Official electronic address required from January 1, 2023 for legal entities registered in Latvia
As of 1 January 2023, all legal entities registered in Latvia – companies, associations, foundations, trade unions and other legal entities registered in the Latvian registers – will be required to use an official electronic address (e-address).
What is an e-address?
An e-address is a unified solution designed to ensure secure and convenient official communication with public authorities via electronic means. Today, an e-address ensures communication electronically with more than 3,000 Latvian public authorities.
The use of an e-address provides several advantages – the possibility to send information and documents to, or request services of, public authorities at any time and from any location, including entering into contracts and receipt of notary services remotely. In addition, the e-address is an environmentally friendly communication solution that will allow you to save mailing resources, to address several representatives of a legal entity by means of one e – mail, while also ensuring the security and confidentiality of the documents.
How does an e-address work?
If the legal entity has a registered e-address, the public authorities will henceforth communicate with the legal entity by means of this digital mailbox rather than writing a letter to the legal entity’s registered address.
Once the public authority sends a letter to the e-address, the legal entity will receive a notification by e-mail regarding the letter. Accordingly, the legal representative of the entity will be able to access and reply to the e-address via the portal Latvija.lv.
How to obtain an e-address?
A legal entity can create an e-address in two ways: through the portal Latvija.lv or by integrating the solution in the entity’s document management system.
Through Latvija.lv the e-address can be created by a person who is authorized to sign on behalf of the legal entity as registered in the Enterprise register and has a valid authentication tool (eID card, eSignature, eSignature Mobile, or eIDAS).
The e-address can also be obtained by integrating it into the entity’s document management system – the e-address information system is connected to the legal entity’s document management system solution if it has an appropriate level of safety. More information about this process is available here.
Who can register an e-address?
As indicated above, e-address registration can only be performed by persons authorized to sign on behalf of the legal entity as registered in the Enterprise register, and have a valid authentication tool (eID card, eSignature, eSignature Mobile or eIDAS).
E-address registration cannot be performed by means of an authorization which is not found in the Enterprise Register, nor is any other authentication means valid, except for the above mentioned.
Who can access the e-address?
Only one e – mail address can be registered as the official e-address to which notifications will be sent. It would therefore be advisable to use an e – mail address available to several representatives of the legal entity.
The content of the legal entity’s e-address may be viewed by any natural person who is identified as the legal entity’s authorized representative in accordance with the information specified in the Enterprise Register.
The e-address can also be accessed by persons who have are authorised by the legal entity by means of Latvija.lv. It is possible to obtain such an authorization by submitting it via the Latvija.lv portal. As soon as the authorization is established, the authorized person will have access to the legal entity’s e-address for correspondence with the public authorities.
NB! An authorization in the Latvija.lv portal can be issued only by persons that the legal entity has granted the right to issue such an authorization on behalf of the legal entity.