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Order Intake Form

Order Intake Form Template for Netherlands

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Key Requirements PROMPT example:

Order Intake Form

"I need an Order Intake Form for my manufacturing business that will be implemented by March 2025, with detailed technical specification sections and the ability to handle bulk orders from business clients, compliant with Dutch industrial standards and GDPR requirements."

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Document background
The Order Intake Form serves as a crucial document for businesses operating in the Netherlands to formally capture and process customer orders. This document is designed to comply with Dutch civil law, EU consumer protection regulations, GDPR, and Dutch VAT requirements. It should be used whenever a business needs to formally record a customer's order, whether in B2B or B2C contexts. The form captures essential information including customer details, order specifications, delivery requirements, and payment terms, while incorporating necessary legal disclaimers and consent mechanisms. It's particularly important for maintaining proper business administration as required by Dutch law and ensuring clear communication between parties regarding order details and terms.
Suggested Sections

1. Customer Information: Essential details including company name (for B2B) or individual name (for B2C), registration/ID numbers, contact details, and billing address

2. Delivery Information: Shipping address and preferred delivery instructions if different from billing address

3. Order Details: Product/service specifications, quantity, unit price, total price, and any specific requirements or customizations

4. Payment Information: Payment terms, method, and banking details in compliance with Dutch financial regulations

5. VAT Details: VAT number (for B2B) and applicable VAT rate in compliance with Dutch VAT Act

6. Terms Acceptance: Reference to standard terms and conditions with checkbox for acceptance

7. GDPR Consent: Data processing consent and privacy notice acknowledgment in compliance with GDPR

Optional Sections

1. Consumer Right of Withdrawal: Mandatory for B2C transactions only - information about the 14-day cooling-off period under EU consumer protection laws

2. Special Delivery Instructions: Optional field for specific delivery requirements or time preferences

3. Purchase Order Reference: For B2B transactions where customer's PO number needs to be referenced

4. Discount Code Section: Optional field for promotional or discount code application

5. Special Requirements: For custom orders or specific service requirements

6. Cost Center Information: For B2B customers requiring internal cost allocation

Suggested Schedules

1. General Terms and Conditions: Standard terms and conditions referenced in the order form

2. Product/Service Specification Sheet: Detailed specifications of products or services being ordered

3. Price List: Current applicable price list or rate card

4. Privacy Notice: Detailed privacy policy and data processing information as required by GDPR

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Retail

Manufacturing

Professional Services

Technology

E-commerce

Wholesale

Construction

Healthcare

Telecommunications

Engineering

Consumer Goods

Industrial Equipment

Software and IT

Consulting

Relevant Teams

Sales

Customer Service

Order Processing

Legal

Compliance

Finance

Operations

Administration

Commercial

E-commerce

Relevant Roles

Sales Manager

Account Executive

Order Processing Specialist

Customer Service Representative

Sales Operations Manager

Business Development Manager

Commercial Director

Administrative Assistant

Legal Counsel

Compliance Officer

Finance Manager

Operations Manager

E-commerce Manager

Procurement Officer

Industries
Dutch Civil Code (Burgerlijk Wetboek): The fundamental law governing contract formation, validity, and enforcement in the Netherlands, particularly Book 6 on General Contract Law and Book 7 on Specific Contracts
EU General Data Protection Regulation (GDPR): Regulates the collection and processing of personal data, requiring specific disclosures and consent mechanisms when collecting customer information through order forms
Dutch Implementation of EU Consumer Rights Directive: Provides specific requirements for information that must be provided to consumers before they enter into a contract, including right of withdrawal for distance selling
Wet op de omzetbelasting 1968 (Dutch VAT Act): Specifies requirements for VAT information that must be included on order forms and subsequent invoices
Telecommunications Act (Telecommunicatiewet): Contains provisions relevant to electronic commerce and online order forms, including rules about cookies and electronic communication
Dutch Bookkeeping Act (Wet op de administratieplicht): Stipulates requirements for maintaining proper business records, including order documentation and administration
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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