Mandate service provided by officials: Requirements for foreign documents

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

General requirements

• The documents must be original and certified. 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 document must not be more than 6 months old when the application is submitted to the Digital and Population Data Services Agency.

The following documents must be appended to the mandate application

1. Documents proving the right to sign

The right to sign may be proven, for example, with an extract from a foreign trade register or with another reliable document that shows who has the right to sign on behalf of the organisation.

The document must be

• an original official register extract that has been signed or stamped by the registrar. If the registrar does not sign the extract, extracts that have been certified, signed or stamped by a notary or a notary public are accepted,
  
  or
   
• another original and reliable document certified by a notary public.

If the document is not in Finnish, Swedish or English, an official and original translation into one of these languages must be submitted.

2. Certified copy of a passport or identity card

An original copy of a valid foreign passport or identity card of each person who has signed the application by hand must be appended to the application.  

• An identity card is accepted for identification only if the person is a citizen of an EEA country, San Marino or Switzerland.
• The copy must be certified by a competent authority. Find out which authority certifies identity documents in your country. A competent authority may include, for example, a notary public, the police or the judicial authorities.
• The certified copy may be no more than 6 months old.

The signatory may also identify themselves at a service location of the Digital and Population Data Services Agency by showing a valid identity document.
If the certification is not in Finnish, Swedish or English, an official translation into one of these languages must be submitted.

Do the following

The documents must always be submitted together with the mandate application and any other required appendices. The documents may be sent by post or delivered to a service location of the Digital and Population Data Services Agency.

Documents sent by post should be addressed to: Digital and Population Data Services Agency, PO Box 1003, FI-00531 Helsinki, Finland

If you deliver the documents to the Digital and Population Data Services Agency, check the opening hours and practices of the service location on its website. Some service locations operate by appointment only.

• Service locations of the Digital and Population Data Services Agency
• Booking an appointment