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Business correspondence covers letters, emails, quotes, brochures, fax messages and your website. It also includes invoices, for which additional rules apply. All relevant business correspondence should be kept in your records. Advertising is not part of your business correspondence.
Requirements business stationery
You must always include your trading name and your Dutch Commercial Register number (Handelsregisternummer) on your company stationary. Your website should show your address details, Dutch Commercial Register number and VAT identification number (btw-id). If you operate a cooperative, mutual insurance society, private company (besloten vennootschap, bv) or public company (naamloze vennootschap, nv) and your trading name differs from the registered name (the name in the deed of incorporation), you include both the full registered name and your trading name in your business correspondence. For a private or public company you must include the registered office address (place of business) of the corporate entity alongside the registered name.
Not compulsory, but useful
Including the following information is not compulsory, but it may be useful for your customers:
- address of the premises and address for correspondence, including postcode and town
- your VAT identification number
- email address, website, telephone and fax number
- Your IBAN number (bank or bank giro account number)
Extra rules for distance selling
If you trade online with consumers, by phone or by mail order, there are additional rules for your stationery. Your website must provide complete clarity about the identity of your business (address details, Dutch Commercial Register number and VAT identification number). You must also inform your customers about the price, characteristics of the product, method of payment and delivery.