Requirements for foreign documents

When you append foreign documents to a mandate application, make sure that they meet the requirements described below.

General requirements

  • All documents must be original and certified for authenticity by a competent authority. 
  • The certified documents must not be more than 6 months old when the application is submitted to the Digital and Population Data Services Agency.
  • The documents will not be returned, so take copies for your own records before sending them.
  • Do not remove any staples or seals attached to the documents.

The following documents must be appended to the mandate application

1. Documents proving the right to sign

You must include a document showing who is authorised to sign on behalf of the organisation.

This can be:

  • An official extract from a foreign trade register, or 
  • Another reliable official document confirming signing rights. 

Requirements

  • The document must be an original and either: 
    • Signed or stamped by the registrar, or  
    • Certified, signed or stamped by a notary public if the registrar has not signed it 
  • It must be no more than 6 months old at the time of submission. 
  • If the document is not in Finnish, Swedish, or English, you must include an official translation into one of these languages.

2. Certified copy of a passport or ID card

You must include a certified copy of a valid identity document for each person who has signed the application by hand. 

Accepted documents:

  • A passport, or 
  • An identity card (only if the person is a citizen of an EEA country, San Marino, or Switzerland) 

Requirements:

  • The copy must be certified by a competent authority (such as a notary public, police, or judicial authority).
  • The certification must be no more than 6 months old at the time of submission. 
  • If the certification is not in Finnish, Swedish, or English, include an official translation.

Alternatively, the signatory can verify their identity in person at a service location of the Digital and Population Data Services Agency using a valid ID.

How to submit your documents

Submit all documents together with your mandate application and any other required attachments 

You can either: