The Shareholder Confirmation Letter is a crucial document in Dutch corporate practice, commonly used to provide formal verification of share ownership for various purposes. It is typically required in situations such as bank loan applications, regulatory compliance, corporate due diligence, or investment transactions. The document must be prepared in accordance with Dutch law, particularly the Dutch Civil Code (Burgerlijk Wetboek) and relevant financial regulations. The letter typically includes specific details about the shareholding, such as the number and class of shares, percentage ownership, and any applicable restrictions. It must be issued by an authorized representative of the company and may require supporting documentation from the shareholders' register or commercial register (Handelsregister).
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1. Letter Header: Company letterhead, date, and reference number
2. Addressee Details: Full name and address of the recipient of the confirmation letter
3. Subject Line: Clear indication that this is a Shareholder Confirmation Letter
4. Company Information: Legal name, registration number, and registered address of the company whose shares are being confirmed
5. Shareholder Information: Full details of the shareholder(s) including name, address, and identification details
6. Shareholding Details: Specific confirmation of number of shares held, class of shares, percentage of total issued share capital, and nominal value
7. Confirmation Statement: Explicit confirmation of the shareholding status and its validity as of the date of the letter
8. Authority Statement: Statement of the authority of the person signing the confirmation
9. Signature Block: Space for signature, name, and title of the authorized signatory
1. Purpose Statement: Used when the confirmation is required for a specific purpose (e.g., bank loan, regulatory filing)
2. Historical Information: Include when confirmation of past shareholding periods or changes is required
3. Share Transfer Restrictions: Add when relevant transfer restrictions need to be mentioned
4. Voting Rights: Include when specific voting rights or arrangements need to be confirmed
5. Dividend Rights: Add when confirmation of dividend entitlements is required
6. Encumbrance Statement: Include when confirmation of whether shares are encumbered or free from liens is needed
1. Extract from Shareholders Register: Copy or extract from the company's official shareholders register
2. Corporate Authorization: Evidence of authority to issue the confirmation (e.g., board resolution)
3. Share Certificates: Copies of relevant share certificates if applicable
4. Chamber of Commerce Extract: Recent extract from the Dutch Commercial Register showing company details
Relevant legal definitions
Clauses
Relevant Industries
Financial Services
Banking
Corporate Services
Legal Services
Investment Management
Private Equity
Venture Capital
Real Estate
Technology
Manufacturing
Retail
Healthcare
Energy
Infrastructure
Professional Services
Relevant Teams
Legal
Corporate Secretariat
Compliance
Corporate Governance
Executive Management
Finance
Investor Relations
Corporate Affairs
Administrative Support
Investment Management
Relevant Roles
Company Secretary
Corporate Lawyer
Legal Counsel
Compliance Officer
Chief Legal Officer
Board Member
Managing Director
Chief Executive Officer
Chief Financial Officer
Corporate Governance Officer
Legal Administrator
Corporate Services Manager
Shareholder Relations Manager
Investment Manager
Corporate Affairs Director
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