Apostille in Estonia – get it!

Apostilles play a crucial role in validating official documents originating from Estonia for international use. Specifically, extracts from the Commercial Register, which include important information like lists of directors, shareholders, and beneficial owners, often require an apostille when they are intended for use in countries that are parties to the Apostille Convention.

An apostille is a specialized certificate that confirms the capacity in which the signatory of the document has acted. It serves as proof of the document’s authenticity and ensures its recognition and acceptance in foreign jurisdictions. Each document that requires an apostille must go through a separate process to obtain the appropriate certification.

The apostille itself is affixed to the document by a designated authority, typically a government department or an authorized agency. It contains specific details, including the country of issuance, date of certification, the name of the signatory, and the seal or stamp of the issuing authority. The apostille serves as an internationally recognized authentication, eliminating the need for further legalization or verification by foreign authorities.

By obtaining an apostille for your official documents, you ensure their validity and compliance with international requirements. This certification process simplifies the authentication process and helps facilitate the acceptance of your Estonian documents in other countries, saving time and effort in navigating complex legal procedures.

It is important to note that the need for an apostille may vary depending on the specific requirements of the destination country. Therefore, it is advisable to consult with the relevant authorities or seek professional assistance to ensure proper compliance and smooth international transactions.

Sample apostille documents include a variety of official corporate documents that may require authentication for international use. These documents can include:

1. Original Corporate Documents: Original copies of various corporate documents, such as the Articles of Association, Certificate of Incorporation, Memorandum of Association, Share Certificates, and other foundational documents of the company.
2. Certified/Notarized Copies: Certified or notarized copies of corporate documents may be apostilled to verify their authenticity. These can include copies of contracts, agreements, resolutions, powers of attorney, or any other legally significant documents related to the company’s operations.
3. Printouts or Extracts from Local Register: Certain documents, such as printouts or extracts from the local register, such as the Commercial Register, that provide official information about the company, its directors, shareholders, beneficial owners, or other relevant details may require apostille certification.

The purpose of obtaining an apostille for these documents is to ensure their recognition and acceptance in other countries that are parties to the Apostille Convention. The apostille serves as proof of the document’s authenticity and verifies the capacity in which the signatory has acted. It simplifies the process of using these documents internationally by eliminating the need for additional legalization or verification by foreign authorities.

When preparing documents for apostille certification, it is important to follow the specific requirements and procedures of the issuing country. This may involve having the documents notarized, obtaining certified copies, or adhering to other local regulations. Consulting with professionals experienced in apostille services can help ensure a smooth and efficient process for obtaining apostille certification for your corporate documents.

Please note that only certified public documents are eligible for apostille certification. It is crucial to ensure that the documents you submit for authentication are in good condition and contain all the necessary information required for the apostille process.

However, please be aware that certain private documents, such as “board member resolutions” signed by board members, cannot be apostilled. Apostille certification is typically reserved for official public documents issued by governmental or authorized bodies.

When preparing documents for apostille, it is essential to carefully review the specific requirements and limitations set by the issuing authority. This will help ensure that only eligible and appropriate documents are submitted for the apostille process, avoiding any potential complications or rejections.

By adhering to these guidelines and restrictions, you can ensure a smooth and successful apostille certification process for your public documents, facilitating their acceptance and validity in international transactions and legal proceedings.

Notaries Act – https://www.riigiteataja.ee/en/eli/511112013002/consolide

Timeframe

The documents will be processed within 2-4 business days upon receipt.

Procedure for Obtaining an Apostille

The notary will sign and stamp a true copy of the document obtained from the local Commercial Register, which may include a list of directors, shareholders, or beneficial owners. An apostille stamp will then be affixed to this document. A scanned copy of this document can be sent via email.

The issuance of the apostille will take place within five business days starting from the acceptance of the application. The application will only be processed if the document to be certified with the apostille is attached to it. If the applicant has requested for the apostilled document to be returned by mail, the document and its attachments will be sent via registered mail to the address specified in the application.

To obtain an apostille certification for a public document, the individual must provide a notary with an application form  and the document that requires apostille certification. The application and document can be submitted in person, by mail, email, or through a self-service portal. It’s important to note that the notary can only process the application if the document is included.

Exception

In countries where Estonia has established a legal assistance treaty, documents cannot be apostilled. The following countries are exempt from the requirement for apostilles: Lithuania, Latvia, Poland, Ukraine, and Russia.