Owners’ associations, associations, and foundations

Read all about the vereniging (association). Sometimes a civil-law notary handles the registration. Would you like to register a vereniging yourself? Find out how to do so in the article Registering a foundation, association or owners' association.

To register a new enterprise or organisation, you must pay a registration fee. If you want to purchase a certified KVK Extract from the Business Register when you register, you can do this directly. 

You register a director online. You can read how to do this in our article 'Reporting a board change for a stichting, vereniging, or VvE'.

Organise a members' meeting. At this meeting, appoint the board. Then register the new board via a form you download from our website. Only a legally appointed director (according to the articles of association) or a Dutch civil law notary may register this statement.

The new board member handles the registration

If the new board member handles their own registration for this role, they must provide proof that it is a legally valid appointment. This can be a signed declaration from the members' meeting.

Rules for appointing the board

It is important that the membership records are correct and that the invitation to the membership meeting and appointment are done according to the rules. You can find these rules in the association's articles of association. Is it an informal association and are there no articles of association? Then comply with the association’s house rules.

Registration at KVK

To register a new board member, we require the following documents:

• Form 22 Registration Executive staff member of a foundation, association or owners association without a company
• the minutes of the meeting showing the appointment
• a copy of the signed attendance list of the members’ meeting
• written evidence of good membership records as well as inviting and deciding the membership meeting according to the articles of association
• a copy of a valid identity document of each new member

Send the signed and completed forms together with the above documents to the KVK postal address.

Please note: does the association have a registered business and are the new members natural persons? Then the new board members(s) must identify themselves in person at a KVK office. Make an appointment to do so.

Change of visiting address, postal address, or contact details

Does the visiting address, postal address, telephone number, or email address of the association also change? Use Form 14 Change business/branch details.  Send the signed and completed forms together with the above documents to the KVK postal address.

UBO register

An association with full legal capacity or an association with limited legal capacity with a registered business are obliged to register UBOs in the UBO register. You can use the step-by-step plan on our website to determine who the association’s UBOs are.

You can report a change of address via My KVK or via  Wijzigen (Please note that this online process is only available in Dutch. If you would prefer a fully English procedure, you can make use of the printable form). 

Additional documentation

If the visiting address is not the same as your home address, submit 1 of the following documents to show that you are permitted to use this address as a visiting address for your business or organisation:

• a copy of the rental, purchase, or lease agreement, signed by both parties; or
• a certificate from the Dutch Land Registry Office (Kadaster); or
• a declaration  of consent. Only use this for a residential address and owner or resident signs the declaration.

Private address

If your private address is also changing, you should first notify your local Personal Records Database (BRP) of the municipality.

To dissolve the vereniging (association), the general meeting of the members must first pass a dissolution decision. Does the association have articles of association? Then check in the articles of association how this resolution should be taken.
In the article 'Dissolving a legal entity', you can read how to submit the dissolution decision and deregister the legal entity at KVK, and what else may be needed.

You set up a stichting (foundation) by notarial deed. After incorporation, the civil-law notary (in Dutch) can arrange registration in the Business Register and the UBO register. Once you have the notarial deed, you can also arrange the registration of the stichting yourself.

To register a new enterprise or organisation, you must pay a registration fee. If you want to purchase a certified KVK Extract from the Business Register when you register, you can do this directly. 

You register a director online. You can read how to do this in our article 'Reporting a board change for a stichting, vereniging, or VvE'.

Appoint a new board and register the board via a form you download from our website. Only a director appointed according to the rules (see articles of association) or a Dutch civil-law notary may make this declaration.

The new director handles the registration

Is the new (managing) director handling their own registration for this role? If so, we need the following documents:

• Form 22 Registration Executive staff member of a foundation, association or owners association without a company
• a copy of the minutes of the meeting signed by the old board, stating that the old board duly appointed the new director(s)
• written proof that this meeting was organised according to the rules (see articles of association)
• a copy of the valid identification of each new director

Send the completed, printed, and signed forms and documents to the KVK postal address.

Please note: Does the foundation have a registered business and are the new members natural persons? Then use Form 11 Registration official of a legal entity. The new director(s) must identify themselves in person at a KVK office. Make an appointment to do so.

Please note: does the association have a registered business and are the new members natural persons? Then the new board members(s) must identify themselves in person at a KVK office. Make an appointment to do so.

Change of visiting address, postal address, or contact details

Does the foundation's visiting address, postal address, telephone number, or email address also change? Use Form 14 Change business/branch details. Then send the signed and completed forms together with the above documents to the KVK postal address.

UBO register

A foundation is obliged to register UBOs in the UBO register. You can use the step-by-step plan on our website to determine who the foundation’s UBOs are and register them.

Are there no more (former) directors?

If the last director resigns, the articles of association state what happens to the foundation: dissolution, or appointment of a new board.

