🇳🇱 Netherlands

Registration documents and legal forms Swan accepts for account holders registered in the Netherlands.

Mandatory documents (✓ in the Mandatory column) are required to verify an account holder, regardless of how they're retrieved. All other documents may be requested on a case-by-case basis.

Companies

Legal forms

Legal form (Dutch)	Description
Besloten Vennootschap (BV)	Private Limited Company
Vennootschap onder Firma (VOF)	General Partnership
Commanditaire Vennootschap (CV)	Limited Partnership
Naamloze Vennootschap (NV)	Public Limited Company
Maatschap	Professional Partnership

Accepted documents

Document type (Dutch)	Description	Details	Mandatory
Uittreksel Handelsregister	Proof of Registration	Must be official and dated. Retrieved by Swan from the Chamber of Commerce (KVK).	✓
KVK uittreksel UBO-register	Ultimate Beneficial Owner (UBO) certificate	Official document signed and stamped. Requested if not clearly shown on proof of registration.	✗
Akte van Oprichting	Articles of Association	Must be dated and signed. Must be the most recently published version. If amendments have been made, it must be dated within the last 6 months. Must include company name, objectives, and management structure.	✗
Identiteitsdocument voor elke uiteindelijk begunstigde	Identity document of UBOs	All valid identity documents are accepted. Must be in color (both sides if applicable).	✗
Bewijs van adres voor elke uiteindelijk begunstigde	Proof of address of UBOs	Must be dated within the last 3 months.	✗
Volmacht en het identiteitsbewijs van de wettelijke vertegenwoordiger	Power of Attorney (POA) and identity document of the legal representative	Must be dated (within the last year) and signed. Identity document required if the legal representative is not the account holder. Document must be in color.	✗
PEP-verklaring	Politically Exposed Person (PEP) form	Swan sends this form to the end user (based on your communication preferences). Must be signed and dated.	✗
Financiële overzichten	Financial statements	Most recent annual report or balance sheet. Must be dated within the last 3 months.	✗
Beëdigde verklaring	Sworn statement	Must be signed and dated within the last 3 months.	✗
Organigram	Company structure chart	Internal company document showing the ownership or holding structure.	✗

Self-employed individuals and freelancers

Legal forms

Legal form (Dutch)	Description
Eenmanszaak	Self-employed

Accepted documents

Document type (Dutch)	Description	Details	Mandatory
Uittreksel Handelsregister	Proof of Registration	Must be official and dated. Retrieved by Swan from the Chamber of Commerce (KVK).	✓
Bewijs van adres	Proof of address	Must be dated within the last 3 months.	✗
Aangifte inkomstenbelasting voor ondernemers	Business income tax return	Most recent (previous year). Issued by the Dutch Tax Administration (Belastingdienst).	✗
PEP-verklaring	Politically Exposed Person (PEP) form	Swan sends this form to the end user (based on your communication preferences). Must be signed and dated.	✗

Associations and foundations

Legal forms

Legal form (Dutch)	Description
Stichting	Foundation
Vereniging met volledige rechtsbevoegdheid	Association with full legal capacity
Vereniging met beperkte rechtsbevoegdheid	Association with limited legal capacity
Vereniging van Eigenaren (VvE)	Homeowners association

Accepted documents

Document type (Dutch)	Description	Details	Mandatory
Uittreksel Handelsregister	Proof of Registration	Must be official and dated. Retrieved by Swan from the Chamber of Commerce (KVK).	✓
KVK uittreksel UBO-register	Ultimate Beneficial Owner (UBO) certificate	Official document signed and stamped. Requested if not clearly shown on proof of registration.	✗
Akte van Oprichting	Articles of Association	Must be dated and signed. Must be the most recently published version. If amendments have been made, it must be dated within the last 6 months. Must include company name, objectives, and management structure.	✗
Notulen vergadering	Meeting minutes, house rules, member list, voting records, or board member documents	Only required once members or investors are onboarded. Not required for Foundations. Must be the latest versions. Signed by attendees.	✗
Bewijs van adres	Proof of address	Must be dated within the last 3 months.	✗
Aangifte vennootschapsbelasting	Business income tax return	Most recent (for the previous year). Issued by the Dutch Tax Administration (Belastingdienst).	✗
Volmacht en het identiteitsbewijs van de wettelijke vertegenwoordiger	Power of Attorney and identity document of the legal representative	Must be dated (within the last year) and signed. Identity document required if the legal representative is not the account holder.	✗
Identiteitsdocument voor elke uiteindelijk begunstigde	Identity document of UBOs	All valid identity documents are accepted. Must be in color (both sides if applicable).	✗
Bewijs van adres voor elke uiteindelijk begunstigde	Proof of address of UBOs	Must be dated within the last 3 months.	✗
Organisatiestructuur / Organogram	Governance structure documentation	Required when the association's governance structure is complex or not clear from other documents. Provided by the account holder.	✗
Lidmaatschapsovereenkomst	Membership agreement	Must include member names, terms, and conditions of membership.	✓
PEP-verklaring	Politically Exposed Person (PEP) form	Swan sends this form to the end user (based on your communication preferences). Must be signed and dated.	✗

Cooperatives

Legal forms

Legal form (Dutch)	Description
Coöperatie (UA)	Cooperative

Accepted documents

Document type (Dutch)	Description	Details	Mandatory
Bedrijfsprofiel - KVK extract	Proof of Registration	Must be official and dated. Retrieved by Swan from the Chamber of Commerce (KVK).	✓
Lidmaatschapsovereenkomst	Membership agreement	Must include member names, terms, and conditions of membership.	✓
Akte van Oprichting	Articles of Association	Must be dated and signed. Must be the most recently published version. If amendments have been made, it must be dated within the last 6 months. Must include company objectives and management structure.	✗
KVK uittreksel UBO-register	Ultimate Beneficial Owner (UBO) certificate	Official document signed and stamped. Requested if not clearly shown on proof of registration. If not available, a membership certificate, share certificate, or UBO confirmation letter may be accepted. Screenshots of the UBO declaration to KVK are not accepted.	✗
Notariële oprichtingsakte (inclusief lijst van bestuurders)	Notarial deed of incorporation (with list of directors)	Includes the appointment of board members in the final provisions (Slotbepalingen).	✓
Notulen vergadering	Meeting minutes, house rules, member list, voting records, or board member documents	Only required once members or investors are onboarded. Must be the latest versions. Signed by attendees. Not mandatory for cooperatives less than 1 year old.	✗
Bewijs van adres	Proof of address	Must be dated within the last 3 months.	✗
Financiële overzichten	Financial statements	Most recent annual report or balance sheet. Dated within the last 3 months.	✗
Volmacht en het identiteitsbewijs van de wettelijke vertegenwoordiger	Power of Attorney and identity document of the legal representative	Must be dated (within the last year) and signed. Identity document required if the legal representative is not the account holder.	✗
Identiteitsdocument voor elke uiteindelijk begunstigde	Identity document of UBOs	All valid identity documents are accepted. Must be in color (both sides if applicable).	✗
Bewijs van adres voor elke uiteindelijk begunstigde	Proof of address of UBOs	Must be dated within the last 3 months.	✗
PEP-verklaring	Politically Exposed Person (PEP) form	Swan sends this form to the end user. Must be signed and dated.	✗