Missing personal identity code in the Finnish Trade Register
When a company registers a person with the Finnish Trade Register, the PRH registers the person’s personal identity code. The date of birth is recorded for persons who have no Finnish personal identity code.
The Finnish Trade Register will not have the personal identity codes of the following persons:
- A member of the board of directors, the managing director, the house manager, or a partner who was registered with the Finnish Trade Register before 1994, and no changes have been filed regarding them.
- A foreign national who did not have a Finnish personal identity code when they were registered with the Finnish Trade Register, and they later obtained a Finnish personal identity code.
If the personal identity code is missing from the Finnish Trade Register, the person cannot sign any notifications of changes using our online filing service at ytj.fi. Submit the personal identity code to the Finnish Trade Register so that they can sign notifications online in the future.
Registration is free of charge if you only submit the personal identity code to the register. No evidence of the election of the person is required. Read our instructions below.
How to file a personal identity code with the Finnish Trade Register
File a notification using our online form Ilmoitus kaupparekisteriin in Finnish or Anmälan till handelsregistret in SwedishAvautuu uuteen välilehteen.
Use a form (form Y) applicable to your company, an appendix form and a personal data form.
Save the forms to your computer before filling them in:
- Limited liability companies use
- General partnerships or limited partnerships use
- form Y5, and
- a personal data form.
Fill in the basic details of the company (company name and Finnish Business ID) on page 1 of form Y and tick the box to indicate that you are filing changes with the Finnish Trade Register. Filing the personal identity code only is free of charge. On page 2 under “Additional information to the PRH”, state that you are submitting personal identity codes.
On the appendix form in Finnish or Swedish, fill in the details of each and every registered person in their various positions in the appropriate field.
For example, on page 1 of the appendix form, fill in the details of all registered members of the board of directors of the limited liability company. On page 3 of form Y5, fill in the details of all the partners in the general partnership or limited partnership.
On the personal data form, write the company name and the Finnish Business ID and the name and personal identity code of each registered person in their various positions in the company. See ‘The personal identity codes of all relevant people must be submitted using the same notification’ below.
Please note that you must write the personal identity codes on the personal data form. Do not write the personal identity codes on any other forms.
The personal identity codes of all relevant people must be submitted using the same notification
When there is a need to file the personal identity code of a person with the Finnish Trade Register, you must also file the personal identity codes of all the other registered people in their various positions in the company using the same notification. That is the only way to ensure that you can file notifications online at ytj.fi in future.
First check the registered position of each person in the company’s Trade Register information. One person may have several different registered positions. Each position must be entered into the appropriate section on the notification form.
Use the Virre Information Service to check your company’s current Trade Register information. In the Virre Information Service, you can download electronic Trade Register extracts free of charge. Go to the Virre Information Service.Avautuu uuteen välilehteen
Who should sign the notification
Form Y can be signed by one of the following people:
- Limited liability companies: the managing director or a member of the board of directors
- General partnerships: a partner
- Limited partnerships: a general partner
- A person they have authorised
If an authorised person signs the form, add a certified copy of a special power of attorney, or the original general power of attorney. Procuration rights are not enough to sign the form.
How to file a notification
Log in to the online form in Finnish or Swedish. To log in, you need to have a Finnish personal identity code and additionally one of the following: personal Finnish internet banking codes, a mobile certificate, or an electronic identity card (HST card).
After you have logged in, select what you want to file with the Finnish Trade Register. Attach the forms and send.
How long will the processing take?
See the processing status of notifications.
If your request is urgent, add an accelerated processing request to your notification. Remember to mention the reason for your request.
You can also submit the personal identity code using a notification of changes subject to a fee
You can also submit the personal identity code using a notification of changes in our online filing service at ytj.fi in Finnish and Swedish. The notification is subject to a fee.
Attach evidence of the election of the person, such as a decision of the general meeting or a partnership agreement.
- Read our instructions on how to file changes of the management, representatives and auditors of limited liability companies.
- Read our instructions on how to file changes to the partnership agreement of general partnerships or limited partnerships.
If a person does not have a Finnish personal identity code
If a person without a Finnish personal identity code is registered with the Finnish Trade Register, enclose proof of their existence, such as a copy of their passport or driving licence. The copy must be certified by one person. The copy does not have to be certified by a notary public.
No proof is needed if the person already exists in the Finnish Trade Register or their existence is proven by other documents enclosed with the notification. For instance, branches of a foreign trader must, in most cases, submit an extract from the register in which the foreign trader is entered in their home country together with their start-up notification.
If a person has no permanent place of residence in the European Economic Area (EEA), they may need a permit from the PRH to hold a managerial position or other position of responsibility in a company. Read more about countries outside the EEA and how to apply for a permit.