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Rules for business correspondence

This information is provided by

Netherlands Enterprise Agency, RVO

Last updated on

Business correspondence covers letters, emails, quotes, brochures, fax messages, and your website. It also includes invoices, for which additional rules apply. Read more.

You must include certain information in your business correspondence. This way your customer knows who he is dealing with. All relevant business correspondence should be kept in your records. Business correspondence covers:

Advertising is not part of your business correspondence.

Requirements business stationery

On your company stationary you must always include your:

Do you operate a cooperative, mutual insurance society, private company (besloten vennootschap, bv) or public company (naamloze vennootschap, nv)? And is your trade name different from the registered name (the name in the deed of incorporation)? Then 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 as well.

Not compulsory, but useful

Including the following information in your business correspondence 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 account number)

Compulsory information on your website

You must provide complete clarity about the identity of your business (in Dutch). You must include the information on your website, in a logical place. Among others you must state:

  • your full registered name (the name in the deed of incorporation) and trading name
  • address details (physical address)
  • Dutch Business Register number (KVK-nummer)
  • VAT identification number (btw-id)
  • contact details (e-mail address and at least 1 option for direct personal contact)
  • name and address of the supplier (if this is not you but a 3rd party)

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This information is provided by

Netherlands Enterprise Agency, RVO
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