Copies of notarial documents
Accessible online
A certified copy is an official copy of a document certified by a notary. If you need a contract, power of attorney or request drawn up earlier, you can usually access it via the self-service portal of the Chamber of Notaries and the state portal.
About the notarial act
A document drawn up by a notary may be needed even years later, for example, if you wish to verify the terms of a previously concluded contract, use a power of attorney, or submit a notarial document in the course of official business.
In this case, a copy of the document will be required. A certified copy of a notarial document is an official copy of a document certified by a notary, such as a contract, a power of attorney or a request.
After authenticating the transaction, the notary prepares a digital copy in addition to, or instead of, the paper document, and makes it available online.
Notarised documents are generally available online via the self-service portal of the Chamber of Notaries or the state portal from 23 November 2009.
If you need a copy of a document certified by a notary before 23 November 2009, you must contact the notary who authenticated the document. If a notary has left office, you have to contact the National Archives.
How can I access a notarial document online?
If a document has been notarised on or after 23 November 2009, you can usually view it on the self-service portal of the Chamber of Notaries or on the state portal.
This service allows you to view the notarial documents relating to you and, if necessary, grant access to them to other people. This may be necessary, for example, if the document needs to be seen by a bank, a contractual partner, an accountant or a representative.
Your role is important when you use the service:
- if you use the service as a private individual, you will see the documents to which you are linked as a natural person;
- If you wish to view documents relating to a company or organisation, you must select your relevant job title or position from the list of roles at the top right of the portal before using the service. For example, members of the management board who use the portal in the role of the owner of the company can use the company document service by default.
If the requested company or organisation is not in the list of roles, this may be due to e.g. a special circumstance entered on the company’s registry card. In this case, please contact the user support of the state portal at help@ria.ee for further instructions.
Requests and powers of attorney on which a notary has merely certified the signature are not added to the portal.
What should I do if the document is not on the portal?
If the document you need is not displayed on the portal, first check that you have logged in with the correct role. You may not be able to view a company’s or organisation’s documents from a private individual’s role.
If the document still does not appear, the reason may be that it was certified before 23 November 2009 or that this type of document has not been made available on the portal. In this case, you should contact the notary who certified the document.
Tip: if you cannot remember which notary drew up the document, the electronic land register file, i.e. e-Land Register, may be of assistance in the case of property transactions. This may show which notary authenticated the transaction or which document was submitted to the register.
When a notary leaves office, the documents drawn up by them are transferred to the National Archives. In this case, a request must be submitted to the National Archives to obtain a copy of the document. Information on notaries who have left office and the locations of their archives can be found on the website of the Chamber of Notaries.
If you need a document from the registry file
In some cases, it may not be necessary to provide a copy of a contract or power of attorney held in a notary’s archives, but rather a document or a printout from a register file. For example, a document may be held in a land registry file, the Marital Property Register or a file at the Registration Department of the court.
You can view the land registry file and obtain printouts if you have a legitimate interest. You must submit a written request to the notary to obtain a copy or a printout.
The following must be entered in the request:
- the requestor’s first name and surname, or the name of the legal entity;
- the requestor’s personal identification or registry code;
- the requestor’s contact details;
- if a document is requested from the land registry file, the details of the property, such as the address or registry part number;
- if a document is requested from the Marital Property Register, the spouse’s first name and surname, and their personal identification code or the number of the Marital Property Register card;
- justification of legitimate interest.
The request may also be submitted by email. A request sent by email must be digitally signed.
Further information on obtaining documents from the files of the court’s Registration Department or the Commercial Register can be found in the guidelines on obtaining documents from the court register: Obtaining Documents from the Court Register.
Notary fee
| Notarial act | Notary fee including VAT (€) |
|---|---|
| Printout | €3.96 per page (max €39.62) |
| Copy | 3.96 per page (max 39.62) |
| Issue of a digital copy | 15.81 |
| Signature and specimen signature | 15.81 |
| Preparation of a draft application to be notarised | 22.57 |
| Preparation of a draft application to be submitted to the land register or Registration Department of a court, the certification of the signature of the applicant and the issue of a digital copy of the application | 44.33 |
| If there are multiple applicants, an additional fee is charged starting from the second person for the certification of their signatures | 7.87 |
| Copying fee | 0,24 per page |
The fees given in the table are approximate. For example, the notary fee for a printout depends on which register the printout is taken from and whether it is issued on paper or digitally. The amount of the fee may also vary depending on the nature of the fact being certified by the notary, for example, whether the notary is certifying a person’s presence at a specific location or their being alive.
Find out more
Contact and help
If you have agreed on a transaction or need advice, please contact a notary.