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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:
- fax messages
- invoices (for which additional rules apply)
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)
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. Next to your trade name, and Dutch Commercial Register number, you provide your address details and VAT identification number. You must also inform your customers about the price, characteristics of the product, method of payment and delivery.