Submitting materials to Valvira by e-mail

We recommend that any written pleadings and other documents be sent to the e-mail address of the registry at Valvira (kirjaamo(at)valvira.fi) instead of the personal e-mail address of any official. Valvira also has an online service that is available in various licensing and supervision matters handled by Valvira.

Written pleadings and their appended documents should be sent as separate files. The written pleading itself may consist simply of text in the body of the e-mail message. Confidential information or personal data such as health details or social welfare client details must never be submitted via ordinary e-mail, not even as an attachment. All confidential information must be sent via secure mail.

E-mail message body

• Enter a short and informative heading on the Subject line of the e-mail message.
• If you already know the registry number of the case at hand, please quote it on the Subject line or in the body of the message.

Naming files

• The file name must clearly describe the content of the file.
• For the Valvira case management system, file names should be no more than 80 characters long.
• You should include an identifying detail in the file name, such as the document date and/or the name of the person whom the document concerns.
• If your written pleading has a numbered list of attachments, then you should enter the number of the attachment at the beginning of the name of the corresponding file.
• Here is an example of an informative file name: “Attachment 1 Degree certificate 1 February 2021 John Smith”.

Preferred file formats

• Text files: pdf, txt, doc, docx, xls, xlsx, odt, ods, odp, odg, odf. If possible, we would prefer you to use the file format PDF/A, which is directly compatible with the Valvira case management system.
• We ask you not to send image files by e-mail; instead, images should be converted to PDF or PDF/A format. This makes the matter easier to process.
• The maximum size of any individual file in the online service is 10 MB.
• The maximum size of any e-mail message including attachments is 50 MB.
• The maximum size of any secure mail message including attachments is 400 MB.

Delivery of the message to the authority is at the sender’s risk. An acknowledgement will always be sent to you of a successful delivery of a message to the registry e-mail address.