Filing your general terms and conditions with KVK is a good idea in the following situations:
- You cannot hand your general terms and conditions to the customer, for example because you sell by telephone. Filing your terms and conditions with KVK will allow your customer to request and read them.
- In case of doubt, and to serve as evidence. By filing your terms and conditions, you prevent discussion about which terms and conditions applied at the moment the agreement was concluded.
How do I file general terms and conditions with KVK?
You file general terms and conditions as follows:
- Submit a separate document for each set of terms and conditions and for each translation. For example, if your general terms and conditions for purchases are different from the ones for sales, you will have to submit two documents.
- Submit the terms and conditions in a Word document or PDF file. The text must be legible. If you use Arial as your font, the font size must be at least 10.
- Make sure the document contains your official, registered trade name (the one with which you have registered in the Dutch Commercial Register) and submit it to: email@example.com. Or send it to:
T.a.v. afdeling Algemene Voorwaarden
6802 EB Arnhem
We register the date of receipt of your email or letter as the filing date.
As soon as we have processed the filing, we will send you a letter of confirmation including the filing date and an invoice.
What are the costs involved?
Filing general terms and conditions costs € 18 per document per calendar year. Each document is considered a separate filing. For example, if you are filing general terms and conditions for purchases and general terms and conditions for sales in both English and Dutch, you will have to pay for 4 filings.
After filing, you will receive an invoice from us. If you have authorised a direct debit mandate in the past, this will be stated on the invoice. In that case there is no need for any action on your part, as the invoice amount will be debited automatically. You will receive a new invoice every calendar year.
To report changes you have to file the complete new version of your general terms and conditions. When filing, state clearly that this involves replacing the general terms and conditions filed earlier.
Terminating a filing
You can terminate your filing by sending an email to firstname.lastname@example.org with the subject line: ‘stopzetting algemene voorwaarden’ (i.e. termination filing of general terms and conditions). You will receive confirmation in writing of this. You can terminate your filing at any moment during the year before 31 December. You will not be invoiced for the following year.
Checking general terms and conditions
KVK does not check your general terms and conditions. Filing them does not mean that your general terms and conditions meet all legal requirements. So, always have them checked by a lawyer or legal advisor.
Requesting terms and conditions
Your customers can request your terms and conditions using your KVK number, or your business name and official place of business. The terms and conditions are not available online. Requests can only be made by phone (in Dutch).
Sectoral terms and conditions
Sector organisations file sectoral terms and conditions. Businesses cannot file sectoral terms and conditions as their own. For qiestions about sectoral terms and conditions, contact the sector organisation.
Read more about general terms and conditions, and how to draw them up.