Your Business, Your Address - Simple and Professional
A virtual adress in the Netherlands
What is a Virtual Office in the Netherlands?
A virtual office is a service that allows businesses to use a professional business address without needing to be physically present at that location. This can be particularly useful for small businesses, freelancers, startups, or companies looking to operate internationally without the costs and obligations of a physical office. A virtual office offers a flexible solution, allowing companies to have a prestigious address for their mail, clients, and business communications, without the expense of renting a physical space.
Tailored services based on your wishes and needs!
The services provided by a virtual office can vary, but the most common ones include:
Business Address
A professional business address that can be used on business cards, websites, and official documents.
Mail Handling
Incoming mail is received, scanned, and forwarded to a specified address. This can also be done digitally.
Business Registration
Some virtual office providers offer assistance with registering your company at the virtual office address.
Additional Services
Depending on your wishes and needs, we have partners such as IT-cloud freelancers, accounting & taxes services, lawyers, notary and more.
Arrange your virtual office in the Netherlands in a few steps
If you want to have a virtual office in the Netherlands as a registered address, fill out the application form on our website. This will provide us with some personal and business information and you can choose between a month package or a year package.
After receiving your information, we will carry out a standard verification. Companies of all legal forms can register with us, however, we cannot process requests from entrepreneurs from certain sectors - for example, the erotic or narcotics sector.
The identification process is necessary so that we can be sure that the person who submitted the application is actually the owner of the company for which a registration address is being requested. We will need a copy of your ID and a proof of your private address.
After going through the first three steps, we will prepare a preliminary contract for your virtual office in the Netherlands. You can choose the starting date. You will receive the preliminary agreement by email, sign it digitally and return it to us. We will also send you the invoice.
Once you have paid the amount due, we will send you the official agreement for your virtual office in the Netherlands. With this document, you can register with the Chamber of Commerce or change your current address.
The business registration address you will have with the rental of a virtual office in the Netherlands. We will send your mail to the email address you provided every two weeks. Online, you can rent an office or meeting space at any time, if desired.
Virtual Offices
Business Address
Virtual Office
Virtual Office Plus
Q&A on virtual offices in the Netherlands
Any business that is set up and registered by a notary with the Dutch trade register shall also register a company address. If favoured, a postal address can be registered too. The same counts for a company using a virtual office, shared office center or multi-tenant building.
Immediately after incorporation of your business the notary takes care for registration of your business. You shall arrange a business address before the company registration.
For address registration of a company, proof of the right to use the business address shall be provided to the notary or trade register.
A copy of a rental agreement can be such proof. A signed confirmation of the owner of the property, that the address can be used by your business, is also valid.
The possibility shall be there to be permanently present. This does not mean that someone shall be present on a daily basis.
Registering a new or changed office address of any legal entity or branch office shall be filed with the trade register. Also do not forget to update the telephone number if the change of address results to a new contact details.
The company formation agent needs to have proof that the address can be used by your business. So normally a rental agreement is signed before incorporation.
Some banks also ask businesses for a rental agreement. So have it available when making a bank account opening request.
It is a good practise to have relevant decisions recorded in writing. Unless it is stipulated in the company's articles, a board of shareholders resolution is not mandatory for a change of business address. The trade register will not ask for it.
Most notaries want to have a board resolution in case they are requested to register the change of address electronically.
The processing of a registered address change by the Chamber of Commerce for an existing company is not free of charge. Visit www.kvk.nl/inschrijven/inschrijfvergoeding/ for the latest fees.
- Choose a legal form: Decide which legal structure fits your business.
- Register with the Dutch Chamber of Commerce (KvK): All businesses must register with the KvK. After registration, your business will receive a KvK number.
- Apply for a BSN (Citizen Service Number): If you're not a resident of the Netherlands, you may need a BSN to register. This is required for tax and social security purposes.
- Apply for a VAT number: Businesses in the Netherlands often need a Value Added Tax (VAT) number. This is issued by the Dutch Tax and Customs Administration (Belastingdienst).
It is not required to have a corporate address. Note that the use of a residential address can lead to visitors to your private address. Also, a virtual address give a more professional image towards your clients and business partners.
It can be that for some business activities, the use of a residential address by your business requires the permission of the municipality. In particular if the address is no longer used for housing purposes.
The virtual office service is offered as a package including the scanservice of postal letters, from the goverment, tax authorities and other. This is required by the trade register. It is also better for your company’s tax substance.
