Mandate service provided by officials: Notarisation of foreign documents

Notarisation of a document

The foreign documents appended to the mandate application must be original and notarised.

The authority certifying the authenticity of a document varies by country, thus the instructions for notarisation of a document must be enquired from the authority of the country that issued the document

A Trade Register extract or other account on the authority of the signatories of the application

Foreign register extracts submitted as documents accompanying mandate applications must be the original official extracts issued by a register authority (signed/ stamped). The documents proving the authority of other possible signatories must be original and notarised.

The approved languages of a document are Finnish, Swedish and English. If the document is in another language, it must be translated by an authorised translator.

Copy of foreign passport

An original and notarised copy of the valid foreign passport of the signatory/signatories of the application is also required in the mandate applications.

A certified copy of a foreign passport can be issued by authorities either in Finland or abroad. In Finland a certified copy can be issued, for example, by the notary public of the Digital and Population Data Services Agency.

Other matters to note:

  • Please note that the authorities responsible for notarisation may charge a fee for their services.
  • Notarised documents cannot be older than six (6) months at the time when the application is received for processing.
  • Trade register extracts or other clarifications on the authority of the signatories are only approved in Finnish, Swedish or English.
  • Register extracts in other languages must be translated into one of the above-mentioned languages by an authorised translator.
  • The document can be translated in Finland by an authorised translator.
  • The Finnish National Agency for Education maintains a register of authorised translators in Finland. Contact details of translators can be obtained from the Finnish Association of Translators and Interpreters (SKTL).
  • Further information on authorised translators in other countries is available from the authorities of said country.
  • Any documents submitted as an attachment to an application will not be returned.

Further information:

  1. Ministry for foreign affairs of your own country – Notarisation of documents
  2. Ministry for Foreign Affairs of Finland – Translation of documents