To incorporate a company in Estonia with the help of Magrat, certain documents must be properly notarized and, in many cases, legalized. Below is a step-by-step guide to ensure your documents meet Estonian legal requirements.
1. Types of Documents That May Require Notarization or Legalization
Depending on your specific incorporation setup, the following documents may need to be notarized:
- Board Members’ consent (Nõusolek juhatuse liikmeks asumiseks) – In order to become a member of the management board, the person must personally consent to taking the position. This can be done either in writing, with the signature notarized, or, if the person has e-Residency, directly through the Business Register without the need for notarization.
- Power(s) of Attorney – authorizing Magrat or another representative to act before the Estonian notary
- Fresh Commercial/Business Registry Extracts – for corporate founders
- Articles of Association or Charters – for corporate founders (if required)
- Documents containing data of Ultimate Beneficial Owners – for corporate founders
2. Legalization Requirements Based on Country of Origin
A. Documents Issued in a Hague Apostille Convention Member State
If your documents are issued in a country that is a member of the 1961 Hague Apostille Convention,
they must be:
- Notarized by a local notary (if applicable)
- Apostilled by the competent authority in your country
The apostille must be attached to the notarized document and clearly reference the same.
B. Documents Issued in a Non-Member State of the Hague Convention
If your documents originate from a non-member state, they must go through full diplomatic legalization:
- Notarize the document locally
- Legalize the notarization through the Ministry of Foreign Affairs of your country
- Legalize again at the Estonian Embassy or Consulate in your jurisdiction
Contact the nearest Estonian embassy in advance to confirm the procedure, as it may vary.
3. Language and Translation Requirements
- If your documents are not in English, you must attach a certified translation into English.
- Alternatively, you may check with Magrat to see if we can procure a sworn translator from your language into Estonian.
- Each certified translation must be bound together with the original document and the certification must confirm the completeness and accuracy of the translation.
Tip: The Estonian e-Business register requires documents to be translated into Estonian. Translation is subject to an additional fee.
4. Certification Format and Binding Requirements
Each certified or legalized document must meet the following format requirements:
- Physically bound in a way that prevents substitution or removal of pages (e.g., ribbon seal, numbered pages, sewn binding with wax seal, etc.).
- Signed and sealed across the binding or on each page
- Clearly reference all enclosed pages as a single legal document
This applies to:
- Notarized originals
- Apostille/legalization certificates
- Certified translations
Unbound or loosely attached documents such as stapled etc. will be rejected by the Estonian notary.
Electronically or digitally verifeid documents in other countries are not acceptable.
5. Timing and expiry
Documents, which are certified 3 months prior to the notary deed in Estonia are considered no longer valid. Please make sure your documents are recent enough.
6. Submitting Your Documents to Magrat
Once you have:
- Notarized your documents
- Apostilled or legalized them (if required)
- Translated and certified them (if necessary)
- Properly bound and sealed everything
Please send high-quality scans to Magrat first for pre-check. After we confirm, ship the originals to our office in Tallinn, or bring them in person if visiting Estonia.
Need Assistance?
Magrat is here to help. If you’re unsure about any of the requirements or the procedures in your country:
- Contact your dedicated Magrat representative
- Or email us at office@magrat.eu for notarization and legalization support
Magrat – We make incorporation easy, compliant, and secure.