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Ministry for Foreign Affairs of Finland

Embassy of Finland, Dublin: Services for Finns: Notifications to the Population Information System

EMBASSY OF FINLAND, Dublin

Tel. +353-1-478 1344
E-mail: sanomat.dub@formin.fi
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Registering and reporting changes with the Finnish Population Information Service

The Finnish Act regarding the Population Information System and the certificate services of the Population Register Centre (661/2009) came into effect on 1 March 2010. The Act obliges all Finnish citizens residing abroad to immediately notify the Population Information System about any changes to their personal information. The birth of children, marriage and divorce, for example, must all be reported.

Finnish citizens residing abroad must keep the personal data that has been entered in the Finnish Population Information System up-to-date. This stipulation applies whether they are residing outside of Finland on a temporary or a permanent basis. Changes should be reported by Finnish nationals abroad as they occur. The changes to personal information that must be reported include among others marriage, divorce, the birth of children, name changes, the acquisition of foreign citizenship and change of address.

The information contained in the Population Information System enables many rights and responsibilities to be determined. For example, the voting register is based on this information. If the address in the Population Information System is incorrect, then important documents regarding matters related to conscription, citizenship or notification of the right to vote may not reach the recipient.

The Population Information System forms a prime resource in our society. Its data is of great importance to many authorities. For example, the Social Insurance Institution of Finland (KELA) requires comprehensive personal history in order to prepare its decisions, particularly in matters involving pensions.

The Population Register Centre issues a form to register births, marriages, deaths, changes of address and moves in or out of Finland into the Population Information System. Ensuring that the Population Information System has the correct information expedites numerous processes, for example, the issuing of Finnish passports.

Notifications are to be submitted to the local register office (maistraatti) of the municipality of most recent residence in Finland or to the nearest Finnish Embassy of Consulate in the current country of residence.

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Registration of a Finnish citizen born abroad

Please note the following information regarding Finnish citizenship when registering Finnish citizens born abroad:

When the mother is a citizen of Finland, the child will automatically be a citizen of Finland regardless of the country of birth (this applies to persons born on or after 1 September, 1984).

When the father of a child born abroad is a citizen of Finland at the time of the child’s birth, then the child may obtain Finnish citizenship in one of the ways described below.

  • If the child’s father is a citizen of Finland when the child is born and he is married to the mother of that child, then the child will automatically be a citizen of Finland. If the child’s father was a Finnish citizen and married to the mother of the child, but died before the child was born, then the child will also be a citizen of Finland.
  • If the child’s father is a citizen of Finland but is not married to the mother of that child at the time of birth, then the child will obtain Finnish citizenship by declaration (form KAN_4, available in Finnish and Swedish). A fee will be charged for the processing of citizenship declarations. It is required, however, that the confirmation of paternity from abroad is also valid as such in Finland. Please contact the Embassy of Finland for more information, tel (01) 478 1344 or sanomat.dub@formin.fi. More information about the Finnish citizenship declaration from Finnish Immigration Service. More information about confirmation of paternity in Ireland: Children born out-of-wedlock.

The declaration procedure only applies to children born on or after 1 June 2003. If the child was born before 1 June 2003, citizenship is determined in accordance with previous legislation pertaining to nationality.

  • If the father of the child is a citizen of Finland and the father and mother marry after the birth of the child, the child is automatically granted Finnish citizenship from the date of the parents’ marriage. It is required, however, that the confirmation of paternity from abroad is also valid as such in Finland and that the father has been a citizen of Finland without interruption since the child’s birth. If paternity is not confirmed until after the marriage has taken place, the father must still be a citizen of Finland when paternity is confirmed. In such cases the child is granted Finnish citizenship from the date of confirmation of paternity. More information about confirmation of paternity in Ireland: Children born out-of-wedlock.

If the child was born before 1 June 2003 and the marriage took place after that date, then the child will not be granted Finnish citizenship on the basis of the parents’ marriage. In such cases, the citizenship is determined in accordance with previous legislation pertaining to nationality.

  • An adopted child under the age of 12 will automatically obtain Finnish citizenship if at least one of the adoptive parents is a citizen of Finland and the adoption is valid in Finland. The Register Office will automatically enter the citizenship in the population information system. An adoptive child from 12–17 years of age will obtain Finnish citizenship by declaration.

