For foreign staffing suppliers and their Dutch clients
Supplying workers in the Netherlands: document checklist
Before your workers start a Netherlands assignment, prepare the company details, the employment and supply chain, and the relevant worker and assignment evidence. The exact documents depend on how the work is organised, the workers involved and the client’s requirements. A client checklist is not a legal clearance to start work.
Use this guide to prepare a discussion between the foreign supplier and Dutch client. For the official hirer checks, start with the Netherlands Labour Authority checklist.
Has your Dutch client asked for documents?
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First establish who supplies, employs and directs the workers
Identify the contracting supplier, formal employer, Dutch client and any intermediaries. Record where the work happens and who supervises it. A staffing assignment and an independently managed subcontract are different arrangements; a label in the contract does not settle the facts. KVK explains the test for supplying workers and foreign-business registration.
Do not apply one universal checklist to every foreign contractor. Have any uncertainty about your role or the applicable route reviewed before treating a missing record as a simple administrative gap.
A practical document checklist for your Dutch client
The table below is a preparation framework. Some items support legal checks; others depend on your agreement, sector or assignment. Ask the client which evidence it needs, for what purpose and through which secure channel.
| Record group | Prepare or clarify | Purpose and scope |
|---|---|---|
| Company identity | Exact legal name, registration details, relevant KVK activity and invoice entity. | Connect the contract and evidence to the same supplier. KVK guidance. |
| Supply chain and assignment | Employer, intermediaries, client, work location, dates, roles and supervision. | Practical starting point for deciding which checks apply. |
| Certification and payment checks | Relevant SNA registration, if held, and requested g-account information. | Check applicable conditions and contractual requirements; neither is universal proof of compliance. Official hirer checklist. |
| Identity and work rights | Arrange identity verification and the evidence required for the individual’s right-to-work assessment. | Nationality, status and arrangement matter. Do not assume a permit from another country settles Netherlands work. Posted third-country workers. |
| Social insurance | Relevant A1 certificate or a clearly recorded pending question, linked to the worker and assignment. | A1 concerns social insurance, not work permission. See official A1 and worker checks. |
| Posting notification | Where required, assignment notification details and the client’s verification. | Check applicability and exceptions first. Official notification process. |
| Employment and payroll records | Relevant contracts, payslips, hours and payment evidence, with an owner who can retrieve them. | Administrative availability duties are distinct from sending a complete file to a client. WagwEU records guidance. |
| Terms and site requirements | Applicable employment conditions and agreed role, qualification and safety information. | Request the client’s input and check sector-specific requirements. Official employment conditions. |
Having evidence available is different from sharing every document
The official posting guidance lists contracts, payslips, time records, A1 forms and payment evidence among records that must be available for relevant posted assignments. This does not make every client request a legal obligation to send an unrestricted employee file. Read the administrative obligations.
For agency workers, the Labour Authority distinguishes identity-recording rules for EEA/Swiss workers from those for other nationals. Do not routinely send passport copies for everyone. Follow the official identity guidance and have the appropriate reviewer confirm the basis and scope of any disclosure.
As a practical safeguard, agree who receives records, which information is necessary, how it is protected and who can access it. Keep passports and worker files out of the initial enquiry email or website form.
Turn missing documents into an action list
- Agree the assignment. Link each request to a supplier, worker or placement.
- Record the reason. Distinguish a statutory requirement, a client condition and a point awaiting advice.
- Assign an owner and date. Record who will obtain, review or clarify the evidence.
- Keep uncertainty visible. A pending application or uploaded file is not the same as an approved status or completed check.
- Follow changes. Review the records affected by a replacement worker, new work location or changed assignment period.
This is an organising method, not an official inspection standard. Admitta helps organise company, worker and placement records and follow up on missing or expiring evidence. Explore the Admitta platform. Legal assessments, official applications and inspections remain separate work.
Questions from foreign suppliers
Does a document checklist replace WTTA admission?
No. This page concerns assignment preparation across several types of evidence. For your company’s admission route, use the WTTA assessment page and WTTA-specific checklist.
Our client asks for SNA. Is that the same as WTTA?
No. Keep the certificate, any customer condition and the statutory admission route as separate questions. The official foreign-lender guidance explains the WTTA routes.
Can crew agencies use this checklist?
Use it as a starting point, with sector-specific review. Inland shipping assignments can raise additional questions about routes, posting exceptions and crew records. Read the crewing preparation guide.
Can we start if one document is still missing?
This checklist cannot authorise a start. Identify what is missing, why it is needed and who must decide. An unresolved work-right or registration question is different from a client’s preferred file format.
Related: WTTA for foreign companies · Dutch hirer’s liability guide.