Knowledge base › Evidence and declarations
Which trade register extract you need, how old it may be and what it costs in 2026.
Checked on 15-09-2026
An extract from the trade register (Handelsregister) is the official proof that your company is registered with the Netherlands Chamber of Commerce (KVK). It shows the name, address and date of incorporation, and in most cases the officers: who may represent your company. A contracting authority may ask you to show that you are entered in the trade register or a professional register (article 2.98 of the Dutch Public Procurement Act 2012).
The extract also plays a role in the exclusion grounds. With an extract no more than six months old at the time of your tender, you show that you are not bankrupt, not in liquidation and not in a suspension of payments (article 2.89, paragraph 1). For a written application for the Certificate of Conduct for Tenders (Gedragsverklaring aanbesteden, GVA), Justis asks for a recent original extract no older than 14 days.
According to the KVK rate list as of 1 January 2026, viewing an extract online costs €2.95, a digitally certified extract €9.60 and a certified paper extract €19.20. The products on that list are exempt from VAT. You receive the digitally certified extract as a PDF by email within 10 minutes. The paper extract is sent the same day if you order before 15:00 on a working day.
According to KVK, a digitally certified extract is legally equivalent to a paper one and carries a qualified electronic seal. KVK does point out that not all organisations accept a digital extract, and that a printed version loses its value because the certification can no longer be verified.
What this means for you: before you tender, check that the officers and their powers are correct, so that the person signing the tender is listed as authorised. Order the extract shortly before you need it, so that it falls within the required period, and forward a digitally certified copy digitally. Check the tender documents to see whether the authority prescribes a particular form.
These articles explain how public tendering works; they are not legal advice. If you are unsure about a specific tender, ask your question through the clarification round or consult a lawyer.
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