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Rules for Business correspondence

This information is provided by

Netherlands Enterprise Agency, RVO

Business correspondence covers letters, emails, quotes, brochures, fax messages and your website. It also includes invoices, for which additional rules apply. Advertising is not part of your business correspondence. All relevant business correspondence should be kept in your records.

Requirements business stationery

You must always include your trading name and your Dutch Commercial Register number (Handelsregisternummer) on your company stationary. Your websiteExternal link should show your address details, Dutch Commercial Register number and VAT number. 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 number
  • Email address, website, telephone and fax number
  • Your IBAN numberExternal link (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 number). You must also inform your customers about the price, characteristics of the product, method of payment and delivery.

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Questions relating to this article?

Please contact the Netherlands Enterprise Agency (RVO)

+31 (0)88 602 44 44

This information is provided by

Netherlands Enterprise Agency, RVO