How to submit documents to the Register Office

You can submit documents to the Register Office electronically, by post, or in person at the customer service point. The recommended method is to send the document electronically in PDF format. If the document must be submitted by a deadline, it is the sender's responsibility to ensure the deadline is met, regardless of the delivery method. When submitting additional documents to an ongoing case, please provide the registration number you have already received. Registration numbers are in the format HEL 202X-012345.

E-services

Encrypted messages using functionalities provided by email services such as Outlook and Gmail cannot be opened by the Register Office, and we cannot initiate your case with messages sent this way. The Register Office also cannot receive files shared through cloud services such as Google Drive and OneDrive.

The Register Office accepts the most common text, image, video, and audio files.

Allowed text files: PDF in addition to Microsoft Word, Excel, and PowerPoint files with extensions doc, docx, dot, xls, xlsx, xlt, xla, ppt, pptx. We recommend sending documents in PDF format.

Allowed image files: The most common raster-based file types with extensions jpg, jpeg, png, gif.

Allowed audio and video files: mp1, mp2, mp3, mp4.

Please name the files so that the filename describes the content of the file. Submit any attachments as separate files. Include the document date in the filename. Examples of naming files:

  • Application 12.10.2024
  • Attachment 1, photos
  • Attachment 2, map

If you submit an attachment list, please name the files according to the list and the numbering indicated in it.

Visiting the Register Office in person

If you wish to visit in person, you can bring the documents to the Register Office customer service point at Helsinki City Hall, located at Pohjoisesplanadi 11–13. We are open on weekdays from 9.00–15.00. 

The Register Office is located on the right after the main entrance, at the top of the short stairs. The City Hall reception will assist you if you need to use the elevator or need other assistance. From 8.00–9.00 and 15.00–16.00 you can turn the documents in to the City Hall reception.

Send documents to the address:

Register Office, PO Box 10, 00099 City of Helsinki

Information on document registration

When the document you have submitted is recorded in the case register of the City of Helsinki, you will receive a registration notification. The registration notification provides information about the registration of your personal data in the case management system and on the rights of the registered person, as well as your case registration number.

When submitting additional documents to an ongoing case, please provide the registration number you have already received. Registration numbers are in the format HEL 202X-012345.

In Finland, the principle of publicity governs the activities of public authorities. This means that documents submitted to an authority are primarily public, and anyone can request to see them. The Act on the Openness of Government Activities specifies the information that makes official documents confidential. Confidentiality provisions may also be included in other legislation. Confidential information includes, for example, all health information, employment services and social welfare client information, business secrets, annual income and wealth information, and private life information. Official documents that include these are subject to confidentiality and non-disclosure obligations.

Learn more about the publicity of the city's documents.

Desciption of document publicity (in Finnish)(Link leads to external service)