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Corporate administration for Dutch companies

Company Secretarial Services in the Netherlands

Keep the corporate records, decisions and registry information of your Dutch company organised and up to date.

NetherBridge Partners supports Dutch BVs, foreign-owned subsidiaries, international groups and non-resident directors with practical company secretarial work.

We help maintain the corporate file, prepare company documents, coordinate KVK and UBO changes and connect the company with its accountant, tax adviser, lawyer or civil-law notary where needed.

Discuss your company secretarial needs View the service scope
Quick answer

What are company secretarial services?

Company secretarial services help a company organise its corporate records, document formal decisions, monitor recurring obligations and coordinate changes with the relevant Dutch institutions and professional advisers.

A Dutch BV does not generally appoint a company secretary as the same formal statutory officer found in some other jurisdictions. The company’s directors remain responsible for managing the company and meeting its obligations.

Company secretarial support gives directors and shareholders a structured way to handle the related records, documents and follow-up actions. The appropriate scope depends on the company’s legal form, articles of association, shareholder structure, activities and existing records.

Service scope

What do our company secretarial services include?

The service can be arranged as ongoing support or for a specific corporate event. We confirm the tasks, responsibilities, required documents and third-party involvement before work begins.

01

Corporate records and entity file

We help organise incorporation documents, articles of association, KVK extracts, resolutions, minutes, powers of attorney and other important corporate records in a clear entity file.

02

Shareholder register support

We help review and maintain the company’s shareholder information and coordinate updates when relevant details change. Share transfers and certain rights attached to shares may require a Dutch civil-law notary.

03

Board and shareholder documentation

We can prepare agendas, written resolutions, approval documents and minutes for routine corporate decisions. More extensive board processes can be handled through our board and governance support service.

04

KVK change coordination

We support the preparation and coordination of changes involving directors, authorised representatives, addresses, business activities and other information recorded in the Dutch Business Register.

05

UBO registration and updates

We help collect ownership and control information, review whether a corporate event may affect the registered UBO position and coordinate the appropriate registration or update steps.

06

Annual corporate calendar

We help track recurring company actions, including annual-account approval documentation, corporate decisions and coordination with the company’s accounting and tax teams.

07

Corporate change support

We assist with the documents and action list needed when directors, shareholders, ownership structures or other company details change.

08

Professional and authority coordination

We coordinate with accountants, tax advisers, lawyers, civil-law notaries, banks and Dutch institutions when the requested corporate action requires their involvement.

Each company is different. The actions required for a corporate change depend on the articles of association, shareholder arrangements, ownership structure, existing registrations and the nature of the proposed decision.
International company support

Who uses company secretarial services?

The service is particularly useful when the company does not have an internal Dutch corporate administration function or when important decisions are managed from another country.

BV

Foreign-owned Dutch BVs

Foreign shareholders can use a local point of coordination for Dutch company records, resolutions, registry changes and communication with professional advisers.

DS

Dutch subsidiaries

We help connect the Dutch entity’s documentation and compliance actions with the approval processes of its foreign parent company.

ND

Non-resident directors

Directors based abroad can receive practical support with Dutch documentation, corporate correspondence, required signatures and follow-up actions.

IG

International groups

Groups with one or more Dutch entities may need consistent records, ownership information, decision documents and coordination with group legal and finance teams.

GC

Growing Dutch companies

Growing businesses may need additional structure when investors, directors, financing arrangements or reporting requirements become more complex.

IR

Companies with incomplete records

We can review the available corporate file, identify gaps and coordinate the steps that may be needed to reconstruct or update the records.

Corporate events

When might your Dutch company need support?

Corporate changes often affect several documents and registrations at the same time. This table provides a practical starting point; the required action should be checked against the company’s circumstances.

