Requirements for foreign company documents
For performing notarial acts at an Estonian notary, a foreign legal entity must provide the following certified document(s) containing information:
Required registry documents
Registry Extract or Registration Certificate
Registry extract or registration certificate, or equivalent document that proves the company's legal capacity.
The document must be issued by a competent authority and must not be older than 3 months before submission.
Mandatory Content of the Registry Extract
Legal form of the company
Registration code
Address
Registration date
Full names, date of birth or ID code of the board members or other persons with representation rights
Depending on the country, the registry extract may also contain shareholder information.
Beneficial Owner Information
If the foreign country has an obligation to register beneficial owners and if a beneficial owners register exists in that country then a registry extract concerning UBOs (Ultimate Beneficial Owners) must also be submitted.
If a beneficial owners register does not exist, then a UBO questionnaire must be submitted by a board member, which confirms the accuracy of the UBO information.
Registry extract and UBO registry extract must be certified with an apostille or legalized, depending on the foreign country. If the document is not in English, then a translation into English or Estonian by a sworn translator is required.
Document languages
Only English- or Russian-language documents are accepted without translation for Estonian notaries.
If the Business Register requires documents, then an official translation (by the sworn translator) into Estonian must be done before submitting.