Changes – branch of a foreign trader

The branch of a foreign trader is obliged to notify the Trade Register of any changes or additions to the registered information immediately after the change.

We register the following details about a branch:

  • the company name of the branch
  • the address and contact details of the branch
  • the persons authorised to sign the company name of the branch
  • the company name, legal form and type of business (line of business) of the trader
  • the persons authorised to represent the trader as a statutory body or as members of such body (for example, the board of directors of the company)
  • the representative (section 6(3) of the Finnish Act on the Right to Carry on a Trade (Laki elinkeinon harjoittamisen oikeudesta 122/1919)

Other details that we register:

  • the financial statements
  • the auxiliary company name and the business run under it
  • the parallel company name
  • the holders of procuration
  • the business license

Please note that a branch can only be registered if its type of business (line of business) is narrower than that of the trader.

Other instructions:

Forms

  • Form Y4 and and Appendix Form 14. Download Form Y4 at the Business Information System website, which is maintained by our office and the Finnish Tax Administration. Please note that the Appendix Form is only available in Finnish and in Swedish.
  • Personal Data Form. The Trade Register has introduced a new notification procedure. You no longer have to submit the home address of those living in Finland. Use a specific Personal Data Form for submitting identification data of natural persons. Do not fill in personal identity codes or home addresses on any other notification forms. Read more
  • The form is signed by the representative of the branch or the person entitled to sign the company name of the branch, or by someone authorised by that person.
  • If the form is signed by an agent, please enclose the original general power of attorney or a certified copy of a special power of attorney.

You can use the same form to notify the Tax Administration of changes, as the Trade Register and the Tax Administration have a joint notification procedure.

Enclosures

  • Notification of a new representative: evidence of the appointment of a representative referred to in section 6(3) of the Act on the Right to Carry on a Trade (Please note: Only a natural person may act as a representative).
  • Notification of a new body / of a change of the details of a body: evidence of the persons authorised to represent the trader as the trader’s statutory body or as members of such body (for example, a copy of a register extract)
  • Notification of persons authorised to sign the company name: evidence of the authorisation and of the manner in which the name is signed (for example, a copy of minutes)
  • If you wish to report a person who neither has a Finnish personal identity code nor is stated on a register extract concerning the foreign organisation for entry into the Trade Register, please enclose a proof of his or her existence (for example, a certified copy of the passport). No proof is needed if this person's details already exist in the Trade Register.
  • If you enclose a document in a foreign language, please enclose a Finnish or Swedish translation of the document.
  • Do not attach any documents to your notification (such as minutes or partnership agreements) containing personal identity codes or addresses of natural persons. Read more

Who decides on the representative and the persons authorised to sign the company name?

It depends on the laws of the foreign organisation's home country which organ has the power to decide on such matters. In most cases, it is the board of directors. The statutory body to represent the organisation often appears from the register extract issued in the organisation's home country.

Handling fee

  • No fee: changes of address or contact details of the branch, or filing of financial statements
  • The handling fee is 100 euros when you notify an auxiliary company name to the register.
  • The handling fee is 40 euros per matter + 45 euros per notification when you notify persons authorised to sign the company name of the branch, or holders of procuration
  • The handling fee is 85 euros when you notify other changes to the register, such as change of branch name or line of business, or changes of persons authorised to represent the trader as a statutory body or as members of such body, or change of the branch representative referred to in the Act on the Right to Carry on a Trade.
  • The handling fee must be paid in advance. See our payment instructions.

Examples of handling fees:

  • The handling fee is 125 euros (85 + 40) when you notify a branch representative referred to in the Act on the Right to Carry on a Trade, and persons authorised to sign the company name of the branch.
  • The handling fee is 125 euros (85 + 40) when you notify a branch representative referred to in the Act on the Right to Carry on a Trade, persons authorised to sign the company name of the branch, and persons authorised to represent the trader as a statutory body or as members of such body.
  • The handling fee is 125 euros (85 + 40) when you notify change of line of business and change of persons authorised to sign the company name of the branch.
  • The handling fee is 125 euros (40 + 40 + 45) when you notify persons authorised to sign the company name of the branch, and holders of procuration.

Special cases

If the trader is registered outside the European Economic Area (EEA), we also record the trader's place of registered office, central administration or principal place of business and its capital, unless it appears from the trader's establishment document or other corresponding legal paper.

Further, we register details of the director and his or her statutory right to sign the name of the company for branches subject to the Finnish Act on Credit Institutions (Laki luottolaitostoiminnasta 2007/121) or the Finnish Act on the Right of a Foreign Investment Firm to Provide Investment Services in Finland (Laki ulkomaisen sijoituspalveluyrityksen oikeudesta tarjota sijoituspalvelua Suomessa 1996/580). If reported, a representative for such branch can also be entered into the register.

Please note that under section 18(5) of the Finnish Trade Register Act (Kaupparekisterilaki 129/1979), you must also notify the Trade Register of the following:

  • an insolvency, composition or other procedure against the foreign trader who established the branch,
  • placing the trader into liquidation,
  • the appointment of liquidators, their personal details and authority,
  • the termination of the liquidation and
  • the dissolution and removal from the Trade Register of the trader.

Please note:

Check the information about your branch in the Trade Register before you file a notification of the changes, to see what changes and additions you have to make. You can check the information in our Virre Information Service.

Printable version
Latest update 12.01.2015