All sorts of legal entities can be registered at the address of a virtual office provider. Like a BV, NV, CV, cooperative, foundation, foreign legal entities and branch offices. Also, sole proprietors can be registered. The registration takes place with the trade register.
First the rental agreement shall be arranged, including the compliance process. This can be done in 1-2 days.
Secondly, the address shall be registered with the trade register. In case the director has a Digid this can be done online. Without Digid, a form shall be sent to the trade register. The processing time is 2-3 business days.
Natural persons can not, or under strict conditions, use the address of the virtual address provider to register themselves with the municipality because the address is known as 'commercial'.
In principal, natural persons can only register themselves at residential adresses unless employees of a company newly enter the Netherlands. In such case a commercial address can be used temporarily.
Most virtual office providers offer the service of forwarding the post or collecting it so you can come to pick it up.
Under Dutch law it is not required to have the original invoices or contracts in the company’s administration. As a result, most tenants solely wish to receive scans of the incoming post.
Most virtual office agents apply a minimal term of 12 months. There are also virtual office providers offering terms of 3 months. Most contracts are automatically extended.
- Income Tax (Inkomstenbelasting): Applies to sole proprietors and partnerships. Your business profits are taxed as personal income.
- Corporate Income Tax (Vennootschapsbelasting): Applicable to BVs and NVs. The tax rate is progressive, with lower rates for profits under a certain threshold.
- Dividend Tax (Dividendbelasting): BVs and NVs that distribute profits to shareholders must withhold dividend tax at a rate of 15%. This tax is deducted at the source when dividends are paid. In some cases, shareholders can offset this with their personal tax liabilities or reclaim part of it under tax treaties if they are foreign shareholders.
- Value Added Tax (BTW): VAT must be collected on most goods and services sold in the Netherlands. The standard rate is 21%, but reduced rates apply to certain categories.
- Payroll Taxes (Loonbelasting): If you hire employees, you'll need to withhold payroll taxes for them, including social security contributions.
You can protect your intellectual property by:
- Trademarking your business name, logo, or slogan at the Benelux Office for Intellectual Property (BOIP).
- Registering patents or designs with the Netherlands Patent Office.
- If your business involves creative work, such as software, media, or design, ensure you have copyright protection for original works.
Yes, the Dutch government provides several grants, loans, and subsidies for startups and small businesses, such as the WBSO (Research & Development tax credit) or Innovatiekrediet. Depending on your sector, location, or innovation potential, you might be eligible for financial support. You can consult websites like RVO.nl (Netherlands Enterprise Agency) for a comprehensive overview of grants and financing options.
Q10: What are the regulations for e-commerce businesses in the Netherlands?
If you are starting an e-commerce business, be aware of the following regulations:
- Consumer Protection Laws: You must comply with EU and Dutch regulations regarding returns, refunds, and customer data privacy.
- General Data Protection Regulation (GDPR): Ensure that you follow the GDPR when collecting, storing, and processing customer data.
- VAT on cross-border sales: Depending on where your customers are located (inside or outside the EU), different VAT rules apply.
For foreign entrepreneurs, the Netherlands offers several programs, such as:
- Startup visa: For non-EU citizens looking to start innovative businesses.
- KvK support: The Chamber of Commerce provides extensive information for starting a business, including in English.
- Dutch Point of Single Contact: A one-stop service for foreign businesses wanting to set up in the Netherlands, covering regulations, permits, and administrative processes.
The Netherlands has strict record-keeping and reporting obligations for businesses. You must:
- File VAT returns (usually quarterly) and pay any VAT owed.
- Keep financial records for at least seven years, including invoices, receipts, and contracts.
- Submit annual accounts to the KvK and the Dutch Tax and Customs Administration (for BVs and NVs).
- File annual corporate tax returns if you operate a BV or NV. This includes a balance sheet, profit and loss statement, and other relevant financial information.
- Sole proprietors need to file their personal income tax returns based on the business’s profits.
If you decide to stop your business, you need to:
- Deregister from the KvK by filing the appropriate forms.
- Inform the tax authorities and file your final tax returns.
- For a BV or NV, you must formally liquidate the company, which involves paying any outstanding debts, distributing remaining assets, and closing down the legal entity with the KvK.
Depending on your industry, you may need to comply with environmental regulations such as waste disposal, energy efficiency, and sustainability standards. You may also be subject to health and safety laws if your business operates in sectors like manufacturing, food, or construction. Make sure to:
- Check whether you need any permits for your operations.
- Follow all guidelines from the Netherlands Food and Consumer Product Safety Authority (NVWA) and Environmental Protection Agency.