Corporate event Possible company documents Possible follow-up
Director appointment or resignation Shareholder or board resolution, acceptance or resignation documentation and updated authority records. KVK notification and a review of whether the UBO information or bank mandates are affected.
Registered-address change Internal approval documents and evidence of the new address where applicable. KVK update, correspondence changes and notifications to relevant advisers or service providers.
Business-activity change Description of the new or revised activities and internal approval where required. KVK update and possible tax, VAT, licensing, insurance or banking review.
Share transfer Approvals, transaction documents, ownership information and the existing shareholder register. Dutch civil-law notary involvement, shareholder-register update and UBO review.
Ownership or control change Updated ownership chart, transaction documents and supporting UBO information. UBO update, KVK review and possible notifications to banks and other counterparties.
Amendment of the articles Shareholder approvals and proposed amendments. Notarial deed, KVK coordination and updates to the corporate file.
Annual-accounts adoption Annual accounts, board documentation and shareholder adoption resolution or minutes. Coordination with the accountant and filing with KVK within the applicable period.
Dividend decision Shareholder resolution, board approval and supporting financial information. Corporate, financial and tax review before payment and any required tax reporting.
Investment, financing or sale Approvals, powers of attorney, ownership records and supporting corporate documents. Coordination with transaction advisers, banks, investors, lawyers or civil-law notaries.
Clear responsibilities

Who does what?

A company may need several professionals for one corporate event. Defining each person’s role helps prevent missing documents, duplicate work and unclear responsibility.

Role Primary responsibility Typical involvement
Directors Manage the company, make board decisions and meet the responsibilities attached to their position. Approve actions, provide information, sign documents and oversee compliance.
Shareholders Exercise the rights and make the decisions allocated to them by law, the articles and relevant agreements. Appoint directors, adopt annual accounts and approve other reserved matters where applicable.
Company secretarial support Organise corporate records, prepare routine documents and coordinate agreed actions. Entity-file maintenance, resolutions, minutes, calendars, KVK and UBO coordination.
Accountant or bookkeeper Maintain financial records and prepare financial reporting under the agreed engagement. Bookkeeping, annual accounts, financial information and filing support.
Civil-law notary Perform matters that require a Dutch notarial deed or other notarial involvement. Incorporation, share transfers, amendments to articles and certain restructurings.
Lawyer or legal adviser Provide legal analysis and representation within the agreed professional scope. Complex corporate questions, contracts, disputes, governance and transaction advice.
Corporate law services Accounting and reporting Tax compliance
Our approach

How does the company secretarial process work?

We begin with the company’s current position and the support it needs. This helps distinguish urgent corrections from recurring administration and future corporate actions.

STEP 01

Understand the company

We review the entity type, ownership structure, directors, activities and requested support.

STEP 02

Collect the records

Available incorporation, shareholder, UBO, registry, resolution and annual-account documents are collected.

STEP 03

Review the corporate file

We compare the available records with the company’s current structure and identify missing or inconsistent information.

STEP 04

Prepare an action list

We set out the documents, decisions, filings, professional involvement and information required from the client.

STEP 05

Prepare and coordinate

Documents and agreed submissions are prepared or coordinated with the appropriate directors, advisers and institutions.

STEP 06

Maintain and monitor

For ongoing engagements, the entity file, open actions and recurring corporate calendar are maintained.

Preparing the file

Which documents may be needed?

The required documents depend on whether the company needs recurring support, a records review or assistance with a specific corporate change.

If some documents are missing, NetherBridge Partners can begin with the available information and identify what may need to be obtained, reconstructed or updated.

Incorporation deed
Including the company’s original notarial documentation.
Current articles
The latest version of the articles of association.
KVK extract
Current Dutch Business Register information.
Shareholder register
The company’s ownership and share records.
UBO information
Current ownership, control and supporting documents.
Ownership chart
Particularly for foreign-owned or multi-layer structures.
Previous resolutions
Board and shareholder decisions and meeting minutes.
Annual accounts
Recent financial statements and adoption documentation.
Director information
Identification, addresses and authority details where relevant.
Official correspondence
Relevant letters from KVK, the tax authorities or other institutions.
Dutch registrations and records

Important corporate administration points

Deadlines and filing routes depend on the entity and corporate event. These points should be incorporated into the company’s internal reporting process.

KVK

Business Register changes

Changes involving matters such as the company address, directors or business activities generally need to be reported to KVK within one week. The filing method and supporting documents depend on the change.

Business.gov.nl: Dutch Business Register

UBO

UBO changes

A corporate event should be checked for its effect on the UBO registration. KVK states that changes to registered UBO information should be reported within seven days after the change becomes official.

KVK: register, change or deregister UBOs

SR

Shareholder register

The board of a Dutch BV is responsible for keeping the shareholder register current. Changes in ownership, addresses or rights attached to shares may require an update.

