Maritime operator holding account

If you have an electronic identification (eID), you can follow the step-by-step instructions below and submit your application digitally through the Swedish Energy Agency’s e-service Mina sidor (My pages). Please note that the e-service is not yet available in English, hence knowledge in Swedish is a requisite to use this service.

If you do not have an eID, you need to submit your account application by posting the required documentation to the Swedish Energy Agency.

For the application to be complete, you must provide the following documents:

• the application form
• documentation for the account representatives
• documentation for the account holder

More information about the documentation requirements can be found under Documentation for account representatives and Documentation for account holder below.

All documents must be sent to:
Swedish Energy Agency
Union Registry
Box 310
631 04 Eskilstuna
SWEDEN

According to the Registry Regulation, the documentation requirements for account representatives are the following:

• application form
• power of attorney
• id document (copy certified by a notary public)
• extract from criminal record
• evidence of an address of permanent residence

Application form

The application form is required to verify which organisation the account representative is applying for and to facilitate easy access to the account representative’s contact information. The Swedish Energy Agency provides the form in downloadable PDF format on our website.

Download application form

Power of attorney

A power of attorney shall be provided for all account representatives who themselves are not company signatories. The Swedish Energy Agency provides a template in downloadable PDF format on our website.

Download power of attorney

ID document

A scanned copy of a valid ID (passport, Swedish driving license or identity card, or an ID card issued by a Member State of the European Economic Area or the Organisation for Economic Cooperation and Development) must be certified by a notary public.

The original of the certified ID document is retained by the representative as long as they are an authorised account representative. The Swedish Energy Agency can request the original documentation for further review.

Extract from the criminal record

An extract from the criminal record must be submitted to ensure that the account representative has not committed any financial crimes. The Swedish Energy Agency can request criminal records from the Swedish Police Department. However, applicants residing outside of Sweden and/or are without a Swedish personal identity number, need to themselves order and post their extracts to the Swedish Energy Agency.

Evidence of an address of permanent residence

If the representative has a permanent residential address in a country other than Sweden, evidence of an address of permanent residence must also be provided.

Common requirements for all types of documentation

Notary Public

To verify and authenticate submitted copies of documentation, they must be certified by a Notary Public. The date issuance of the certificate or legalisation must not be older than three months when the application is received by the Swedish Energy Agency. Contact details for the notary public office that issued the certificate must be attached to the application. Original documents do not need to be certified by a Notary Public.

Language

Documents submitted in the application must be in Swedish or English. If the original document is in another language, a legalised or apostilled stamped copy must be submitted together with a certified translation.

According to the Registry Regulation, documentation for the account holder must be submitted together with the account application. For maritime operator holding accounts, the documentation requirements will vary depending on the operator.

Together with the application form, one of the following two documents must be submitted to the Swedish Energy Agency:

• a list of ships under the shipowner’s responsibility
• a mandate by the shipowner to comply with the ETS obligations

Where applicable, the following documentation must also be submitted:

• information about the group structure
• information about the legal person

Read more about the required documentation below.

List of ships under the shipowner’s responsibility

If the shipowner is responsible for the operation of the ships, a document listing the ships under the shipowner’s responsibility must be submitted. The document must include a list of all the ships under the shipowner’s responsibility as well as their respective IMO ship identification number.

In case of changes to that list of ships, the shipowner must inform the Swedish Energy Agency within 20 working days and submit an updated document. The shipowner must also provide the Swedish Energy Agency with the name and IMO unique company and registered owner identification number of the new shipping company for each of the ships no longer under the shipowner’s responsibility.

Mandate by the shipowner to comply with the ETS obligations

If an organisation or person (such as the manager or the bareboat charterer) has assumed the responsibility for the operation of the ship from the shipowner and that, on assuming such responsibility, has agreed to take over all the duties and responsibilities imposed by the International Management Code for the Safe Operation of Ships and for Pollution Prevention as well as assumed responsibility for the obligations to comply with the ETS obligations, that organisation or person must provide the Swedish Energy Agency with a document clearly indicating that it has been duly mandated by the shipowner to comply with the ETS obligations.

The document must be signed by both the shipowner and the organisation or person mandated by the shipowner. The document must include the following information:

• the name and the IMO unique company and registered owner identification number of the organisation or person mandated by the shipowner
• the country of registration of the organisation or person mandated by the shipowner, as recorded under the IMO Unique Company and Registered Owner Identification Number Scheme
• the name and the IMO unique company and registered owner identification number of the shipowner
• information related to the contact person of the shipowner (name, job title, business address, business telephone number, business email address)
• the date of application of the mandate of each ship falling within the scope of the mandate
• the IMO ship identification number of each ship falling within the scope of the mandate.

The document provided must be in Swedish or English. If the document is in another language, an English translation shall be provided. If this document is a copy, it must be certified by a notary public. The date of the certification must not be more than three months prior to the date of application for opening an account.

Information about the group structure

If the account holder is part of a group, a document clearly identifying the structure of the group must be provided.

If this document is a copy, it must be certified by a notary public. The date of the certification must not be more than three months prior to the date of application for opening an account.

Information about the legal person

If a legal person requests to open a maritime operator holding account, a document providing the registration of the legal entity must be submitted.

The Swedish Energy Agency may also require the following documents to be submitted:

• bank account details
• a confirmation of VAT registration
• the name, date of birth and nationality of the legal entity’s beneficial owner as defined in Article 3, point (6), of Directive (EU) 2015/849 including the type of ownership or control they are exercising
• a copy of the instruments establishing the legal entity
• a copy of the annual report or of the latest audited financial statements. If no audited financial statements are available, a copy of the financial statements stamped by the tax office or the financial director can be submitted

Common requirements for all types of documentation

Notary Public

To verify and authenticate submitted copies of documentation, they must be certified by a Notary Public. The date issuance of the certificate or legalisation must not be older than three months when the application is received by the Swedish Energy Agency. Contact details for the notary public office that issued the certificate must be attached to the application. Original documents do not need to be certified by a Notary Public.

Language

Documents submitted in the application must be in Swedish or English. If the original document is in another language, a legalised or apostilled stamped copy must be submitted together with a certified translation.

The final step in the account application process is to create a user account in the Union Registry. Once all the required documentation has been submitted and approved, you need to apply to open your account in the Union Registry and add your account representatives.

How to register in the Union Registry – step by step

If you are already a user in the Union Registry, you can go directly to step 3 below.

1. Create an EU Login user account

Go to the Union Registry website.

EU Registry, European Commission

Select the Swedish Registry and follow the steps to create an EU Login account.
You also need to install the EU Login mobile app, which is necessary to authenticate and sign processes in the Union Registry. After installing the app, your need to log into EU Login to register your mobile device to your account.

2. Register in the Union Registry

Once you have an EU Login account, you can request access to the Union Registry. Once you have registered, you will be given a Unique Registry Identifier (URID), for example SE123456789.

3. Request new account in the Union Registry

Once all the account representatives have received their URIDs, you can request to open a new account in the Union Registry. Note that only one of the account representatives should request to open an account.

The URIDs for the account representatives are required to appoint the representatives to the account. The process is described in chapter 1, section 2 in the EU Union Registry User Guide.

EU Union Registry - User Guide (pdf)

The person opening the account will be given the option to select which roles to assign the account representatives. For full access to the account, the account representative should be given the role Process Initiator and Approver.

More information about the different roles for account representatives can be found on our website.

User roles

4. Enrolment keys are posted

Once the account application is approved and all the authorised account representatives have submitted the required documentation, the Swedish Energy Agency will post the enrolment keys by post to each representative. The enrolment key is necessary to complete the activation of your user account.