Complete Guide to Registering and Managing a Dutch Foundation: Steps, Costs, and Ongoing Support

Establishing a Dutch Foundation (Stichting) can be an excellent strategy for various purposes, including asset protection, charitable endeavors, or creating a tax-efficient holding structure. This comprehensive guide will walk you through each step of the registration process, detailing the requirements, costs, and timeline involved.

Additionally, we’ll explore the ongoing support and services provided by House of Companies to ensure smooth operations of your Dutch entity.

1. Submitting the Order Form to House of Companies

The first step in your journey to establish a Dutch Foundation is to submit an order form to House of Companies. This initiates the process and allows us to gather essential information about your foundation’s purpose and structure.

Key Points:

• Fill out the order form with accurate details about your proposed foundation

• Provide contact information for all involved parties (founders, board members)

• Clearly state the foundation’s objectives and activities

2. Starting the Onboarding Procedure

Once your order form is received, House of Companies will begin the onboarding procedure. This crucial step involves collecting necessary documentation and verifying your identity.

Required Documents:

• Proof of address (utility bill or bank statement, not older than 3 months)

• Passport copy for all founders and board members

• Brief description of the foundation’s activities and goals

Note: Ensure all documents are clear, legible, and up-to-date to avoid delays in processing.

3. Preparing Foundation Documents

With your information in hand, our team will draft the foundation’s articles of association and other necessary paperwork. This step is crucial as it defines the foundation’s purpose, governance structure, and operational guidelines.

Key Components:

• Foundation’s name and registered address

• Purpose and objectives

• Composition of the board and decision-making procedures

• Rules for asset management and distribution

4. Notarizing the Articles of Association

Once the foundation documents are prepared, they must be notarized by a Dutch notary. This step gives your foundation legal validity under Dutch law.

Process:

• Review of documents by a qualified notary

• Official notarization ceremony (can often be done remotely)

• Issuance of a notarial deed

5. Registering with the Dutch Chamber of Commerce (KvK)

With notarized documents in hand, the next step is to register your foundation with the Dutch Chamber of Commerce (Kamer van Koophandel, or KvK).

Registration Details:

• Filing of foundation details and notarized articles

• Assignment of a unique KvK number

• Inclusion in the Dutch Trade Register

6. Obtaining a Registered Address

Every Dutch Foundation must have a registered address in the Netherlands. This address is used for official correspondence and is listed in public records.

Address Options:

• Physical office space in the Netherlands

• Virtual office service (included in House of Companies’ annual subscription)

Costs Breakdown

Understanding the costs involved in setting up and maintaining a Dutch Foundation is crucial for proper planning. Here’s a detailed breakdown:

Initial Setup Costs:

1. Formation Fees: €1,800

   • Includes notary fees and document preparation

   • Covers legal review and customization of foundation documents

2. Government Fees: €80

   • Official registration fee with the Dutch Chamber of Commerce

3. Annual Portal Subscription: €995

   • Includes the required local registered address in the Netherlands

   • Provides access to our management portal for ongoing administration

Total Initial Cost: €2,875

Ongoing Annual Costs:

House of Companies offers a Integrated Tech Package to manage your Dutch Foundation at an annual for €1,000 (excluding VAT). This package includes:

• Branch Office registration (optional)

• Application of e-herkenning for accessing Dutch online government portals (optional, third-party fees apply)

• Application for VAT number and EORI number

• Registration as an employer

• Quarterly VAT Analysis + Playbooks for self-service filing

• Annual Corporate Analysis + Playbooks for self-service filing

• Handling of corporate tasks without third-party fees

• Assistance with opening a business bank account

• Dutch postal address (statutory seat available at an extra charge of €750 per year)

Additional Services and Features

Our annual subscription provides access to a range of valuable services and tools:

1. AI-Powered Accounting Portal:

   • Easy upload of invoices, bank statements, and financial documents

   • Real-time tracking of P&L and balance sheet

2. Comprehensive Playbooks:

   • Guidance on submitting corporate tax returns

   • Instructions for accessing Dutch tax portals

3. AI-Powered Legal Document Drafting:

   • Creation of shareholder agreements, board resolutions, and more

4. Business Operation Guides:

   • Playbooks on registering trademarks

   • Guidance on onboarding your first employee

   • Other essential business operations

5. Optional Tax Filing Services:

   • Starting at €85 per return (if you prefer not to use the self-service option)

Comparison with Traditional Accounting/Formation Agent Fees

To highlight the cost-effectiveness of House of Companies’ services, let’s compare our fees with those of traditional accounting and formation agents:

Service	House of Companies	Traditional Agents
Initial Setup	€2,875	€3,000 - €5,000
Annual Support	€1,000	€3,000 - €5,000
Registered Address	Included	€500 - €1,000
Accounting Software	Included	€500 - €1,000
Legal Document Drafting	Included	€1,000 - €2,000
Total Annual Cost	€1,000	€5,000 - €9,000

As you can see, House of Companies offers a comprehensive package of services at a fraction of the cost of traditional agents. Our innovative approach, leveraging AI and self-service options, allows us to provide high-quality support while keeping costs low for our clients.

Timeline

The process of establishing a Dutch Foundation typically takes 2-3 weeks from start to finish. However, this can vary based on the complexity of your foundation and the promptness of document submission.

Estimated Timeline:

• Order form submission and initial review: 1-2 days

• Document preparation and notarization: 5-7 days

• KvK registration: 3-5 business days

• Address setup and final processing: 2-3 days

Conclusion

Registering and managing a Dutch Foundation through House of Companies offers a streamlined, cost-effective process with expert guidance every step of the way. From the initial order form submission to ongoing annual support, our team ensures a smooth and efficient setup and operation of your foundation.

By leveraging our comprehensive services and innovative tools, you can focus on your foundation’s core objectives while we handle the complexities of Dutch corporate and tax compliance.

Use eBranch to establish your Dutch Foundation

Our approach not only saves you money compared to traditional agents but also empowers you with the knowledge and tools to manage your foundation effectively.

Remember, while this guide provides a comprehensive overview, each foundation’s needs may vary. Don’t hesitate to reach out to our team for personalized advice and assistance throughout the registration process and beyond.