The above only applies to children who have been adopted on or after 1 June 2003.

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Dual/multiple nationality

A child can gain dual/multiple nationality at birth, for example, if the parents have different citizenships. Parents should always contact the appropriate authorities to check whether the legislation of their and their child’s citizenship country accepts dual nationality.

In certain cases citizenship may be acquired from the child’s birth country. For example, a child born in Ireland might qualify for Irish citizenship even if the child’s parents are not Irish citizens. However, certain residency requirements may apply, more information: Irish Naturalization and Immigration Service and Irish Passport office.

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Children born out-of-wedlock

The new Paternity Act (1016/2009) came into force in Finland on 1 February 2010. Under Section 51 of the Paternity Act a decision on paternity issued in a foreign state can be recognised in Finland without separate verification if the decision is valid in the issuing state. In such cases the acknowledgement and establishment of paternity in Finland is not required. In Ireland decisions on paternity are based on the official birth certificate issued by The General Register Office, a document which typically includes the mother’s and  father’s name. This decision is valid in Finland without separate verification only when the father’s name  is on the official Irish birth certificate. More information available at the General Register Office.

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The following documents are required by the Embassy of Finland in Dublin for the registration of a Finnish citizen born abroad:

The notification form is signed by both parents/guardians. Please note the signature(s) are required on the reverse side. All the dual or multiple nationalities should be entered on the form. Only one mother tongue can be entered in the Finnish Population Information System. If the mother tongue(s) is/are not Finnish or Swedish, one of these two languages must still be entered on the form in the section “preferred communication language”. As the authorities communicate only in Finnish or Swedish, the selected language will serve as the language of correspondence.

Registration forms are also available from the Embassy of Finland in Dublin.

  • The original and apostilled long form birth certificate issued by the Irish authorities. The long form certificate has to state the parents’ names. Please note! Any certificate of registration issued by the Irish authorities must be legalised (receive an Apostille stamp) by the Consular Section of the Department of Foreign Affairs and Trade. Registration into the Finnish population data system cannot be made without an Apostille stamp.

For more information on legalisation: Irish Department of Foreign Affairs and Trade

  • Photocopies of the parents’ passports.
  • Photocopy of child’s Irish and/or other passport(s) or citizenship certificate(s), if the child has any other citizenship(s).

The completed registration form with all of the above listed documents is to be delivered to the Embassy of Finland in Dublin. Deliveries can be made in person or by post (we recommend registered post) for authentication of attached documents.

The Embassy of Finland in Dublin will send the registration documents to Finland and return the originals to the sender. In cases of urgency, the Embassy may fax the documents to Finland.

No fee is charged for authenticating attached documents.

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Registration of marriage abroad

The following documents are required for the registration of a marriage abroad, through the Embassy of Finland, Dublin:

The notification form is signed by the qualified informant.  Changes of surname due to marriage, should be noted on the same registration form in the section “Family name after marriage”.

Registration forms are also available from the Embassy of Finland in Dublin.

  • The original and apostilled marriage certificate issued by the Irish authorities. Please note! Any certificate of registration issued by the Irish authorities must be legalised (receive an ‘Apostille stamp) by the Consular Section of the Department of Foreign Affairs and Trade. Registration into the Finnish population data system without cannot be made without an Apostille stamp.

For more information on legalisation: Irish Department of Foreign Affairs and Trade

  • Photocopies of both spouses’ passports.

The completed registration form with all of the above listed documents is to be delivered to the Embassy of Finland in Dublin. Deliveries can be made in person or by post (we recommend registered post) for authentication of attached documents.

The Embassy of Finland in Dublin will send the registration documents to Finland and return the originals to the sender. In cases of urgency, the Embassy may fax the documents to Finland.

No fee is charged for authenticating attached documents.

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Registration of civil partnership abroad

The following documents are required for the registration of a civil partnership abroad, through the Embassy of Finland, Dublin:

Notification form is signed by the qualified informant

Registration forms are also available from the Embassy of Finland in Dublin.

