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Legalization of Documents

The Philippine Honorary Consulate General in Helsinki, performs its authentication/legalization function/services in the context of the 1963 Vienna Convention on Consular Relations. Given the existence of a multi-state system, aforesaid Convention stipulates that, among other things, the various kind of documents sourced from particular sovereign states (e.g. public documents, private documents, and commercial documents) shall have validity or operative effect in another sovereign state's legal jurisdiction after subjected to an agreed upon authentication procedure.

Any legal document issued in Finland must be authenticated or acknowledged (‘consularized’) by the Philippine Honorary Consulate General in Helsinki in order for that document to have any legal validity in the Philippines.

A. Authentication

Instructions on Authentication of Notarized Documents, Commercial Documents and Civil Registry Documents for use in the Philippines

Persons applying for authentication/legalization of legal documents at the Philippine Honorary Consulate General in Helsinki may do it in person or by post.

The following are the steps to be followed:

1. The applicant must first have the original document/s (and its English translation, if the document is written entirely in Finnish) notarized by a notary public at the Finnish Local Register Office or Maistraatti. (Note: Original documents issued by a Finnish state authority can be signed by its official and need not go through a notary public. These can be brought directly to the Finnish Ministry for Foreign Affairs (see step no. 2)

2. The applicant then sends or submits the document/s to the Finnish Ministry for Foreign Affairs (Consular Services / Legalizations) which certifies the signature of the Notary Public or state official.

3. After the Foreign Ministry certifies the signature, the document is then brought to the Philippine Honorary Consulate General in Helsinki for Authentication. The applicant shall submit the original document (with the stamp from the Finnish Foreign Ministry) together with one (1) photocopy for the Embassy’s file. The authentication fee is € 22,50 per document. Upon receipt of the document/s and the corresponding payment, the Honorary Consulate General will issue the needed Certificate of Authentication (red ribbon).

The document will then be ready for official use in the Philippines.

Note:

Authentication of legal documents notarized in the Philippines or issued by Civil Registry Officials in the Philipines (such as CENOMARS) must be certified first by the Department of Foreign Affairs (FDA) in the Philippines and then authenticated by Finnish Consular Officer in Manila in order for that document to have legal validity in Finland.

The contact details for the Consular Officer in the Philippines is:
Mari Alapartanen, Consular Officer
E.Mail: mari.alapartanen@formin.fi
Consular Office of Finland/Royal Norwegian Embassy
21st Floor, Petron Mega Plaza Building
358 Senator Gil Puyat Avenue
1209 Makati City

B. Acknowledgment

Instructions on the Acknowledgment of Private Legal Documents (e.g. Affidavits, Special Powers of Attorney) Executed by Applicants for use in the Philippines

Private Legal Documents, such as Affidavits, Deeds of Sale and Special Powers of Attorney (SPA), for use in the Philippines may also be notarized/acknowledged at the Philippine Honorary Consulate General in Helsinki if the applicant appears in person at the Honorary Consulate General and signs the document in the presence of the Honorary Consular Officer.

The following are the steps to be followed:

1. The applicant must personally accomplish his/her own affidavit or Special Power of Attorney (SPA). Samples of these documents may be downloaded below.

2. The applicant must secure an appointment with the Philippine Honorary Consulate General and personally bring the legal document to the Philippine Honorary Consulate General. The applicant signs the legal document in the presence of the Philippine Honorary Consular Officer and show proof of identity by submitting a copy of a valid, government-issued identification document (preferably a valid Philippine or Finnish passport).

3. The applicant shall submit the original document together with one (1) photocopy for the Embassy’s file, copy of the valid passport or ID and pay the consular fee of € 22,50 per document. Upon receipt of the document/s and the corresponding payment, the Honorary Consulate General will issue the needed Certificate of Acknowledgment (red ribbon) for the legal document.

The document will then be ready for official use in the Philippines.

Note:

Applicants who execute Affidavits, SPAs or other legal documents but cannot personally appear at the Honorary Consulate General in Helsinki may still have their documents consularized at the Honorary Consulate General by mail. However, they need to follow the authentication of notarized documents process discussed above by having these documents notarized first by a Maistraatti and then certified by the Finnish Ministry for Foreign Affairs (see Section A. Authentication).

C. General Terms for Authentications and Acknowledgements

Processing Time / Expedite Service

The normal processing time for authentications and acknowledgments of official and private legal documents at the Philippine Honorary Consulate General is three working days from the receipt of the application. Those who file their applications in person may also avail of the expedite same-day service. Expedite service requires an additional payment of € 12.00 and, depending on work volume, may not be available at all times. Please check with the Honorary Consulate General upon filing of the application.

Mailing Service

Applicants who wish to receive their processed dacuments by mail are advised to enclose a self-addressed, self-stamped envelope which will be used by the Honorary Consulate General to send back their passports. Alternatively, applicants can also pay an additional € 10.00 to their payment to cover for the mailing charges of their passport within Finland.

Payments

Payments may be made in cash if filing the application in person or sent via bank transfer to the Consulate General a.h. of the Philippines Nordea Bank, Account number FI27 1820 3000 0306 43

Please do not send payments to the account of the Philippine Embassy in Oslo if you are availing of the services of the Philippine Honorary Consulate General in Helsinki as payments made to the Embassy’s bank account can only be credited towards consular services obtained at the Embassy in Oslo.