Frequently Asked Questions

Here you'll find answers to the most common questions our clients ask about the Dutch VAT and OSS registration processes.

📧 a) How do I send documents to you?

Please reply directly to the email thread with your Registration Assistant.

Using the original email thread helps us:

• Keep all communication together
• Track your registration progress
• Maintain a complete document history
• Reduce delays caused by missing information

📌 Please avoid creating new email threads for the same registration case.

📋 b) What do I do next?

Once you have submitted:

• Your completed registration forms
• All requested supporting company documents

your Registration Assistant will review the information carefully.

If everything is complete and accurate, you will receive the final registration documents for:

• Review
• Signature
• Return to hellotax

Please also refer to:

👉 [NEXT STEPS]

for a detailed overview of the registration process.

⏳ c) How long does the registration process take?

Processing times can vary depending on:

• The complexity of the application
• The information provided
• Whether additional clarification is required
• The workload of the Dutch Tax Authority (Belastingdienst)

Typical processing times are:

🇪🇺 EU Companies: approximately 2–6 weeks

🌍 NON-EU Companies: approximately 4–8 weeks

⚠️ These timeframes are estimates only and are controlled entirely by the Dutch Tax Authority.

⚡ d) Can the registration process be speeded up?

Unfortunately, no.

Once the application has been submitted, processing times are determined by the Dutch Tax Authority.

We will always:

✅ Prepare your application as quickly as possible

✅ Respond promptly to any tax authority requests

✅ Help minimise avoidable delays

📄 e) Why must my company documents be less than 6 months old?

The Dutch Tax Authority may require recently issued company documents to confirm that:

• The company remains active
• The legal structure is unchanged
• The company information remains accurate

Older documents may result in:

• Requests for updated documentation
• Delays in processing
• Additional verification requests

Please also see:

👉 [MY DOCUMENTS]

💬 f) What is the best way to communicate?

Please continue using the original email thread relating to your registration.

This helps:

• Keep communication organised
• Prevent duplicate requests
• Ensure all parties have access to the same information

🛟 g) What support is available?

For this package, you will receive support from:

• Your Registration Assistant
• Your Account Manager

You may contact us by email at any time.

📌 We normally respond within 1 business day.

📁 h) Will I receive a file reference number or tax office contact person?

The Dutch Tax Authority does not typically provide a dedicated contact person for VAT registrations.

However:

• Your application may be assigned an internal reference number
• This reference may appear on future correspondence from the tax authority

Please keep all correspondence for your records.

💻 i) Can I access the Dutch tax portal directly?

Direct access depends on the circumstances of your registration and the permissions available.

Most clients manage their Dutch VAT obligations through:

• VATjar
• Their hellotax Account Manager
• Their Registration Assistant

If direct tax authority access is required, additional arrangements may be necessary.

📨 j) How is the registration application submitted?

Applications are generally submitted electronically to the Dutch Tax Authority.

Depending on the registration type, additional documentation or follow-up correspondence may be required.

In some cases:

• A confirmation of receipt may be issued
• Additional information may be requested before processing continues

📄 k) Do company documents also need to be less than 6 months old for OSS registration?

Usually not.

The requirement for recently issued company documents mainly applies to:

• New VAT registrations
• Changes to company information

However, updated documentation may occasionally be requested during the OSS registration process.

🔒 l) Are my documents secure?

Yes.

All documents submitted to hellotax are stored securely and processed in accordance with:

✅ GDPR requirements

Your documents are only shared where necessary with:

• Your Registration Assistant
• hellotax VAT specialists
• Relevant tax authorities
• Authorised third parties involved in the registration process

🛒 m) Can I trade before the VAT number is issued?

Businesses may generally begin trading before the Dutch VAT number has been issued.

However:

📌 You cannot use a Dutch VAT number on invoices until it has officially been assigned.

📌 Additional reporting requirements may arise once registration is completed.

📌 Historical transactions may need to be reported once the registration process is finalised.

If you plan to hold stock in the Netherlands or commence taxable activities before registration is completed, please discuss this with your Registration Assistant.

📦 n) What additional information may ecommerce sellers need to provide?

The Dutch Tax Authority may request additional operational information, including:

• Marketplace details (Amazon, Bol.com, Shopify, etc.)
• Warehouse locations
• Stock movement information
• Supply chain details
• Expected sales volumes
• Evidence of taxable activities in the Netherlands

Providing complete and accurate information early in the process can help reduce delays.

🌍 o) What is the difference between a Dutch VAT registration and OSS registration?

Dutch VAT Registration

A Dutch VAT registration may be required where a business has a direct VAT obligation in the Netherlands, such as:

• Holding stock in the Netherlands
• Making local Dutch sales
• Importing goods into the Netherlands

OSS Registration

The One Stop Shop (OSS) scheme allows eligible businesses to report certain EU B2C sales through a single quarterly return instead of obtaining multiple VAT registrations across the EU.

📌 A Dutch VAT registration and OSS registration are separate processes and one does not automatically replace the other.

🤝 Need Help?

If you have questions about your Dutch VAT or OSS registration, please contact your Registration Assistant or Account Manager.

Our team will be happy to guide you through the process and provide updates on your application status.