Why is there no general validity period?
The KVK certifies the data at the time of issue. A later change of address, new director or other registration will not alter the document already issued. The old extract remains proof of what was registered at the time, but may be too old for a new check. Therefore, look at the date of issue and the purpose for which the recipient is requesting it.
Who decides how recent it should be?
The receiving organization determines which age it accepts. A bank, client or foreign institution can use its own time limit.'Not older than three months' is not a general KVK rule. Even if you previously used an extract for the same organization, it is wise to check the requirement for this request again. Ask for the period in days or months and from what moment it is calculated.
When is the best time to order?
Order close to the time you need to submit the document. Make sure you leave room for your own control and for any questions from the recipient. If you do not yet know the submission date, first save the KVK number and the document requirements. This is more useful than purchasing an extract that later falls outside the requested period.
Does the digital seal remain valid?
According to the KVK, the electronic seal on a digitally certified KVK extract has an unlimited period of validity. This is about verifying the origin and unaltered content, not about whether the company details are current. A recipient can therefore request a new extract while the seal on your existing PDF is still valid. Save the original file if you want to be able to verify it later.
What if something has changed in the meantime?
Check whether the change is now in the Trade Register before you order again. A new extract shows the data registered at that new issue time. If you expect to prove a director, address or trade name, check whether that information is visible. For example, an extract from a branch may show different information than an extract from the main branch.
Which version suits the recipient?
Ask immediately whether the recipient will accept a digitally certified file or want an original paper extract. A print of the digitally certified PDF does not replace a paper original: the digital seal cannot be checked on paper. Also check the document language. The choice of Dutch or English is independent of the question of how recent the extract must be.
Please check this before placing your order
- What maximum age will the recipient accept, and by what date should you submit?
- Should the extract be digitally certified or original on paper?
- Which language and which registration or establishment does the recipient need?
- Has the information you want to prove already been processed in the Trade Register?
Sources and review
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