Business correspondence requirements
Business correspondence covers letters, e-mails, quotes, brochures, fax messages and your website. It also includes invoices, for which additional rules apply. These additional rules do not apply to the other forms of business correspondence. Advertising is not part of your business correspondence.
What do you need to include on your business correspondence?
You must always include your trading name and Trade Register number (Handelsregisternummer). If you operate a cooperative, mutual insurance society, private company (besloten vennootschap, bv) or public company (naamloze vennootschap, nv) and your trading name differs from the registered name (the name in the deed of incorporation), you must include the full registered name alongside the differing trading name. For a private or public company you must include the registered domicile of the corporate entity alongside the registered name.
Not compulsory, but useful
Including the following information is not compulsory, but it is useful for your customers:
- address of the premises and address for correspondence, including postcode and town;
- e-mail address, website, telephone and fax number;
- your IBAN bank or bank giro account number(s).
Make sure that you include your IBAN number on your invoices and other correspondence.
Extra rules for distance selling
If you do business with consumers via the internet, by phone or by mail order, there are additional rules for your correspondence. Your website must provide complete clarity about the identity of your business. In addition to your address details, you must include your Trade Register number. You must also inform your customers about the price, characteristics of the product, method of payment and delivery.
Please note: You are not obliged to include your VAT number on your website. If you do not do so, you must inform your customers of your VAT number by other means.