Are there no (former) directors left? And are there no supervisory directors or members of a supervisory board who can appoint a director according to the articles of association? Then see if the articles of association state what you can do. If nothing is specified, the court can appoint directors. An interested party (e.g. a volunteer working for that foundation) or the public prosecutor can apply for this.

You can report a change of address via My KVK or via  Wijzigen (Please note that this online process is only available in Dutch. If you would prefer a fully English procedure, you can make use of the printable form). 

Additional documentation

If the visiting address is not the same as your home address, submit 1 of the following documents to show that you are permitted to use this address as a visiting address for your business or organisation:

• a copy of the rental, purchase, or lease agreement, signed by both parties; or
• a certificate from the Dutch Land Registry Office (Kadaster); or
• a declaration  of consent. Only use this for a residential address and owner or resident signs the declaration.

Private address

If your private address is also changing, you should first notify your local Personal Records Database (BRP) of the municipality.

To dissolve the stichting (foundation), the board of directors must first pass a dissolution decision. Check the foundation's articles of association to find out how to take this decision. In the article 'Dissolving a legal entity', you can read how to submit the dissolution decision and how to deregister the foundation at KVK, and what else may be needed.

A newly established owners' association is usually registered for you by a civil-law notary.

Is your owners' association not yet registered? You can read how to do this in the article Registering an owners’ association.

To register a new enterprise or organisation, you must pay a registration fee. If you want to purchase a certified KVK Extract from the Business Register when you register, you can do this directly. 

You register a director online. You can read how to do this in our article 'Reporting a board change for a stichting, vereniging, or VvE'.

Organise a meeting with the owners. You can appoint the board at this meeting. The board consists of the owners and/or an outside party.

Board appointment rules

Certain rules apply to the appointment. These rules are set out in the deed of division of the owners' association or in the model agreement referenced in the deed of division.

Registration with KVK

We need the following documents to register the new director(s):

• Form 22 Registration Executive staff member of a foundation, association, or owners' association without a company ;
• a copy of a valid form of ID for the new director(s);
• a copy of the minutes of the meeting attesting to appointment of the director(s), signed by the director(s);
• a copy of the attendance register, signed by all owners in attendance at the meeting.

Send it only by post

Send the signed and completed form with the above documents to the KVK postal address.

Change of visiting address, postal address or contact details

Has the owners' association visiting address, postal address, telephone number, or email address also changed? Then use Form 14 Change business/branch detail. Send the signed and completed forms together with the above documents to the KVK postal address.

Are there board members who no longer respond to attempts to contact them?

Organise a meeting. The owners' association articles of association explain how to remove a board member. You can then appoint a new board member.

The board of an owners' association (VvE) can consist of members (appartment owners), but this is not necessary. The general members' meeting can also elect someone from outside the association as an official. The board consists of one or more persons. Often, the division deed states that this must be an odd number.

Until 1992, the law used the term administrateur ('administrator'). But it now uses the term bestuurder ('director' or 'official'). However, in addition to the official, a vve can still appoint an administrator as an authorised representative. In these cases, the administrator may, for example, be an organisation that manages owners' associations.

As long as the division of the property has not been annulled and the owner’s association (VvE) still exists, it must be registered in the Business Register. An owners’ association can only be dissolved after annulment of the division by a deed from a civil-law notary.

Register an owners’ association with KVK

Do you want to register an owners’ association that was set up before 1 July 2008? You need the following:

• Form 5: registering a foundation, association, or owners' association
• Form 22: registering an official for a foundation, association, or owners' association without a company
• A copy of a valid form of ID for each official of the owners’ association
• A copy of the deed of division, validated by a director. 'Validated' means: the director's initials on each page and the director's signature on the last page
• A copy of the minutes of the meeting which state the appointment of the director(s), signed by the director(s)
• A copy of the attendance register, signed by all owners in attendance at the meeting

If you do not have the deed of division, you can order a paid copy from the Netherlands Kadaster (Land Registry and Mapping Agency, in Dutch).

Submitting forms and documents

Send the completed and signed forms and documents to the KVK postal address.

Confirmation and registration fee

After registration, you will receive a confirmation and an invoice for the registration fee by post. You can immediately order a certified KVK Business Register Extract.

Yes, you must still register an owners’ association (VvE), even if the apartments rights are held by a single owner. An association usually arises when there is more than 1 member. In the case of an owners' association, the association arises because there are multiple apartment rights. These apartments rights can be owned by 1 or more owners.

You do not have to provide the model regulations. In form 5: Registration of a stichting, vereniging, or owner's association, you only need to indicate which model regulations you are using.

Does the owners' association have an addendum or amendment to this agreement? Or does it have an agreement other than a model agreement? Then submit the full version.

The model agreements are available at www.notaris.nl (in Dutch).

