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Ministry for Foreign Affairs of Finland

Registration Issues - Embassy of Finland, Beijing - Consulates General of Finland, Shanghai : Services for Finns : Registration Issues

EMBASSY OF FINLAND, Beijing
CONSULATE GENERAL OF FINLAND, Shanghai

  • Embassy of Finland, Beijing
    Tel. +86-10-8519 8300, sanomat.pek@formin.fi
  • Consulate General of Finland, Shanghai
    Tel. +86 21 5292 9900, sanomat.sng@formin.fi
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Registration Issues

Population Information System

Population Information system contains personal data of Finnish citizens and foreigners permanently living in Finland. Population Information Act (661/2009) obligates  to notify the Population Information System immediately of any changes to their personal data (including change of address) during their residence aboard. Several rights and obligations of individuals concerning e.g. passports, military service, citizenship, pension, estate, tax and voting are determined based on the Population Information.

All documents concerning changes to the Population Information (e.g. marriage / birth / death abroad / new citizenship) must be legalized. The notification may be submitted either to the Local Register Office or to the Finnish foreign mission abroad, and no fee is charged. Registration forms are available at the missions or in the following website: http://www.maistraatti.fi/fi/lomakkeet/.

Legislation concerning the population information data gives everyone the following rights, which may be exercised by contacting the Local Register Office:

  • The right of access: A person may check their personal data free of charge once a year: Check Your Registration Date
  • The right of rectification: A person may request their personal data to be corrected or completed based on relevant legalized documents.
  • The right to prohibit processing: A person may prohibit their personal data from being submitted for marketing or address inquiry purposes.

Marriage registration

Marriages that were performed abroad are considered valid in Finland if the marriage is valid in the country it was performed in, however, only after it has been registered to the Finnish Population Register. The registration may be submitted directly to the Local Register Office in Finland or via a Finnish mission abroad. The registration is free of charge and takes 2-3 weeks. The following documents are required:

  • Photocopies of the passports of both spouses (optional).
  • Legalized "Marriage Certificate". Legalization is a three-step process:

  1. Marriage Certificate shall be notarized at Chinese notary office, which also translates it into English. Contact information of notary offices in China: http://www.chinanotary.org/ (in Chinese).
  2. After that, the notarized document shall be legalized:
    • In Beijing's jurisdiction: At the Foreign Ministry of ChinaContact information: Legalization Division of the Consular Section of Ministry of the Foreign Affairs, 7th floor, South Tower, Ministry of Foreign Affairs, No. 2 Road, Chaoyangmen, Beijing. Tel. +86-010-65889761
    • In Shanghai's jurisdiction: local Foreign Affairs Office, FAO Contact information: Equatorial Hotel Office Building, Hua Shan Road No. 228, 2nd floor, Shanghai, +86-021-62470833
  3. Lastly, a Finnish mission shall legalize the document:
    • In Beijing's jurisdiction: Embassy of Finland in BeijingIn
    • Shanghai's jurisdiction: Consulate General in Shanghai

Birth registration

A Finnish citizen born in China may be registered directly to the Local Register Office in Finland or via a Finnish mission abroad. Registration is free of charge and takes 2-3 weeks. The following documents are required:

  1. English language Birth Certificate issued by the hospital shall be notarized at a Chinese notary office. Contact information of notary offices in China: http://www.chinanotary.org/ (in Chinese).
  2. After that, the notarized document shall be legalized:
    • In Beijing's jurisdiction: At the Foreign Ministry of ChinaContact information: Legalization Division of the Consular Section of Ministry of the Foreign Affairs, 7th floor, South Tower, Ministry of Foreign Affairs, No. 2 Road, Chaoyangmen, Beijing. Tel. +86-010-65889761
    • Shanghai's jurisdiction: local Foreign Affairs Office, FAOContact information: Equatorial Hotel Office Building, Hua Shan Road No. 228, 2nd floor, Shanghai, +86-021-62470833
  3. Lastly, a Finnish mission shall legalize the document:
    • In Beijing's jurisdiction: Embassy of Finland in Beijing
    • In Shanghai's jurisdiction: Consulate General in Shanghai

Death registration

The death of a Finnish national deceased in China may be registered directly to the Local Register Office in Finland or via a Finnish mission abroad. Registration is free of charge and takes 2-3 weeks. The following documents are required:

  • Legalized death certificate. Legalization is a three-step process:

  1. Death certificate shall be notarized at a Chinese notary office, which also translates it into English. Contact information of notary offices in China: http://www.chinanotary.org/ (in Chinese).
  2. After that, the notarized document shall be legalized:
    • At Beijing jurisdiction: At the Foreign Ministry of ChinaContact information: Legalization Division of the Consular Section of Ministry of the Foreign Affairs, 7th floor, South Tower, Ministry of Foreign Affairs, No. 2 Road, Chaoyangmen, Beijing. Tel. +86-010-65889761
    • At Shanghai jurisdiction: local Foreign Affairs Office, FAOContact information: Equatorial Hotel Office Building, Hua Shan Road No. 228, 2nd floor, Shanghai, +86-021-62470833
  3. Lastly, a Finnish mission shall legalize the document:
    • At Beijing jurisdiction: Embassy of Finland in Beijing
    • At Shanghai jurisdiction: Consulate General in Shanghai

Change of address

Change of address notification is to be done to the Local Register Office within one week of the move each time when changing residence permanently or temporarily for more than three months (incl. when staying abroad). The notification can be submitted directly to the Local Register Office or through a Finnish foreign mission by filling out the following form: "Change of address notification form for a person living abroad when registered in the Finnish Population Information System".  Local Register Office takes in notifications also by email: address@maistraatti.fi

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Updated 10/8/2018


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