Report a board change
Find out how to report a board change for a stichting, vereniging, or VVE, and which documents you need.
Does your vereniging, stichting, or VVE have a new board? Report the change of board to KVK. First, you must register the new board members, and then deregister the former ones.
Reporting a board change
Follow these steps, so you are well-prepared to report the board change.
Register new board members
- Log into My KVK as existing director
- Fill in the details of the new directors (officials)
- Register a maximum of 5 board members at once
Everyone signs online
- New directors receive an email
- They all sign online
- After that, the existing board member (of step 1) receives an email and signs online
Deregister the former directors
- Log in to My KVK as existing director again
- Deregister the directors who are leaving
- Deregister a maximum of 10 leaving directors at once
New directors need to have signed online
Do not deregister former directors until all new directors have been registered and have signed online.
Change the UBOs
Does your organisation have any UBOs? If so, please update this information via a UBO report.
- New director: first register as a director, then as a UBO
- Former director: first deregister as a UBO, then as a director
Change the address
Is the organisation’s address registered in the name of a former director? If so, please update the address. Please also check that all other contact details are still up to date.
Directors must present valid identity documents
Does your organisation also carry out work for payment? If so, new directors will need to visit a KVK office to provide proof of identity. Please make an appointment for this.
This is what you need
Please have the following details of the new directors ready:
- Full names as they appear on the passport (and partner’s name)
- BSN
- Date of birth
- Email address and telephone number
- Position/title
- Authority (joint or sole)
- Copy of identity document
Start registration
Everyone registered in the Business Register can log in to My KVK. Registering and deregistering directors is free of charge.
What happens after reporting?
This is what you can expect:
- In My KVK, you can track the status of the change in directors you have submitted.
- Once the directors’ details have been updated in the Business Register, you will receive a letter from KVK. Keep this as proof.
Check the consequences for your bank account and other important contracts
Board changes may have consequences for licences, insurance policies, or bank accounts. Check the organisations’ websites to find out what steps you need to take if there is a change in the board.
How to register and deregister board members for a vereniging
FAQ about board changes
The officials currently listed in the Business Register as having signing authority for your stichting, vereniging, or VvE are authorised to notify the change in board membership.
Organise a meeting with the owners. You can appoint the board at this meeting.
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 stichting, vereniging, or VvE without a company ;
- a copy of a valid proof 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 KVK by post.
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/establishment details. Send the signed and completed forms together with the above documents to KVK by post.
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.
Organise a members' meeting for the vereniging (association). 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 vereniging's articles of association. Is it an informal association and are there no articles of association? Then comply with the vereniging'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 vereniging 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 vereniging 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
A vereniging with full legal capacity or an vereniging with limited legal capacity with a registered business are obliged to register UBOs in the UBO register. Determine who the UBOs are of the vereniging.
Are there still board members, but are they no longer available?
In that case, organise a members' meeting. The articles of association state how you can dismiss a board member. You can then appoint a new board.
Appoint a new board for the stichting (foundation) and register the board via a form downloaded 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 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 stichting 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 stichting 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 stichting'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 stichting is obliged to register UBOs in the UBO register. Determine who the UBOs are of the stichting.
Are there no more (former) directors?
If the last director resigns, the articles of association state what happens to the stichting: 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 stichting) or the public prosecutor can apply for this.