Has the owners' association (VvE) been established with model regulations? Then select one of the model regulations on Form 5 (register a foundation or association). You can find the model regulations at www.notaris.nl. Does the owners' association use one of the model regulations with an extension or addition? Enclose a (signed) copy of this extension or addition.

Was the owners' association established with a different set of regulations and you do not have this? Request these regulations from the notary who drew up the deed of subdivision.

Does the notary office where the deed of subdivision was drawn up no longer exist? You can find the successor in the 'Opvolgersarchief' on Notaris.nl (in Dutch). 

If an apartment building was established before 1 December 1972, an association of owners (VvE) was not legally required. Was no assocaition set up at that time or since then? Then the rights and duties of the owners are set out in the deed of division. Do you have a deed of division from before 1 December 1972 and no owner's association is mentioned? Then you do not have to register an association. 

Register an association with KVK

However, there may be an association with what is known as 'limited legal capacity'. You can register this informal association in the Business Register. You will need the following forms and documents:

• Form 5: Registration Foundation, association, or owners' association. Use this to register an association with limited legal capacity.
  Please note, you cannot put the words 'vereniging' or 'VvE' in the name of the association.
• Form 22 Registration Executive staff member of a foundation, association or owners association without a company. 
• A copy of a valid form of ID for each director of the association.
• A copy of the deed of division, validated by a director. 'Validated' meansthat each page is initialled by the director(s) and with directors' signatures on the last page.
• A copy of the minutes of the meeting when the director(s) were appointed, signed by the director(s).
• A copy of the attendance register, signed by all owners in attendance at the meeting.

If you do not have the deed of division, you can order a copy from the Netherlands’ Cadastre, Land Registry and Mapping Agency (in Dutch, for a fee).

Submit registration forms and documents

Send the forms and documents to the KVK postal address.

Confirmation and registration fee

After registration, we will send a registration confirmation and an invoice for the one-time registration fee by post. You can immediately request a certified KVK Business Register Extract.

You can report a change of address via My KVK or via  Wijzigen (Please note that this online process is only available in Dutch. If you would prefer a fully English procedure, you can make use of the printable form). 

Additional documentation

If the visiting address is not the same as your home address, submit 1 of the following documents to show that you are permitted to use this address as a visiting address for your business or organisation:

• a copy of the rental, purchase, or lease agreement, signed by both parties; or
• a certificate from the Dutch Land Registry Office (Kadaster); or
• a declaration  of consent. Only use this for a residential address and owner or resident signs the declaration.

Private address

If your private address is also changing, you should first notify your local Personal Records Database (BRP) of the municipality.

The owners’ association (VvE) is terminated by a notarial deed of termination of the division. You can do so using a deed of dissolution, issued by a civil-law notary. You can deregister the owners' association using Form 17a ('Register the dissolution of a legal entity'). Send this form by post along with an original copy of the deed, certified by the civil-law notary.

How do you report a dissolution to KVK?

If you have decided on dissolution, 2 situations are possible:

1. The owners' association has been dissolved, but still holds assets.
2. The owners' association has been dissolved and does not hold any more assets.

1. It still holds assets

In this case, the owners' association continues to exist for the liquidation of the assets. Complete the form as follows:

• For question 2.1, enter the date of dissolution.
• For question 3.1, tick 'yes', there are assets at the time of dissolution.
• For question 3.2 and below, enter the details of the party that will handle liquidation of the assets (liquidator).
• For question 5, indicate if the owners' association has a business and what will happen to it.
• For question 6, sign the form. If filling in the English form, be sure to also sign the Dutch version of the form.

More information

Is there a liquidation of assets and is the liquidator not yet known in the Business Register? If so, state the surname, first names, and date of birth of the liquidator in the resolution to dissolve, and enclose a copy of a valid proof of identity of the liquidator.

2. It does not hold any more assets (fast-track liquidation)

In this case, the owners' association ceases to exist because it does not hold any more assets. Complete the form as follows:

• For question 2.1, enter the date of dissolution.
• For question 3.1, tick 'no', there are no assets at the time of dissolution.
• For question 4.1, enter the details of the party keeping the financial records and other official documents of the owners' association. 
• For question 5, indicate if the owners' association has a business and what will happen to it.
• For question 6, sign the form. If filling in the English form, be sure to also sign the Dutch version of the form.

The Temporary Act Transparency Fast-track Liquidation does not apply to owners' associations.

Submit form

Send the completed and signed form to the KVK postal address with the following documents enclosed:

• An original copy of the deed attesting to annulment of the division, certified by the civil-law notary.
• A copy of a valid form of ID for the signatory.

Financial consequences

The dissolution and deregistration of your owners' association may affect, for example, permits from the municipality, financing, insurance, pension funds, or bank accounts of the owners' association. For example, you will no longer be able to access the business bank account. Check the website of the relevant (financial) institution to find out what steps to take if the owners' association ceases to exist.