Dutch at work: meetings, emails, calling in sick and borrels

Many international workplaces in the Netherlands run in English. But the coffee machine talk, the Friday drinks and half of the jokes in the team chat often happen in Dutch — and that's where you really get to know your colleagues. This post gives you the vocabulary and phrases for everyday work situations, plus some cultural background so the Dutch way of working makes more sense.

Workplaces differ a lot, of course: a start-up in Amsterdam, a hospital in Groningen and a family business in Brabant each have their own habits. Treat the cultural notes below as tendencies, not rules.

Core vocabulary

Two words deserve attention.

Overleg is everywhere. It can be a scheduled meeting (Ik zit in een overleg — I'm in a meeting), but also the idea of consulting each other before deciding. The verb is overleggen: Ik overleg even met mijn team. — I'll check with my team first.

Afspraak means both "appointment" and "agreement". Ik heb om drie uur een afspraak is an appointment; Dat was de afspraak means "That's what we agreed". The saying Afspraak is afspraak — a deal is a deal — tells you a lot about Dutch work culture: if you agree to a deadline, people will expect you to keep it, or to tell them early if you can't.

In meetings

Dutch meetings tend to be fairly flat: people at all levels are expected to give their opinion, and decisions are often reached by discussing until there's broad agreement. This is sometimes jokingly called polderen, after the Dutch "polder model" of consensus.

Useful phrases for taking part:

• Zullen we beginnen? — Shall we start?
• Wat staat er op de agenda? — What's on the agenda?
• Mag ik even iets zeggen? — Can I say something?
• Wat vinden jullie ervan? — What do you think of it?
• Kun je dat toelichten? — Can you explain that?
• Wie pakt dit op? — Who will pick this up?
• Ik pak het op. — I'll take care of it.
• Zullen we het zo afspreken? — Shall we agree on that?
• Laten we het daarbij laten. — Let's leave it at that.

Agreeing and disagreeing politely

Dutch colleagues are known for being direct. Someone may tell you plainly that your plan won't work — it's usually meant as honest input, not as an attack. You're allowed to be direct back. Still, there's a polite way to do it, and these phrases help:

Being direct is not the same as being rude, though. Dutch colleagues tend to criticise the plan, not the person. And eerlijk gezegd (to be honest) is a common way to signal that something critical is coming. For more phrases, see giving opinions and modal particles — little words like even and wel make requests much softer.

Work emails

Dutch work emails are usually short and to the point. Most start with Beste + first name, and with colleagues you'll often use je, even with your manager.

• Beste Sanne, — Dear Sanne,
• Hierbij stuur ik je het verslag van gisteren. — Please find attached yesterday's report.
• Zie de bijlage. — See the attachment.
• Kun je hier even naar kijken? — Could you take a look at this?
• Laat maar weten als je vragen hebt. — Let me know if you have any questions.
• Alvast bedankt! — Thanks in advance!
• Met vriendelijke groet, — Kind regards,
• Groet, / Groetjes, — Regards / Cheers (more informal)

Groetjes is friendly and fine with close colleagues, but a bit too casual for a client you don't know. Our post on Dutch emails goes into more detail.

Calling in sick

The verb is zich ziek melden — literally "to report yourself sick". It's reflexive, so the pronoun changes with the person:

• Ik meld me ziek. — I'm calling in sick.
• Ik moet me helaas ziek melden. — Unfortunately I have to call in sick.
• Hij heeft zich vanochtend ziek gemeld. — He called in sick this morning.

When you've recovered, you report back with zich beter melden:

• Ik heb me vandaag beter gemeld. — I reported back as recovered today.

What you have to do exactly — who you call, by what time, and whether you need to talk to de bedrijfsarts (the company doctor) — is set out in your employer's sickness policy, often called het verzuimprotocol. Ask HR or check your contract or staff handbook. Whatever the rules, it's usually appreciated to say whether you can do anything from home:

• Ik heb koorts en blijf vandaag thuis. — I have a fever and I'm staying at home today.
• Ik ben telefonisch bereikbaar. — I can be reached by phone.
• Kun jij mijn overleg van tien uur overnemen? — Could you take over my ten o'clock meeting?

See reflexive verbs for more verbs like this.

Lunch, borrels and birthdays

Lunch. In many Dutch workplaces lunch is simple and fairly short: bread, cheese, maybe soup, often with colleagues in de kantine (canteen) or at your desk. Don't expect a long hot meal at noon; many Dutch people eat their warm meal in the evening.

• Zullen we even gaan lunchen? — Shall we go and have lunch?
• Ga je mee naar de kantine? — Are you coming to the canteen?

The borrel. De borrel is an informal get-together with drinks and snacks, often on a Friday afternoon after work: de vrijdagmiddagborrel. Expect beer, wine, soft drinks and bitterballen. It's not compulsory, but it's the easiest way to practise your Dutch in a relaxed setting.

• Kom je ook naar de borrel? — Are you coming to the drinks too?
• Ik kom even langs. — I'll stop by for a bit.

Birthdays. In many Dutch offices, it's you who brings the treats on your birthday: you trakteert. That could be cake, pastries or something else to share. Colleagues will congratulate you, and often you'll get a card.

• Ik ben vandaag jarig, dus ik trakteer! — It's my birthday today, so the treats are on me!
• Gefeliciteerd! — Congratulations! / Happy birthday!
• Er staat taart in de keuken. — There's cake in the kitchen.

Jarig zijn means "to have your birthday": Wie is er jarig? — Whose birthday is it?

Quick summary

• Overleg (meeting, consultation) and afspraak (appointment, agreement) are key words; afspraak is afspraak.
• In meetings: Wat vinden jullie ervan?, Wie pakt dit op?, Ik pak het op.
• Disagree politely: Daar ben ik het niet helemaal mee eens, Ik zie het iets anders.
• Emails: Beste Sanne, Zie de bijlage, Met vriendelijke groet.
• Calling in sick: Ik meld me ziek; follow your employer's sickness policy.
• Culture: first names, short lunches, the Friday borrel, and you trakteren on your own birthday.

Practise it

Learn the office basics in Office life, practise the phone call in Calling in sick, and take part in Meetings.