Foreign registers overview

Edited 13 September 2024
1 min

Before you close a deal or start cooperating with a business partner, you want to know who you are dealing with. In the Netherlands, you check the details of a company in the KVK Business Register. But how do you go about this when dealing with foreign companies?

Almost all countries have a register listing businesses and organisations. Sometimes a chamber of commerce keeps the register, as in the Netherlands, and sometimes a commercial court or a ministry agency does this. Financial data (such as financial statements) may also be kept and published by another institution. The rules may vary from country to country.

Inside the European Union, registers have to meet quality standards. They contain the same basic data as the Dutch Business Register. Outside Europe, this is often not yet the case. Not all countries require entrepreneurs to register.

You can usually access simple basic information for free. For more detailed information you will need a subscription or access code in most countries.

Legal certainty

Looking up company information in a foreign register will give you a better picture of your business partner. What kind of company is it, how many branches does it have, who is the person authorised to sign contracts on behalf of the company?

An official document, for example an extract from such a register, gives you legal certainty. That means you are in a stronger position if you ever end up in a court case with this company. This is because, in most cases, you can assume that the information in the register is correct. The extract proves what the situation was when you started doing business.

On such documents there is often a stamp or sticker from the organisation issuing it, showing that the document is genuine. In addition, you usually have to have such a document legalised. You then ask the organisation responsible in the country where you are doing business (usually the court) to officially establish that the signature on the document is real. This is called an apostille.

The website Nederlandwereldwijd.nl explains how to get forms legalised abroad. Choose the country or area your document comes from and you will see how the process works. On the Government.nl website, you can find information on how to legalise a Dutch document so you can use it abroad.

Tips

If your business is linked to a legal entity incorporated abroad,

make sure your registration abroad is still up to date. You can do so yourself by submitting an annual return, annual accounts, or paying a fee abroad.
make sure to report any board changes to KVK in the Netherlands and to the appropriate authorities abroad to avoid unwanted consequences. For example, having your legal entity stricken off the records by foreign authorities. This means you will become personally liable for business operations.