Certificate of record of service on Estonian ships
Applying at a service office
To apply for a certificate of record of service, find a suitable service office and bring with you an identity document and the employer’s confirmation that you are working or accepting work or work practice aboard a ship.
In the absence of an employer, present confirmation from the Unemployment Insurance Fund that you are a seafarer who is registered as unemployed or is seeking work.
The confirmation from the employer or the Estonian Unemployment Insurance Fund’s notice must have the issuer’s name, date of issue and number. To apply for a document, the notice must be valid for 3 months starting from the date of issue of the notice.
If desired, reserve a slot at the service office for your document application.
Applying for certificate of record of service under ordinary procedure
After your application has been accepted, it will take a maximum of 30 days to prepare your certificate of record of service under ordinary procedure.
Applying for certificate of record of service under expedited procedure
It will take a maximum of 2 working days to prepare a certificate of record of service applied for under expedited procedure. The time until the certificate of record of service is issued starts on the working day after the application is submitted.
All service offices accept applications for the certificate of record of service under expedited procedure, but the document can be claimed only at Tallinn service offices.
You will have to give fingerprints when applying for a certificate of record of service.
Authorization for claiming certificate of record of service
If you wish to send a person you have authorized to claim the document, you should decide this when submitting the application and submit the authorization when submitting the application at the service office.
The person authorized must present a valid Estonian identity document when claiming the certificate of record of service. They must also have the applicant’s old certificate of record of service with them.
You can send your document photograph in digital format by email to firstname.lastname@example.org.
Taking a document photo at the service office
All client service offices (except for Keila and Kolde) are equipped with photo booths where you can take a document photograph free of charge.
Sending digital document photo
If desired, the digital document photo may be emailed to email@example.com.
The minimum measurements of a digital document photograph are 1300 x 1600 pixels and the correct format is JPEG.
The file size must be a minimum of 1 MB and a maximum of 5 MB.
The state fee for a certificate of record of service is €40.
The state fee if you are applying for the certificate of record of service under expedited procedure is €58.
Payment of state fee at the service office
The state fee may be paid at the service office:
- in cash
- by card payment
- over the customer computer terminal
American Express is not accepted for the state fee.
Marriage, divorce or name change abroad
If there is a change in personal data while you are abroad, you will have to present a document substantiating the change when applying for a certificate of record of service.
If your personal data changed in Finland after 1 July 2010, this can be certified by an English-language extract from the Finnish Population Register.
If your personal data changed in Finland before 1 July 2010, check whether the information has reached the Finnish Population Register and if so, this can be substantiated with an English-language extract.
If the document that certifies the change in personal data was issued in Finland before 1 July 2010, it must be translated by a sworn translator or the authenticity of the translation must be notarized and the document must be certified by an apostille certificate or legalized.
Upon presenting a document issued in a foreign country, check whether it must be translated and certified with an apostille certificate or legalized.
If the document is not in Estonian, Russian or English, it will have to be translated and the translation must be done by a sworn translator or notarized.
Documents issued in these countries do not have to be certified by an apostille certificate or legalized.
- Bosnia and Herzegovina
- Cape Verde
- The Netherlands
- North Macedonia
- United Kingdom
However, documents issued in other countries do have to be certified by an apostille certificate or legalized.
For more information on legalization of documents and apostils, visit the Ministry of Foreign Affairs website.