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Electronic signatures – when can they be used?

This page lists the most typical documents when applying for the registration of a property or apartment (the registration of ownership, a right of lease or a special right, or mortgaging and pledging), and describes when they can be signed electronically and what electronic signature service can be used to sign them.

Accepted electronic signatures

Registration application documents can only be signed electronically using signature certificates confirmed by the Digital and Population Data Services Agency, i.e. an identity card, or organisation cards of the authorities. In addition, signatures entered in the Property Transaction Service are accepted. The list of accepted electronic signatures is short, because the National Land Survey of Finland (NLS) only accepts signatures approved by the National Cyber Security Centre.

Not all documents related to registration applications can be signed electronically due to the statutory formal requirements associated with them. These include wills and estate distribution documents.

Then again, not all documents have as strict formal requirements. An authorisation provided for purchasing a property or a right of lease can even be verbal. As a result, all other electronic signatures in addition to the certificates confirmed by the Digital and Population Data Services Agency and signatures entered in the Property Transaction Service are accepted in powers of attorney provided for purchase transactions.

Applications

Document Signature
mortgaging Property Transaction Service or a certificate of the Digital and Population Data Services Agency
registration of title, special right no signature requirement, any signature is accepted
apartment ownership, pledging and restriction no signature requirement, any signature is accepted

Title deeds

Document Signature
property transfer Property Transaction Service 
distribution of an estate, partitioning, division, wills electronic signature not possible
lease agreement, transfer of a right of lease Property Transaction Service or a certificate of the Digital and Population Data Services Agency
apartment deed of transfer as consent a certificate of the Digital and Population Data Services Agency

Powers of attorney

Document Signature
power of attorney for a property transfer Property Transaction Service (only applicable to transfers made in the Property Transaction Service)
power of attorney for purchasing a property or a right of lease any signature accepted
other power of attorney a certificate of the Digital and Population Data Services Agency

Others with a signature requirement (examples) 

Document Signature
will approval a certificate of the Digital and Population Data Services Agency
transfer of a part of a death estate a certificate of the Digital and Population Data Services Agency

a separate consent to the registration of an apartment ownership, pledging or restriction

a certificate of the Digital and Population Data Services Agency
estate inventory any signature accepted

Others without a signature requirement (examples)

Document Signature
a decision made by a municipality or other authority any signature accepted
a decision made by another organisation any signature accepted

Submitting an electronically signed document

An electronically signed document must be submitted in electronic format so that the signature certificate and its integrity can be verified afterwards. In other words, do not print the document; attach it to an application submitted through the online service or send it via email. The online service is availabe in Finnish and in Swedish.