  • The original and apostilled civil partnership certificate issued by the Irish authorities. Please note! Any certificate of registration issued by the Irish authorities must be legalised (receive an ‘Apostille stamp) by the Consular Section of the Department of Foreign Affairs and Trade. Registration into the Finnish population data system without cannot be made without an Apostille stamp.

For more information on legalisation: Irish Department of Foreign Affairs and Trade

  • Photocopies of both partners’ passports.

The completed registration form with all of the above listed documents is to be delivered to the Embassy of Finland in Dublin. Deliveries can be made in person or by post (we recommend registered post) for authentication of attached documents.

The Embassy of Finland in Dublin will send the registration documents to Finland and return the originals to the sender. In cases of urgency, the Embassy may fax the documents to Finland.

No fee is charged for authenticating attached documents.

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Divorce

Divorces granted within the EU after 1 March 2001 are valid as such in Finland if a certificate as required by EU legislation indicating the divorce’s validity accompanies the documents. This certificate is available from the authority that issues the divorce decree. Such divorce decrees may be submitted to Finnish Embassies and Consulates for forwarding to Finland. It is often necessary to have the decree translated into Finnish or Swedish for the divorce to be entered in the Population Information System in Finland.

More information about divorce in Ireland: Circuit Court  and Citizen Information.ie 

Divorces granted to a Finnish citizen outside the EU and divorces granted within the EU prior to 1 March 2001 must be confirmed by Helsinki Court of Appeal in order to be valid in Finland. Further instructions are available at the Helsinki Court of Appeal (in Finnish), email helsinki.ho@oikeus.fi. Divorce decrees requiring confirmation cannot be submitted to Embassies or Consulates for forwarding to the relevant authorities; the party involved must submit the decree and related documents directly to the Helsinki Court of Appeal, P.O.Box 132, 00181 Helsinki, Finland.

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Registration of Finnish citizen deceased abroad

The following documents are required for the registration of a death of a Finnish citizen abroad through the Embassy of Finland in Dublin:

The notification form is signed by the qualified informant.

Registration forms are also available from the Embassy of Finland in Dublin.

  • The original and apostilled death certificate issued by the Irish authorities. Please note! Any certificate of registration issued by the Irish authorities must be legalised (receive an ‘Apostille stamp) by the Consular Section of Department of Foreign Affairs and Trade. Registration cannot be made into the Finnish population data system without an Apostille stamp.

For more information on legalisation:Irish Department of Foreign Affairs and Trade

  • Photocopy of the passport, if available.

The completed registration form with all of the above listed documents is to be delivered to the Embassy of Finland in Dublin. Deliveries can be made in person or by post (we recommend registered post) for authentication of attached documents.

The Embassy of Finland in Dublin will send the registration documents to Finland and return the originals to the sender. In cases of urgency, the Embassy may fax the documents to Finland.

No fee is charged for authenticating attached documents.

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Change of address notification

Moving abroad from Finland

When Finnish nationals move abroad, the move can be on a temporary or permanent basis. Temporary refers to residencies less than a year in length for work, study or similar purposes.

For temporary moves abroad, no change to the home municipality information in the Population Information System is made. A person still forms part of the permanent population in the municipality where s/he resided. All rights and obligations relating to residence remain unchanged.

For permanent moves abroad, the home municipality information in the Population Information System will be changed to abroad. Such individuals form part of the absentee population. Permanent moves abroad bring about the termination of certain rights and obligations related to residence. For example, one loses the right to vote in municipal elections as well as other rights tied to municipality of residence.

It is very important that Finnish citizens intending to move abroad contact the authorities well before their move in order to learn how their rights and obligations may change. They should, for example, contact the Finnish Tax Administration (Verohallinto)and the Social Insurance Institution of Finland (Kela) to determine what obligations they may or may not have. All government bodies have internet sites that provide pertinent information and give contact details in case one has additional questions.

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Moving to Finland from abroad

Notification of address changes is to be submitted to the local register office if one is moving to Finland on a temporary or permanent basis. Residency at the new address must be longer than three months. Please be aware, though, that if you know you will be residing in Finland for less than a year, then your residency is considered to be temporary. You will not be considered to have a municipality of residence. The address noted in the Population Information System will be listed as a temporary address. Your residence is also considered to be temporary even if the potential length of stay is under a year. This, for example, applies to individuals who return to complete their military service, but have no intention of living in Finland on a permanent basis.

