Delivery of documents to an agency
Documents may be delivered to an agency in person, by an attorney or courier, or by post. An attorney must hold a power of attorney.
In many cases, it is recommended that documents be delivered in person, because a district court or a legal aid office may in that case preliminarily examine e.g. an application and its attachments at once, and communicate any defects to the author immediately. In this manner, it is possible to avoid a written or telephoned exhortation to supplement the document. An application for the enforcement of a tax or some other charge enforceable without a judgment or court order cannot be filed by an attorney.
Delivery of documents by post takes place at the risk of the sender. If a document (e.g. a letter of appeal) is to be delivered to an agency within a set period, it should be kept in mind that also posted documents must arrive at the agency no later than on the last day of the given period, before the end of business hours.
In addition to the traditional means of delivery referred to above, an application for a summons, a response and other trial documents may be delivered to a court of law or to a person designated as the addressee of the document also by fax or e-mail. Such "electronic" delivery is governed by the provisions of the Act on Electronic Service by the Public Authorities (13/2003). In addition, e-services may be used for communication with most administrative and special courts.
Delivery by fax or e-mail takes place at the risk of the sender. A document to be delivered within a set period must be sent so that it is accessible to the judicial authority in a reception device or information system before the end of that period.
The document is deemed to have arrived, if the authority is capable of technical processing of the document. A document whose sender is unknown or which cannot be opened is not deemed to have arrived.
Under the new legislation, an electronically delivered document need not be supplemented merely in order to obtain a signature, if the document contains information on the sender and there is no reason to suspect that the contents of the message have been corrupted in transmission.
If an electronic system used by the authority malfunctions or is off line, or if the time of arrival of the document cannot be ascertained for some other corresponding reason, the electronic document is deemed to have arrived at the time when it was sent. In order for the time of sending to be accepted as the time of arrival, credible proof as to the time of sending must be provided.
The courts are not technically equipped to handle electronic signatures.
If you want to send confidential documents to the Ministry of Justice or its agencies, it is advised to do it using the Ministry's secure email system (https://turvaposti.om.fi). The service is easy and safe to use and free of charge.
If you want to send secure email to the Ministry or its agencies, insert the necessary identification information (name, reference etc.) to the name, content and attachments of your message so that it can be directed to the right person and that the subject area and sender of the message are known.
The guide behind the link explains how to send secure mail to the Ministry of Justice and its agencies.