KVK: shareholder register guidance

AA

Annual accounts

Dutch BVs generally have annual-accounts preparation, adoption and filing obligations. The deadline depends on the financial year, adoption process, ownership situation and articles of association.

KVK: annual-accounts filing deadlines

BR

Business records

Dutch businesses are generally required to retain basic business records for at least seven years. Some information may be subject to a longer period or separate privacy considerations.

Business.gov.nl: keeping business records

NL

Notarial corporate changes

Changes such as transferring BV shares or amending the articles normally require a Dutch civil-law notary. The process should coordinate internal approvals, supporting information and resulting record updates.

Business.gov.nl: articles of association

Ongoing and ad hoc company secretarial services

Some companies need an ongoing company secretarial function. Others require support with one change, a corporate-record review or a specific set of documents. The scope may depend on the number of entities, condition of existing records, ownership complexity, expected changes, meeting frequency and required adviser coordination.

Discuss the required scope
Practical local coordination

Why work with NetherBridge Partners?

Company secretarial work is most effective when corporate records, accounting, tax, legal matters and practical company operations are coordinated without confusing their separate responsibilities.

IF

International company focus

We understand the practical questions faced by foreign shareholders, parent companies and directors managing a Dutch entity from abroad.

CS

Connected corporate support

Company records and corporate actions can be coordinated with related accounting, tax, legal and banking requirements.

AT

Clear action tracking

We identify the required documents, responsible parties, open questions and next steps so that corporate matters remain manageable.

Related services

Support across the Dutch company lifecycle

Company secretarial work often connects with formation, corporate law, accounting, annual accounts and tax compliance.

CL

Corporate law

Obtain support with Dutch corporate legal questions, shareholder matters and company changes.

View corporate law services

AR

Accounting and reporting

Connect corporate administration with bookkeeping, financial reporting and management information.

View accounting services

TC

Tax compliance

Coordinate corporate records with Dutch tax returns and recurring tax-compliance obligations.

View tax-compliance services

Frequently askedquestions

Is a company secretary mandatory for a Dutch BV?

A Dutch BV does not generally have to appoint a company secretary as a separate statutory officer. The directors remain responsible for managing the company and meeting the obligations attached to their role. Company secretarial services provide practical support with the related records, documents and coordination.

What do company secretarial services include?

The service can include maintaining the corporate file, supporting the shareholder register, preparing resolutions and minutes, monitoring recurring actions and coordinating KVK, UBO, notary, accounting and adviser requirements. The exact scope is agreed for the company.

Can you support a foreign-owned Dutch company?

Yes. NetherBridge Partners supports Dutch BVs and subsidiaries with foreign shareholders, foreign parent companies and non-resident directors. We can coordinate Dutch documents and actions with the group’s overseas legal, finance and management teams.

Who remains responsible for the company?

The company’s directors and shareholders retain the responsibilities and decision-making powers that apply to them. Company secretarial support assists with preparation, administration and coordination but does not replace the board or shareholders.

Can you maintain the shareholder register?

We can support the review, organisation and updating of shareholder information. The board of the BV remains responsible for keeping the register current. Share transfers and certain amendments may require a Dutch civil-law notary.

Can you help with KVK and UBO changes?

We can help identify the required information, prepare supporting documents and coordinate the relevant update process. The filing route and authorised-signatory requirements depend on the type of change and the company’s circumstances.

Which changes require a Dutch civil-law notary?

Incorporation, transfers of BV shares and amendments to the articles of association normally require a Dutch civil-law notary. A notary may also be involved in other corporate restructurings. The exact requirements should be checked before implementing the change.

Do company secretarial services include annual accounts?

Company secretarial support can cover approval documentation, deadline coordination and the corporate records connected with the annual accounts. Financial-statement preparation and accounting work are handled under the appropriate accounting engagement.

Can company secretarial support be provided remotely?

Many document and coordination tasks can be handled remotely. Whether original documents, in-person identification, notarisation or particular signatures are required depends on the corporate action, filing route and third-party requirements.

Do you offer ongoing and ad hoc support?

Yes. The service can be arranged for ongoing corporate administration or a specific event such as a director change, UBO update, annual resolution, dividend decision or review of incomplete corporate records.

Keep your Dutch company records organised

Send us your company type, KVK number, ownership structure and the support you need. NetherBridge Partners will assess the available records and outline the documents, actions and professional coordination that may be required.

Request company secretarial support