Company Secretarial services in the Netherlands

A local company secretary can save you headaches by removing your administrative and compliance tasks.

With local knowledge and international experience, we can provide the local expertise that you need, while also bridging any language gaps to help you maintain your Dutch company stress-free. 

Why Dutch Startups Need a local Company Secretary?

Starting a new business is an exciting and challenging endeavor, and Dutch startups are no exception.

This is especially true for non-dutch entrepreneurs who are not familiar with the dutch language and culture.

Startup founders are often focused on developing their products, securing funding, and growing their customer base.

It is therefore important to have someone who can help manage the administrative and legal aspects of the business. 

This is where a local company secretary comes in and add value. 

While larger companies may have a dedicated team to handle these tasks, startups often may not have the resources to hire a full-time company secretary.

However, even for small startups, having a company secretary can provide many benefits and help set the foundation for long-term success.

Arranging for a company address

For non-resident directors setting up a Dutch startup, one of the first steps is to establish a company address for their dutch company.

This can be a challenge for those who are not based in the Netherlands and are not familiar with the local real estate market.

Our company formation package includes arranging  a Dutch virtual address with no extra charge from us. 

However, please note that the virtual office provider will have its own charges.

Change of adress of a dutch company

Whether due to strategic relocation, business expansion, or logistical needs, changing your Dutch company’s address can be a necessary move.

It’s crucial to manage this change meticulously to maintain legal compliance and operational efficiency.

Dealing with incoming correspondence

Another challenges that non-resident directors of Dutch startups may face is dealing with incoming correspondence in Dutch.

In our experience, if a non-Dutch-speaking director receives a letter or email in Dutch, they may struggle to understand its contents or respond in a timely manner.

This can lead to delays in dealing with important matters, such as tax filings or compliance issues.

In some cases, it can even result in fines from the tax authority for missing deadlines.

However, a company secretary can help bridge this language barrier.

They can act as a liaison between the non-resident director and the Dutch authorities, translating and summarizing correspondence in Dutch and ensuring that important deadlines are met.

This can help non-resident directors avoid costly mistakes and stay on top of their compliance obligations.

Keep track of deadlines

A company secretary can help startups stay compliant in several ways.

First, they can keep track of filing deadlines and ensure that all necessary documents are submitted on time.

For instance, the company secretary should ensure that the company’s annual reports are prepared and submitted for shareholder adoption within 5 months after the end of the financial year, and that the annual accounts are filed with the KVK, the dutch chamber of commerce, within 8 days of the adoption.

In addition, the company secretary should monitor the company’s VAT obligations, which may require monthly, quarterly, or yearly returns depending on the nature of the business.

Finally, the company secretary should oversee the preparation and filing of the company’s corporate income tax returns, which are due within 6 months after the end of the accounting year, with extensions available upon written request.

By ensuring timely and accurate compliance with these obligations, a company secretary can help the company avoid penalties and maintain good standing with the authorities.

Board meeting and shareholder meeting organization and preparation

In addition to their role in ensuring legal compliance, a company secretary in the Netherlands can provide valuable support for the preparation of meetings.

This can involve managing the administrative aspects of compliance, such as drafting board minutes and shareholder resolutions in accordance with the company’s articles and Dutch law.

By helping to ensure that these documents are accurate and complete, a company secretary can help to protect the interests of the company and its stakeholders.

Moreover, a company secretary can help to ensure that the rights of shareholders to attend and vote at meetings are respected.

This includes providing notice of meetings in accordance with the company’s articles and applicable laws, as well as ensuring that the necessary quorum and voting requirements are met.

By managing these aspects of meeting organization, a company secretary can help to ensure that the decisions made at meetings are valid and enforceable.

The advantage of engaging a company secretary

Overall, engaging a company secretary can provide a range of benefits for businesses operating in the Netherlands, from local support and expertise to improved governance and cost savings.

All in one package - ONLY €3,840 + VAT

Include one year dutch virtual office and handle day to day correspondence and company secretarial services

Don't let compliance and administrative tasks hold your Dutch business back!!

With our all-in-one package, you’ll have everything you need to stay on top of your obligations and focus on growing your business.

For just €3,840 + VAT per year, our package includes a virtual office to handle incoming correspondence, as well as support from a dedicated company secretary.

By partnering with us, you’ll have the peace of mind that comes with knowing that your compliance needs are being met by a team of experts.

Plus, with a local point of contact and flexible, tailored support, you’ll be able to focus on what you do best: building your business.

Contact us today to learn more about how our package can benefit you and your Dutch startup.

Let us help you take the hassle out of compliance and administrative tasks so you can focus on what really matters: growing your business

What includes in this package?

1. a virtual dutch address for registering your dutch company (provided by the virtual office)

2. Scanning to designate an email address (provided by the virtual office)

3. Deal with the incoming letters in a timely manner.

4. respond to tax authority by writing within the timeframe

5. send letters to tax authorities by track and trace post to ensure safe arrival

6. follow up every letters sent

7. arrange for tax refund to the designated bank account 

8. Keeping a dutch B.V. in a good standing 

10. Prepare one board and one AGM minutes in accordance with the Deed of Incorporation and Dutch Law

9. Maintenance of books and records 

Who would benefit for this package ?

1. Those feel overwhelmed or intimidated with unfamiliar laws, regulations and procedure. 

2. Those need help alleviate some of the stress and uncertainty associated with starting or running a business in a foreign country. 

3. Those want to receive guidance and support from a local expert

4. Those are not Dutch residents and are not looking to engage a full-time employee straight away.

5. Those who may be afraid of not being able to keep track of the deadline of responding the tax authority letters. 

6. Those who needs a local partner to ensure your Dutch business runs as smoothly as possible

7. Those who has a limit budget and want to minimise the costs