Documents required to set up a Dutch company: a checklist for founders from Türkiye

For founders from Türkiye setting up a BV in the Netherlands, the most time-consuming part of the process is not the day at the notary but preparing the documents. The notary, KVK and the bank each ask for different things; many of those documents are issued, translated and apostilled in Türkiye. A single missing or faulty document can push the timeline back by weeks.

This article explains which documents individual and Turkish corporate shareholders need, how sworn translation and apostille work, what the notary and the bank ask for on top, and ends with a checklist you can print. Every file is different: the notary and the bank may request additional documents based on their own assessment.

Documents for individual shareholders and directors

If the shareholder and director are natural persons, the basic list is short. A valid passport, a recent proof of address (a utility bill, bank statement or residence certificate from the last three months) and sometimes your Turkish tax identification number are usually enough. The notary verifies your identity through the power of attorney, so the passport copy must be legible and the name in it must match the passport exactly.

The same documents are required for every director. For directors who do not live in the Netherlands the process is identical; only the proof of address comes from Türkiye.

When a Turkish company will be the shareholder

If the shares will be held by a company in Türkiye, the document set grows. The notary wants to see that the shareholder company exists, who is authorised to sign for it and which natural persons (the UBOs) sit at the end of the chain. Typically requested:

• A current trade registry gazette (ticaret sicil gazetesi) or trade registry extract.
• A notarised signature circular.
• A certificate of activity from the chamber of commerce.
• A board or shareholders’ resolution approving the formation of the Dutch BV and the power of attorney.
• Documents showing the ownership structure of the shareholder company; if that company is owned by other companies, the same documents for every layer of the UBO chain.

In multi-layered structures, documenting the UBO chain can be the hardest part of the file. Keep this in mind when deciding on the structure; in our formation and structuring service we map that chain with you.

Sworn translation and apostille

Documents issued in Türkiye need two steps before they can be used in the Netherlands. First, a sworn translator translates the document into Dutch or English; most notaries accept English, but confirm this at the start. Then the document is apostilled. Because both Türkiye and the Netherlands are parties to the Hague Apostille Convention, no consular legalisation is required; the apostille is obtained in Türkiye through the district governor’s or governor’s office.

Pay attention to which document receives the apostille. Some notaries want it on the original, others on the translation. An apostille on the wrong document is one of the most common mistakes we see, and it sends the process back to the start.

What the notary and the bank need

To prepare the deed the notary needs a few core facts alongside the documents: the company name with a couple of alternatives, the share capital and how shares are divided, who the directors will be and the limits of their authority, the registered address in the Netherlands and a description of the activities. If you will not travel, an apostilled power of attorney is drawn up for the notary. The notary fee is roughly € 1,050 and the KVK registration fee is € 85.

The bank runs a separate review and asks for more than the notary. Documents showing the source of the share capital and initial working funds (bank statements, Turkish company accounts, sales contracts), a short business plan and a summary of expected cash flows are commonly requested. The decision to open an account is the bank’s; we make sure the file is complete.

Common mistakes and the checklist

In our experience the mistakes that delay files fall into a few groups: names and addresses that differ between passport and translation, expired proof of address or trade registry extracts, an apostille on the wrong document, and missing or overly general board resolutions.

The checklist:

• A valid passport copy for every shareholder and director.
• Proof of address from the last three months.
• A Turkish tax identification number where required.
• For a corporate shareholder: trade registry gazette, signature circular and certificate of activity.
• A board resolution for the BV formation and the power of attorney.
• Ownership documents for every layer of the UBO chain.
• Sworn translations of all Turkish-language documents.
• Apostilles on the documents the notary specifies.
• An apostilled power of attorney for the notary.
• Company name, share capital, directors, address and activity details.
• Source-of-funds documents and a short business plan for the bank.

Document preparation is part of our formation packages, which start from € 495; see the pricing page for contents.

Conclusion

Documents are the part of setting up a Dutch company you control most. Files that settle the list early and start translations and apostilles immediately pass the notary and bank stages with far fewer surprises. To work out which documents apply to you, book a free 15-minute intro call through our contact page.