Excerpt from the Trade Register: What is it and when do you need it as a self-employed entrepreneur?

When you start a business as a self-employed entrepreneur in the Netherlands, you probably think first about registering with the Chamber of Commerce (KvK). But what many starters overlook is how often you’ll need an excerpt from the Trade Register afterward. This document isn’t just a formality—it’s your access ticket to all kinds of business opportunities.

Why the KvK excerpt matters more than you think

An excerpt from the Trade Register is official proof of your registration with the KvK. It neatly lists your company details, such as:

• the name of your business and its legal form

• KvK number and business address

• date of establishment

• your business activities

• who is authorized to sign

Think of this document as your company’s ID card. Without it, you’ll hit roadblocks in various administrative or financial processes.

Tip: Not registered yet? Read our article on how to check your business name with the KvK.

When you’ll need an excerpt

Many self-employed entrepreneurs only realize how essential the excerpt is when they run into an issue. Here are some common cases where you’ll need one:

• When opening a business bank account

• When applying for a lease or business insurance

• To rent an office or workspace

• When applying for subsidies or government schemes

• When working with larger clients

Note: Organizations usually require a recent document—no more than three months old—so request it on time.

How and where to request a KvK excerpt

You can easily do this through www.kvk.nl. Search for your company name or KvK number and choose one of two options:

• Digital excerpt (PDF): immediately available for €9.25

• Paper version with stamp: by mail or at a service desk, €18.55

In most cases, the digital version is sufficient. The good news: you can list the cost as a business expense on your income tax return.

Why a screenshot doesn’t count

It might be tempting to send a screenshot of your KvK profile, but that’s not allowed. A screenshot isn’t legally valid proof. Always request the official excerpt and store it in your digital records.

Keep your information up to date

A small detail can have big consequences. If you’ve moved or changed your business activities, don’t forget to update this with the KvK. If the details on your excerpt are incorrect, it can cause delays in applications or business agreements.

An accurate excerpt is also important when submitting your annual accounts.

Summary

An excerpt from the Trade Register might seem like a small administrative detail, but it’s essential for smooth business operations. Always keep a recent version on hand so you can act quickly on new business opportunities.

Need help with your administration?

At Balancify, we help self-employed entrepreneurs with more than just bookkeeping. We make sure your details are accurate, your administration is in order, and you don’t have to worry about a thing.

Let us help you with your KvK matters, VAT returns, and more. Get in touch with us today.