In the following situations, it is advisable to file your general terms and conditions with the Chamber of Commerce:
- In cases where you cannot hand your general terms and conditions to the customer, for example when engaged in sales by telephone. This will allow your customer to request and read them.
- In case of any doubts, and to serve as evidence. This will prevent discussion from arising regarding which terms and conditions applied at the moment the agreement was concluded.
How do I file general terms and conditions with the Chamber of Commerce?
Filing general terms and conditions is done as follows:
- For each set of terms and conditions and for each translation of these, submit a separate document. For example, if you have general terms and conditions regarding purchases which are different than those for sales, you will have to submit two documents.
- The terms and conditions should be submitted in a Word document or PDF with font size 10 or larger. Use your Chamber of Commerce registration number as document name and submit it to: firstname.lastname@example.org or KVK,T.a.v. afdeling Productie HR Info, P.O. Box 191, 3440 AD Woerden.
- Upon receipt, 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 four 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.
Submitting any amendments will entail filing an entire new version of the general terms and conditions. In such an event, state clearly when filing that this involves replacing the general terms and conditions filed earlier.
Terminating a filing
You can terminate your filing by sending an email to email@example.com with in the subject line: ‘stopzetting algemene voorwaarden’ (i.e. terminating filing of general terms and conditions). You will subsequently receive confirmation in writing of this. You can terminate your filing at any moment during the year prior to 31 December. In that case, you will not be invoiced for the following year.
Checking general terms and conditions
The Chamber of Commerce does not check your general terms and conditions. Filing them thus does not entail that your general terms and conditions meet all legal requirements. Therefore always have them checked by a lawyer or legal advisor.
Requesting terms and conditions
Your customers can request your terms and conditions. This can be done using your Chamber of Commerce registration number or with your business name and your official place of business.