Download: Form 16 Change an official’s details

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. 

You can also submit the changes online or via My KVK.

What is this form for?

You can use Form 16 to report that:

• An official has resigned from a position.
• Has an official has been assigned a different position? Then you must deregister them with this form and register them using another form.
• An official registered in the Business Register has become the sole shareholder. 
• An official has been given a different title or additional title.
• An official's authority has changed.
• An official's power of attorney has changed.
• An official's name has changed.
• An official's address has changed.
• An official's suspension has started or ended.

You can also report these changes online.

Are the details of a liquidator changing? If so, please report this using form 18. You can change or deregister a UBO (ultimate beneficial owner) online.

Help with filling in

Address

The following rules apply to addresses entered on form 16: KVK may only enter addresses in the Business Register that are 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 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, in Dutch) of the Dutch municipalities. If your residential address is not listed in the BRP or is incorrect, you must first have it changed by your municipality. Otherwise, KVK cannot register the changes submitted with form 16 in the Business Register. Only send this form 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 has signed and sends the documents to KVK, you do not need to do anything. 

Has someone other than a civil-law notary signed this form?

Then you can send the documents to KVK by post. Do you have an appointment with KVK for another form? Then bring this form with you.

How to make an appointment

Make an appointment online.

What is KVK's postal adress

Find the right postal address.

Which documents do you need to send?

To report changes, send this form, completed and signed, to KVK. Check which documents you need to send to KVK. The questions below will help you with this.

What must you always send?

Form 16 and a copy of a valid ID of the person who signed this form. Make the photo unrecognisable.

Has an officer become the sole shareholder?

Then send proof of this: a notarial deed of transfer of shares or a copy of the shareholders' register.

Are you reporting a change to a power of attorney?

Then send the power of attorney with your notification. This may not be a copy.

Are you reporting a name change for a natural person without a citizen service number (BSN)?

Then send an extract from the population register. This proof may not be older than 1 month. 

Are you reporting a name change or address change for a foreign partnership or legal entity?

Then you must also send proof of registration in a foreign register. This proof must state the address and name of the partnership or legal entity. This proof must not be older than one month.

Are you reporting a change regarding a suspension?

Send the suspension decision or the decision to end the suspension. 

Are you reporting a change of address for a natural person living abroad?

Then send proof of that private address. This proof must not be older than 1 month. For an official of a vereniging zonder onderneming (association without a company) or a stichting zonder onderneming (foundation without a company), the proof must not be older than 2 months. 

What is proof of a foreign residential address?

Proof of a residential address abroad can be an extract from the foreign population register of the municipality. A document from an official authority or a bank stating the residential address can also serve as proof. A copy must be legalised.

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 requirements must a document from abroad meet?

The document must be written 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.

Do you not have enough space in an answer field on this form?

Please complete the rest of the answer on form 18 and send that form along with this one.

Does the change mean that an official is now a beneficial owner (UBO)?

If so, report this online (in Dutch). You must  report UBOs to KVK. 

Is the official no longer a UBO after deregistration? 

First deregister the official as a UBO. Only then deregister the person as an official.