If you intend to reside in Finland for a year or more, then the local register office must be notified that the move is permanent. In such cases you will be considered to have a municipality of residence and receive the benefits accorded to all of its residents. One must also notify the local register office if a temporary residence changes to permanent one.

If necessary, you may also inform the local register office of a mailing address that differs from the residential address.

Additional information:
Kela: Moving to Finland
Local register offices: When must you notify your return to Finland?

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How to register address changes when moving abroad from Finland or to Finland from abroad

Changes of address related to moving abroad from Finland or to Finland from abroad can either be done via the internet or by using a notification form. If you have Finnish online banking codes, then notification of a move can be made over the internet. Alternatively you can make the notification to the Population Information System through magistrate by email address@maistraatti.fi. Otherwise you may obtain a notification form from the Embassy of Finland, Dublin, tel. (01) 478 1344 or email sanomat.dub@formin.fi.

Notification of address changes must be submitted in writing within one week of the move. Notification of temporary address changes lasting more than 3 months must also be submitted.

Please remember to include all of the family members that are accompanying you on the move:

Change of address notification

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Changing address abroad

It is very important that Finnish citizens residing abroad inform the Population Information System of every change in address. This means that each change of address abroad should be reported.

Information that is correct and up-to-date ensures, for example, that notification of your right to vote in Finnish parliamentary and presidential elections and EU elections will reach you. This also enables Finnish authorities to contact you as quickly as possible in matters relating to you, if necessary.

Change-of-address notifications may either be made electronically through the e-service (does not require Finnish online banking codes) or by completing the notification form and posting it to the return address printed on the form.

Change-of-address notification (suomi.fi internet service)

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Name change

In order to enter a name change (not including name changes due to marriage) into the Population Information System in Finland, one must submit the original document of name change - duly authenticated in the country of residence or a certified copy - by post to the local register office of the municipality of most recent residence in Finland. As such decisions are usually drafted in the issuing country’s language, they must also be translated into Finnish or Swedish by an authorized translator.

Finnish nationals domiciled in a nation other than Finland, Denmark, Norway or Sweden are entitled to request that Finnish law apply to the determination of surname.

Forms relating to name changes are available on the  website of the local register office  in Finnish or Swedish. Name change forms can also be filled out electronically, but the e-service requires Finnish online banking codes.

Information about name change (local register office) in Finnish and Swedish

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Change of nationality

To enter a change of nationality in the Population Information System, the original decision duly authenticated in the country of residence or a certified copy thereof must be submitted to the Embassy of Finland in Dublin or sent to the local register office of the municipality of most recent residence in Finland. As such decisions are usually drafted in the issuing country’s language, they must also be translated into Finnish or Swedish by an authorized translator. For more information about dual/multiple citizenship, please consult the website of the Finnish Immigration Service.

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Change of the mother tongue

Changes with regard to one’s mother tongue may be made electronically through the suomi.fi e-service (requires Finnish online banking codes) or by posting a completed form to the Embassy of Finland in Dublin or the local register office of the municipality of most recent residence in Finland. The e-service and forms are only available in Finnish and Swedish.

Change of the mother tongue -form (suomi.fi -internet service) in Finnish and Swedish

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Additional information:

Local register office (maistraatti)
Instructions on relaying information about expatriate Finns
Basic information for expatriate Finns. Why and how to keep your personal information up-to-date while residing abroad

The Social Insurance Instition of Finland KELA
Kela – The Social Insurance Institution of Finland. Provider of social security benefits for all residents of Finland

Finnish Tax Administration
Information about taxation and how to order tax cards via the online service

www.suomi.fi
Suomi.fi is a one-stop service providing Finnish citizens access to government information and services. The portal contains e-services and links to forms. It serves as a source of information, provides contact and location information for public-sector services. Citizen's account is a secure channel for electronic communications, decisions and messages between authorities and citizens. 

Infopankki - Infobank
Info Bank pages contain information that is important to immigrants in Finland, for example, how Finnish society functions and the opportunities available to them.

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Updated 26/07/2016


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