In this article, we explain how to add, remove, or modify members of the board of your company in Estonia. Thanks to the power of the e-Residency program of Estonia, this procedure can be done online in a matter of minutes.
Requisites to change the members of the board
There’s at least one document you need to prepare beforehand: a resolution of the current members agreeing to modify the board member structure. We have a template ready for that. Ask us for that template, fill it in with the right data, and send it to us for review. Once we send a PDF back to you, you need to sign it with the DigiDoc4 software.
Open the DigiDoc4 software, then drag and drop this PDF inside. Next, connect the e-Residency ID card with the USB reader. Wait until the message “Sign with ID card” appears in a blue button at the bottom right. Click on that button. It will ask for your PIN2 and generate a .asice document. This is the document that you will need.
Obviously, in order to sign the document digitally, you should have configured the USB reader to work with your e-Residency ID card. Here we explain how to do it.
Accessing the Company Registration Portal and starting the petition
First, you need to log into the company registration portal. If you find some problems logging in, close the browser (exit all windows), reopen it, and try again.
Once inside, you will see a list of your companies. Most probably, there will only be one. Click on the name of your company.
A new screen will appear with the information of your company. Click on “Start the petition for an entry regarding alteration”.
You will then see a new screen with some sections containing the data of your company. We will need to change just two things: the name, and upload the document that we mentioned previously.
Let’s go through these required modifications one by one.
Altering the persons in the entry
Go to the “Persons in the entry” section and click on “Alter the persons in the entry”.
You will see a list where current board members should appear. Select “Management Board Member” in the drop-down and click on “Add”.
A new screen will open. Enter the name, surname and e-Resident code of the new member of the board of directors, and click on “Submit my data”.
A new section will open and an orange message “Please enter the seat” will appear. There, select the country of residence of the new director, then you can specify the address, postal code, and email, as shown in the figure.
Optionally you can also if you wish to remove existing board members or modify their data.
When you are finished, check that the list of new members of the board of directors is correct and the data is just what you want, and click on “Back to entering the data of the application”.
Adding the documents for the petition
Now we need to upload the documents supporting our petition. The mandatory one is the .asice document that you signed before.
In order to add that document, go to the “Additional documents to be submitted with the entry petition” and click on “Add document”. In the case of the consent, you need to select “Resolution of the body” as the type of the document and upload the signed .asice document.
Click on “Add a document”, and back to entering the data in the application. Check that the document appears now in the list.
Now it’s time to sign the petition by clicking on the “Check the details of the entry petition” button.
Confirming the petition
You will see a screen with a summary of the changes we are going to perform in the registry.
It should say that a new board member is going to enter the company, and also mention the uploaded .asice document. Now click on the blue button to confirm the petition.
Signing the petition
Next, we will sign the petition. In order to do that, click on the “Sign” blue button. Wait until the pop-up appears to choose your certificate, and enter your PIN 2.
If the signature process succeeds, you will see the signature tick next to your name. Now click on “Confirm the signatures”.
Proceed to payment
Next, you need to pay a small state fee for the change the registry.
Select “Payment of the state fee in a bank office or in the internet bank”, and choose “View details for making a payment”. You will see a screen with all the information for the payment.
Choose any of the bank account IBANs for the payment. It’s important that all the information is correct, including the description of the payment and especially the reference number.
Go to your online bank website and do the payment. Then go back to this page, close the pop-up, and click on “Confirm Payment”. Time for the final step, sending the petition to the registry!
Sending the petition to the registry
Just click on the blue button to finish the process and send your request to the registry. That’s all!
If there’s a mistake, or some documentation is missing, you will receive an email, but make sure to check the Company Registration Portal regularly because the information will be updated there. Your petition will be listed just down below your company names in a section called “Entry petitions”.
As always, if you find trouble during the process, send us a message. We’ll be happy to help.