Where does the email end up?
The KVK will send the extract to the e-mail address specified for delivery. Therefore, please check every character of that address when ordering. Preferably use an inbox that you can access yourself, even later. A payment confirmation or order status is not the same as the KVK email with the certified document. For an order with multiple products, other files may arrive via a different route.
When will the email arrive?
The KVK emails the digital extract after it has processed the paid order. In our ordering process, that step starts only after payment and processing. Check your inbox and spam folder while you wait. Keep your order details so we can trace the request if the email does not arrive.
What if the attachment is missing?
First open the entire email and check whether your email program is hiding the attachment. In the case of an invisible attachment, the KVK advises you to forward the received email to yourself and then save the file. Use a PDF reader when a quick preview shows nothing. If the entire KVK email is gone, also check spam and any filters on your business mailbox.
How do you keep the original?
Save the received PDF without editing it. Give it a recognizable name or save it in a folder with the KVK number and the date of issue; the contents of the file do not have to change. If desired, also save the KVK email. A screenshot, recreated PDF, or paper printout is not a substitute for the original certified file. Make a regular backup if the document may be needed again later.
How do you forward the extract?
Ask the recipient whether they will accept a digitally certified extract. If so, forward the KVK email or the unchanged PDF digitally. The recipient can check the electronic seal in a suitable PDF reader. Do not print the file for use as certified evidence: the digital seal cannot be verified on paper. If the recipient requests a paper original, order that form.
What do you do if there is still nothing?
First, make sure you are viewing the correct email address and order. Then contact us at help with your order and include your order number and the email address used. We can then investigate the status of our application. Do not immediately place a second paid order via our site: this could lead to a duplicate order.
After receipt: four short checks
- Open the KVK email and check whether the PDF attachment is visible.
- Compare company name, KVK number and issue date with your order.
- Save the original PDF unchanged and keep the email.
- Ask the recipient whether a digital file is sufficient and forward that file digitally.
Sources and review
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