abroad.
3. You register a natural person as an authorised person of a foundation or an association without a company.

What is the postal address?

Find the right KVK postal address.

Which documents and forms do you need?

Check which documents and forms you or the authorised person need to bring to the appointment or send to KVK. The questions below will help you.

What should an authorised person always bring to the appointment?

• A valid proof of identity (not a copy).
• A copy of the ID of the person who signed Form 13. The photograph must be made unrecognisable. This only applies if that person is not present at the appointment. If that person is present at the appointment, they must also bring a valid proof of identity.
• Form 13.

What do you always need to send?

• A copy of a valid identity document of all persons who have signed Form 13. Photos must be made unrecognisable.
• Form 13.

More documents

Do you have a document, such as articles of association, which states the contents of power of attorney?

Then add that document to Form 13.

Are you required to register a power of attorney?

Has the power of attorney been written in another language? If so, KVK requires a sworn translation into Dutch, in addition to the original power of attorney.

Are you not required to register the power of attorney?

Has the power of attorney been written in another language? If so, KVK requires a sworn translation into Dutch in addition to the original power of attorney. Is the original power of attorney in English, French, or German? Then the translation does not need to be done by a sworn translator.

Did you use Form 18 because you had too little space on Form 13 to fill in all the information?

If so, add Form 18 to Form 13.

Does the accountant of a rederij have a limited authorisation?

If so, report the contents of the limited authority using Form 18.

Is the authorised person a foreign partnership or legal entity?

If so, KVK requires proof of registration of the foreign partnership or legal entity. For example an extract from a foreign business register. This proof may not be older than 1 month.

In which language must the proof of registration be written?

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

Is the authorised person 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 authorised person 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.

More forms

Do you want to register more than 1 authorised person?

Then you need to complete a form 13 for each authorised person. If you must visit a KVK office, the authorised persons can make an appointment together, but this is not necessary.