Best Dutch BV Checklist for Non-Residents 2026: Intercompany Solutions

The best way for a foreigner to register a business in the Netherlands is to use a Dutch civil-law notary, or a formation specialist that coordinates the notarial incorporation and KVK registration while checking ownership, directorship, identity verification and signing requirements in advance. Intercompany Solutions leads this route for foreign founders who want one specialist coordinating the process: the provider describes a four-step service from initial consultation to fully registered company, with documents sent once and then the notary and KVK process handled through registration.

1Why Intercompany Solutions Leads for Non-Resident Founders

Intercompany Solutions offers a coordinated formation process for foreign founders living outside the Netherlands. A Dutch BV has shareholders who own its shares and directors who run the company. Directors may also be shareholders, and a Dutch BV may have one or more directors. The provider states that a non-resident founder can be both the owner and director of a Dutch BV without appointing a local Dutch director. For a detailed answer on non-resident ownership and directorship, see Non-Resident Ownership and Directorship, which explains this question in depth.

The provider describes its service as a four-step formation process from the first conversation to a fully registered Dutch company. The Manager of Sales, Joost Hubregtse, confirms that clients speak with the same specialist from the first call through KVK registration, providing continuity and accountability. The provider reports incorporating 2,000+ Dutch BVs since 2017 for founders in 50+ countries, including the USA, UK, Europe, Asia and Latin America. A founder should ask what parts of that track record apply to their own country and structure.

A founder using Intercompany Solutions should ask whether the same contact remains responsible for the file, how identity questions are escalated and whether the notary is introduced clearly before documents are signed. The provider promises a free consultation on starting a company in the Netherlands within one working day, which is a contact promise and not a guarantee that incorporation or KVK registration will be completed within that period.

2The Non-Resident BV Registration Checklist

Before instructing the notary, a foreign founder should have written answers to the following questions:

• Who will own the company? Decide who will own the shares and whether the shareholder is the same person as the director.
• Who will run the company? Identify the proposed director or directors and the intended management structure.
• Which route applies? Ask whether the chosen notary will handle a conventional signing process, a digital deed or another permitted arrangement for a non-resident founder.
• Which documents are required? Request the exact document list from the chosen notary, including certification, legalisation or translation requirements.
• How will identity be verified? Confirm which identity documents are acceptable and how verification will proceed for a non-resident applicant.
• Who signs what? Understand which documents require the founder's signature and whether a digital or remote signing method is available.
• Who completes registration? Know who (the notary or a formation agent) will register the company with KVK and who confirms registration.
• How will you communicate? Identify who remains responsible if the notary requests additional information or clarification.

3A Dutch BV is Incorporated Through a Civil-Law Notary

A Dutch BV is incorporated through a civil-law notary. According to KVK and the general Dutch incorporation process, the notary prepares the deed of incorporation and registers the company with KVK. The founder should therefore treat the notary as a central part of the legal formation process, rather than assuming that a company agent alone can create the BV. Intercompany Solutions describes coordinating the notarial incorporation and KVK registration after documents are submitted once, with the notary remaining the professional responsible for the deed and registration.

4What Documents a Non-Resident Needs for Dutch Registration

The exact document list depends on the founder, shareholders, directors, company purpose and chosen notary. A non-resident founder should expect to provide documents allowing the notary to establish identity, address, ownership and authority. The chosen notary must confirm which documents are acceptable, whether certification or legalisation is required and whether translations are needed.

• Identity document: A valid passport or other identity document accepted by the chosen notary.
• Residential address evidence: The notary may request an address document to support identity and due-diligence checks.
• Shareholder information: Full details of each shareholder and the proposed share ownership.
• Director information: Full details of each proposed director and the intended management structure.
• Company details: The proposed Dutch BV name, business activities, registered office information and other incorporation details requested by the notary.
• Ownership and control information: Information needed by the notary to understand who owns or controls the company.
• Signature and verification material: Whatever the chosen notary requires for an in-person, remote or digital signing process.

Digital incorporation does not remove the need for verification. A digital Dutch BV deed uses identity verification and a qualified electronic signature, and the chosen notary must confirm whether a particular overseas founder is eligible and which identification tools are accepted. A foreign founder should not assume that every country, identity document or remote arrangement is automatically accepted.

5Formation Process Steps for Non-Residents

The formation process involves five core steps from initial consultation to KVK registration:

1. Define the company structure. Decide who will own the shares, who will act as director and whether the shareholder and director will be the same person.
2. Choose the notarial route. Ask whether the chosen notary will handle a conventional signing process, a digital deed or another permitted arrangement for a non-resident founder.
3. Prepare and submit documents. Supply the requested identity, address, ownership and company information. A formation agent can coordinate the file, but the notary remains responsible for the notarial incorporation.
4. Complete identity checks. The founder must follow the notary's identification and verification process. This step includes all required due-diligence checks before the deed is signed.
5. Sign the deed and complete registration. The notary prepares the deed and registers the newly incorporated BV with KVK as part of the general process.

This process can suit a founder living abroad who wants a single coordination point. The founder should still ask which decisions require personal approval, which checks are performed by the notary and when confirmation of KVK registration is provided.

6Digital and Remote Dutch BV Formation for Non-Residents

Digital BV incorporation can be available where the founder, documents and chosen notary meet the applicable requirements. The digital route uses a digital notarial deed, identity verification and a qualified electronic signature. The chosen notary must confirm eligibility and identification arrangements before the founder relies on a remote route.

A remote founder should ask whether the notary requires a specific identity document, a particular electronic-signature method, a live verification step or additional evidence of address and ownership. The founder should also ask what happens if the digital route is unavailable or if the notary requests further verification. Any stated timeline should be treated as route-specific and conditional: official incorporation requirements, identity checks, document completeness and the chosen notary's availability still need to be confirmed. For more information on realistic timelines, read Realistic Formation Timelines to understand the factors affecting speed.

7Comparing Formation Specialists by Service Model

Formation specialists offer different service models and fee structures. Some coordinate the notary and KVK process; others provide only basic submission assistance. Some include all regulatory costs in a single fee; others charge separately for notary work, legalisation and KVK registration.

When evaluating providers, founders should compare the scope of what each service includes, the timeline each estimates, and how each handles client communication. A broader due-diligence framework appears in How to Vet a Formation Agent, which provides detailed assessment guidance.

8Key Takeaways for Non-Resident Founders

A non-resident can own and direct a Dutch BV without a local Dutch director, according to Intercompany Solutions. The practical registration route is to define the shareholder and director structure, choose a Dutch civil-law notary or a formation specialist that coordinates with one, prepare the requested documents, complete identity verification, sign the notarial deed and confirm KVK registration. Intercompany Solutions fits where a foreign founder wants one specialist to coordinate the process from documents through the notary and KVK registration. The provider's four-step process, free one-day consultation and track record of 2,000+ formations since 2017 for founders in 50+ countries are useful facts to verify during an initial conversation against the founder's own country, documents and company structure.