How to Form an Estonian Company Without e-Residency

November 30, 2025

by Capture

How to Form an Estonian Company Without e-Residency (Notary-Based Formation with Capture)

For most founders outside Estonia, e-Residency is the easiest way to start and manage an Estonian company remotely. It gives you secure digital access to the e-Business Register, banks/fintechs, and government portals — all online, from anywhere.

But e-Residency isn’t always an option.

Maybe:

Your application was refused or delayed
You don’t have a convenient pickup location
You need the company now, and can’t wait for the card
Your situation or country makes approval less likely

In these cases, there is still a perfectly valid alternative: Notary-based company formation in Estonia — no e-Residency needed.

At Capture, we can set up your Estonian OÜ for you via a power of attorney (POA) and an Estonian notary, while you stay in your home country.

Option 1: e-Residency (Our Recommended Default)

Before we get into the notary route, it’s worth noting that if you can get e-Residency, you should almost always.

With e-Residency, you can:

Register your company fully online
Log in to the e-Business Register, tax board, and other systems
Sign documents digitally
Manage your company yourself without needing a local representative for every change

That’s why e-Residency is usually our first recommendation for remote founders.

But when it’s not possible or realistic, notary-based formation is a solid Plan B.

Option 2: Notary-Based Company Formation (No e-Residency Needed)

With notary-based formation, we use a power of attorney so that Capture can sign the incorporation documents on your behalf at an Estonian notary.

You do not need:

An Estonian ID card
e-Residency
To physically visit Estonia

Instead, you’ll sign a POA at your local notary, send it to us, and we’ll handle the rest. This route is more expensive than the e-Residency route (because of notary and courier costs)

Capture’s team will walk you through every step and give you a concrete action plan tailored to your situation.

Step-by-Step: How Notary-Based Formation with Capture Works

1. Short Consultation & Structure Planning

We start by clarifying the basics:

Who will be the shareholders and directors
Your business activity
Whether you need a registered address & contact person (most non-residents do)
Any special requirements

Based on this, we confirm that notary-based formation is suitable, and outline the likely timeline and cost components.

2. We Prepare the Draft Documents & POA

Once we agree to proceed, Capture will:

Draft the company formation documents (articles of association, share capital details, etc.)
Prepare a power of attorney document
Provide instructions on how to sign and legalise the POA in your country

You’ll review everything and confirm that it matches your intended structure before signing.

3. You Sign the POA at Your Local Notary

In your country of residence, you will:

Visit a local notary
Sign the power of attorney
Arrange for apostille or legalisation if required (depends on whether your country is a party to the Apostille Convention and on Estonian requirements)

We’ll tell you exactly which form of legalisation is required for your country.

4. You Send the Originals to Estonia

After notarisation (and apostille/legalisation, if required), you:

Send the original POA and any other required documents (e.g., certified passport copy) to us in Estonia via courier.

Once we receive the documents, we will arrange for a sworn translation and book a notary’s appointment.

5. Capture Attends the Notary and Registers Your Company

Using your POA, our representative will:

Attend an Estonian notary
Sign the incorporation documents on your behalf
File everything with the Estonian Business Register

At the same time, we can add:

Our registered business address in Tallinn
Our licensed contact person (if required by law for your company)

When the court registers the company, you will receive:

Official registry code (company registration number)
Confirmation of the company name and details
Instructions on your next steps (banking/fintech, accounting, reporting deadlines, etc.)

6. After Incorporation: Banking, Accounting & Management

Once the company is registered, you’ll need to:

Open a bank or fintech account (often via services like Wise or similar, depending on your profile)
Set up accounting and agree on how invoices, Stripe/PayPal/etc. will be handled
Decide whether you will later also apply for e-Residency to manage the company more easily online (recommended, but not mandatory)

Capture can:

Provide basic banking guidance (which services are commonly used by similar clients)
Introduce you to our partner accounting firm for ongoing bookkeeping, VAT, and annual report
Help you understand your obligations in Estonia (e.g., annual report deadlines)

How Long Does Notary-Based Formation Take?

The total duration depends mainly on:

How quickly can you:
- Sign the POA at your local notary
- Get an apostille/legalisation (if needed)
- Courier documents to Estonia
The sworn translator and notary’s availability in Estonia
The Business Register’s processing speed

In many cases, the process can be completed in roughly 1–3 weeks from the moment your POA is properly notarised and sent, but for some countries, it may take a bit longer.

When you contact us with your country and more details, we’ll give you a more precise estimate.

Is Notary-Based Formation Right for You?

Notary-based company formation without e-Residency can be a good fit if:

You cannot obtain e-Residency (or it has been refused)
You don’t want to wait for the e-Residency process to complete
You’re comfortable with notary, apostille, and courier steps in your home country
You want an Estonian company, but don’t plan to personally log into Estonian systems that often (at least initially)

If you can get e-Residency, that’s still usually the better long-term route. But if not, notary-based formation ensures that Estonia is still open to you.