General information on how to file a notification

Notifications to the Trade Register must be filed either in Finnish or in Swedish using forms jointly provided by the PRH and the Finnish Tax Administration. In some cases, you can file notifications online using the service in Finnish or in Swedish provided by the PRH and the Finnish Tax Administration at ytj.fi.

You can report your details at the same time to the following registers of those two authorities:

  • the Trade Register
  • the Prepayment Register
  • the VAT Register
  • the Employer Register

Paper notification forms

Fill in one copy of the form. You will find the notification forms grouped by type of company at the ytj.fi website, which is jointly maintained by the PRH and the Finnish Tax Administration. For instance, if you want to change limited liability company details, go to “Notification of changes" to get access to the instructions by type of company.

The form contains several pages. Fill in only the details that have changed.

Do not submit the home address of persons living in Finland to the Trade Register. 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.

How to file notifications on paper

Sign the forms and send them to the address below. Please note that you have to send the original copies of the forms.

The mailing address is:

PRH -Tax Administration
Business Information System
P.O. Box 2000
FI-00231 Helsinki, Finland

You can also submit your notification in person to the PRH Client Service in Helsinki or to local tax offices.

Handling fees

All notifications submitted to the Trade Register are subject to a fee, except for changes of address or contact details, or termination of business. Please note that a notification of a change in the place of registered office or in the municipality where a company is managed (domicile) is subject to a fee.

Please note that the handling fees are different for online filing at ytj.fi and for filing on paper. The method of payment is also different.

If you file your notification on paper, you must pay the handling fee in advance. Please ensure that the receipt is enclosed with the notification.

Go to our price list and payment instructions

If you file your notification online, you also pay the handling fee online.

Read more about the handling fees for online filing.

Signatures

The notification must be signed by a person who is liable to file the notification, or by a person he or she has authorised (section 14 of the Finnish Business Information Act; Yritys- ja yhteisötietolaki 244/2001). If an authorised person signs the paper notification, the original power of attorney or a certified copy of the power of attorney must be enclosed (read more below).

Limited liability companies and co-operatives:
The notification is signed by a member of the board of directors, or, if changes are filed, by a member of the board of directors or the managing director.

General partnerships or limited partnerships:
The notification is signed by a general partner.

Branches:
The notification is signed by the representative, or the person authorised to sign the company name of the branch.

Private traders:
The notification is signed by the private trader.

If the private trader or a partner of a general partnership or the liable partner (general partner) of a limited partnership dies, the distributee of his or her death estate is also liable for submitting a notification. But a distributee who has not benefited from the estate and, besides taking part in the estate inventory, has not taken any other steps than those referred to in Chapter 18, Section 3 of the Finnish Code of Inheritance (40/1965; perintökaari), is not liable for submitting a notification.

Other types of business: See section 14 of the Business Information Act.

Enclosures

In most cases, you must submit evidence of the matter which the registration is based on together with the notification. However, this does not apply to private traders. When your business circumstances change, you must submit the decision by the organ that made the change, for example the minutes of the general meeting when a board of directors has been appointed, or the minutes of the board of directors meeting when a managing director has been appointed.

One copy of the enclosures must be submitted, and they can be copies certified by one person. We also accept extracts from the minutes if they are certified by at least one person (read more below).

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

The following accompanying documents must normally be original documents:

  • The notification form (always the original, in other words the signatures on it must be original)
  • The power of attorney (Please note: always the original general power of attorney but a certified copy of a special power of attorney)

The following documents must also be original:

  • General partnerships and limited partnerships:
    -The partnership agreement and the changes to the agreement
    -The agreement to change the partnership into a limited liability company
  • Limited liability companies and co-operatives:
    -The memorandum of association
    -The draft terms of demerger
    -The draft terms of merger in a combination merger

If you file your notification online at ytj.fi in Finnish or in Swedish, attach scanned documents to your notification.

Read more about the enclosures in the detailed instructions for each company type.

Extracts from the minutes as accompanying documents

The Trade Register is a public register, and the notifications, together with accompanying documents, submitted to the Trade Register are public documents.

We often require you to submit evidence of the company’s decision which the notification is based on. The evidence may for example consist of a certified copy of the minutes of the general meeting or the board of directors meeting.

If the general meeting has made other decisions, it is sufficient to submit a certified extract from the minutes showing the relevant decision. In other words, you do not have to send evidence of decisions about matters with no relation to the register.

Register extracts

As soon as the notification has been registered, we will send the company or the contact person an up-to-date register extract containing all valid company details. If changes have been made to the articles of association, rules, or the partnership agreement, a copy of these updated documents will also be sent to you together with the register extract.

Keep the register extract – it helps you to keep track of your registered details and it will help you remember to submit a notification when your circumstances change.

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Latest update 01.03.2016