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How do you register a business relocation with the KvK?

Christiaan van der Ent ·

You report a business relocation to the Chamber of Commerce (KvK) through the online portal Mijn KvK. You log in with eHerkenning, update the business address in the Trade Register, and the change is processed immediately. This is mandatory as soon as your business moves to a new address. In this article, we answer the most frequently asked questions about the KvK notification for a business relocation, from deadlines to costs and which other authorities you need to inform.

What is the deadline for reporting an address change to the KvK?

You are legally required to report an address change to the KvK within one week after the relocation. This applies to both the business address and the visiting address of your company. If you fail to do this on time, you risk a fine and business contacts may try to reach you at the wrong address.

The one-week deadline is legally established in the Trade Register Act. The Trade Register is the official source that third parties, such as suppliers, customers, and government agencies, consult to verify your business details. An outdated address in the Trade Register can lead to misunderstandings, missed mail, and legal complications.

Practically speaking, it is wise to schedule the change before the moving date. Mijn KvK allows you to enter a future effective date, so the change automatically becomes active on the correct date. This way, you will never fall behind.

What information do you need for the KvK notification of a business relocation?

For the KvK notification of a business relocation, you need the new business address, including postal code and city, the KvK number of your company, and valid login credentials for eHerkenning. If the visiting address differs from the postal address, you enter both addresses separately.

Check in advance whether the new address is correctly registered in the Basic Registration of Addresses and Buildings (BAG). The KvK uses this registration to validate addresses. If your new premises have not yet been included in the BAG, for example at a new construction site, this may delay the notification.

In addition to the address, it may also be necessary to check and update the following information:

  • Phone number and email address of the company
  • Name of the branch, if it differs from the trade name
  • Contact persons or authorized signatories, if these change during the relocation
  • The number of employees at the branch

A business relocation is also a good opportunity to check all other company details in the Trade Register for accuracy. This way, you can take advantage of the notification to update everything at once.

How do you submit an address change through Mijn KvK?

Submitting an address change through Mijn KvK is done in a few steps. You log in to mijn.kvk.nl with eHerkenning (level 1 is sufficient for simple changes), select the relevant company, choose the option for address change, and enter the new address. After confirmation, the change is immediately processed in the Trade Register.

Step by step, the process looks as follows:

  1. Go to mijn.kvk.nl and log in with eHerkenning.
  2. Select the company for which you want to submit a change.
  3. Select “Submit change” and then choose “Address”.
  4. Enter the new business address and verify that the BAG validation succeeds.
  5. If desired, enter an effective date (today or a future date).
  6. Confirm the change. You will receive a confirmation by email.

Don’t have eHerkenning? In some cases, you can request a form from the KvK and submit the change in writing or through a notary. However, this is less common for regular address changes. For most businesses, eHerkenning is the fastest and easiest route.

Please note: if your company has multiple branches, you must submit the address change separately for each branch. A central change for all locations at once is not possible.

Do you need to inform other authorities besides the KvK when relocating a business?

Yes, in addition to the KvK, you must also inform other authorities when relocating a business. The Tax Authority, your bank, insurer, municipality, and UWV are at the top of the list. Many of these parties do not automatically link their data to the Trade Register, so an active notification is required.

Below is an overview of the most important authorities and contacts you need to inform:

Government authorities

  • Tax Authority: Submit your new address through the Tax Authority’s portal or via your tax advisor. This is important for correspondence regarding VAT, payroll tax, and corporate tax.
  • Municipality: Inform the municipality about the new business location, especially if you need a permit for your business activities at the new address.
  • UWV: As an employer, you must report the new address to UWV for payroll administration.

Business contacts and service providers

  • Bank and financial institutions: Update the business address with your business bank accounts and any lenders.
  • Insurer: Business insurance policies are often linked to a specific address. Check whether your policy is still valid at the new location.
  • Suppliers and customers: Send a relocation notice to your regular business contacts in a timely manner, so that orders, invoices, and correspondence arrive at the correct address.
  • Telecom and internet provider: Arrange the connection at the new location well in advance, so that your business communications are not interrupted.
  • PostNL or other mail processors: Arrange mail forwarding for the period immediately after the move.

Don’t forget your own printed materials and digital channels either. Address details on letterheads, business cards, email signatures, and your website need to be updated. A business relocation is also a good opportunity to check whether all listings in online business directories and Google Business Profile are up to date.

What are the costs for an address change at the KvK?

Submitting an address change to the KvK is free of charge. The KvK does not charge any fees for updating the business address in the Trade Register via Mijn KvK. This applies to both sole proprietorships and larger companies with multiple branches.

However, there may be indirect costs associated with a business relocation. Think of notary fees if the statutory seat of a private limited company (bv) or public limited company (nv) changes, as this requires an amendment of the articles of association, which must be processed through a notary. Additionally, costs may arise for updating printed materials, updating your website, or arranging mail forwarding.

If you engage a notary for the amendment of the articles of association, the costs vary depending on the notary and the complexity of the change. Inquire with your notary in advance about the rates, so you are not caught off guard.

What is the difference between a business address and a statutory seat at the KvK?

The business address is the physical location where your company is actually active. The statutory seat is the address established in the deed of incorporation of a legal entity (such as a bv or nv) and determines in which country or municipality the company legally belongs. These are two different pieces of information, each registered separately in the Trade Register.

For sole proprietorships, general partnerships (vof), and partnerships (maatschappen), there is no statutory seat. They only have a business address. The distinction is particularly relevant for private limited companies (bv), public limited companies (nv), and other legal entities.

When relocating a business, the following rules apply:

  • Changing the business address: You do this yourself through Mijn KvK, free of charge and immediately. A notary is not required.
  • Changing the statutory seat: This requires a formal amendment of the articles of association, drawn up by a notary and recorded in a notarial deed. Only then is the change submitted to the KvK. This involves notary fees.

In practice, most companies move to a new business address without changing the statutory seat. The statutory seat does not need to correspond to the physical business address, as long as both are within the same country. Is your company moving from Rotterdam to The Hague? Then you only change the business address. Is your company moving abroad? Then an amendment of the articles of association is almost always required, and legal advice is recommended.

Arranging a business relocation requires good preparation, and the KvK notification is an important part of that. But the administration is only one side of the story. The physical move itself, from office furniture to sensitive equipment, requires a reliable partner who oversees the entire process. With business relocations, we fully relieve our clients of all concerns: from the initial project planning to the last boxes at the new location. As a Royal Warrant Holder and certified project mover with more than 100 years of experience, quality and continuity are central to everything we do. Want to know what we can do for your organization? Contact us and we will be happy to think along with you.

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