How to Get Set Up to Lease a Warehouse in the Netherlands

Before a Dutch landlord hands over the keys, they need to know exactly who they are signing with. For a company coming from abroad that means a Dutch legal entity, a KvK registration, a local business bank account and a credible covenant. None of it is difficult, but landlords rarely proceed without it, so it pays to get set up, or at least get the process moving, before you fall in love with a building.

Why landlords ask for all this

A Dutch commercial lease is typically a five- or ten-year commitment. The landlord is underwriting years of rent against your covenant, so they want a registered counterparty they can hold to the contract, a bank account the deposit and rent come from, and enough financial comfort, accounts, a parent-company guarantee, or a bank guarantee, to cover the risk. The clearer and stronger your position, the better the terms and incentives you can negotiate.

The checklist: what you need in place to lease

• A Dutch legal entity. Usually a Dutch BV (private limited company) or a registered branch of your existing company. Both can sign a lease; which is better depends on tax and liability, so take local advice.
• KvK registration. The entity must be registered with the Dutch Chamber of Commerce (Kamer van Koophandel). The KvK number is the first thing a landlord or agent will ask for.
• A Dutch business bank account. Needed in practice for the deposit and the monthly rent. Opening one as a foreign-owned company involves KYC and UBO checks and can take several weeks, start it early.
• A VAT (BTW) number. If you trade in the Netherlands you will register for VAT; most commercial leases are let subject to VAT.
• Covenant or security. Company accounts, a parent-company guarantee, or a bank guarantee or rent deposit (commonly three months). This is what actually unlocks better terms.
• UBO registration. Dutch entities must register their ultimate beneficial owners; landlords and banks expect this to be in order.

What you can run in parallel with the search

You do not have to finish every step before you start looking. In practice we run the warehouse search alongside your setup: shortlisting and viewing while the BV, bank account and VAT registration are being finalised, and timing heads of terms so the entity is ready to sign. What you cannot do is expect a landlord to hold a unit for an unregistered, unbanked counterparty, so the earlier the paperwork is moving, the stronger your hand.

How we help

Staal Real Estate represents the tenant only. We will tell you honestly where you stand, run the search around your timeline, and bring in trusted local partners, corporate, tax, banking and legal, where you need them, so the property and the paperwork land together. If you are already established in the Netherlands, we move straight to search and terms. For how the lease itself works once you are set up, read our guide to leasing warehouse space in the Netherlands.

Frequently asked questions