Have you determined who the UBOs of your BV, NV, European Company (SE), or European Cooperative Society (SCE) are? Read what information and documents you need for your report.
Copy or print all the documents you need to add to your report
Do you want to submit your UBO report online? Each document must be submitted as a PDF, JPG, PNG, GIF, or BMP file. Maximum 9 MB per document.
Do you want to submit your UBO report by post? Print the documents in A4 format.
Documents showing what interest the UBOs have in the BV, NV, SE or SCE
These documents show that a UBO has a shareholding interest
For example, a copy of:
- the shareholders' register
- the incorporation deed
- the part of a notarial deed dealing with the shares
Are you making a UBO report for an operating company? Then also include an organisation chart. This will make it clear exactly what role the UBO has within the organisation.
Is there a UBO who is the sole shareholder of your BV? Then you do not need to add documents which show the interest of the UBO.
Then you do not need to add documents showing the interest of the UBO. You can register the sole shareholder as UBO in the UBO report if this person:
- directly hold 100% of the shares of the organisation for which you are going to submit a UBO report;
- is a natural person (a legal entity can never be a UBO); and
- they are registered in the Business Register as the sole shareholder of this organisation.
Otherwise, KVK cannot approve the UBO registration.
‘Directly 100% of the shares’ here means this person has all the shares. So that person does not have an interest in the organisation through another legal entity. Then it would be an ‘indirect interest’.
The voting rights interest is demonstrated with the following documents
A copy of the shareholders' register, deed of incorporation, articles of association, shareholders' agreement, or part of any other deed or agreement that provides information on voting rights arrangements.
Economic interest is shown with the following documents
A copy of the shareholders' register, deed of incorporation, articles of association, certificate holders' agreement, certificate holders' register, or part of another notarial deed that provides information on the economic interest.
A certificate holders' register is a non-public register kept at the BV or NV, where certificate holders can come by to view the document. In it, the board must keep track of how many certificates there are and who the owners are.
Effective control is demonstrated by the following documents
Management report, part of the articles of association, or part of another notarial deed relating to the UBO.
Are the managing directors of your organisation the UBOs?
Then you do not need to add any documents to the report demonstrating the interest.
You also need a valid proof of identity for the UBOs
A valid identity document is a passport, identity card, Dutch driving licence, or a foreign nationals identity document. Make a copy of this proof of identity. Does one of the UBOs have Dutch nationality and another nationality? Then use a Dutch identity document.
The copied ID must meet these conditions
- the BSN must be clearly visible
- copy front and back
- copy in full colour
- the copy must be the actual size of the ID
These rules only apply when registering new UBOs. Do you want to change the details of registered UBOs or deregister UBOs? If so, you do not need to attach a copy of the UBO's proof of identity.
Which information do you need from the UBO?
- first names and last name
- for UBOs that live in the Netherlands:
- Citizen Service Number (BSN)
- in addition, for UBOs living abroad:
- date of birth, country, and place of birth
- Taxpayer Identification Number (TIN) and the country of issue, if available
- nationality
- residential address
You need this data to register, change, and deregister UBOs.
On to the next step?
This page is part of the UBO report preparation pages. If you want to start over, you can go back to the starting page.