Swedish Energy Agency Climate The EU Emissions Trading System (EU ETS) Guidance for operators and other actors in emissions trading Annual review of account information

Annual review of account information

The Swedish Energy Agency is obliged to review and verify that the information provided during the application process is still complete, up-to-date, accurate and true.

The review is carried out in accordance with the Registry Regulation (2019/1122) and is ongoing, with information reviewed every three or five years.

According to the Registry Regulation, each account must have at least two authorised and active account representatives. This review gives the account holder the opportunity to update, add and revoke account representative access.

Purpose of the review

The review is intended to protect account holders in the Union Registry from fraud and other irregularities.

Who is included in this year's review?

The review includes both representatives (individuals) and account holders (natural or legal persons). Those included in this year's review will be contacted by email with instructions. Only representatives and account holders who are contacted by us are included in the review.

The review of the information regarding account representatives is carried out:

  • every five years for representatives of Operator holding accounts
  • every three years for representatives of Trading accounts and Personal holding accounts under the Kyoto Protocol
  • every five years for representatives of Verifier accounts

The review of information regarding account holders is carried out every three years for Trading accounts and Personal holding accounts under the Kyoto Protocol. Account holders for operator holding accounts are not covered by this review.

Timetable

During October, the Swedish Energy Agency will send an email to all account representatives and account holders covered by this year's review of documentation.

Who is who?

Account representatives are the persons who represent an account holder, have access to the account and can carry out transactions, surrenders and enter emissions.

An account holder is the company or organisation that owns an account in the registry. For each account, the account holder must appoint at least two authorised account representatives who then represent the account holder.

For account representatives

Account representative documentation

Providing or updating documentation for representatives is preferably done via the Energy Agency's e-service Mina sidor (in Swedish). If you do not have a Swedish or eIDAS eID or prefer English, you can provide the documentation in paper form.

The following documents must be sent to the Swedish Energy Agency:

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Using the e-service Mina sidor

First, you apply for access to the e-service. Then you fill out the form for updating documentation and attach the required documentation. To log in to Mina sidor, you need a Swedish or eIDAS eID.

Mina sidor (in Swedish)

Step 1. Application for access to the e-service

  • Log in to My Pages with a Swedish eID or eIDAS
  • Apply for access to the e-service “handel med utsläppsrätter (EU ETS)”
  • Choose how you want to connect to the e-service
  • Attach the power of attorney that applies to emissions trading
  • Fill in your information and submit it
  • You will be notified by email when you have been granted access

Step 2. Fill in the form for updating documentation for account representatives

  • Log in to Mina sidor again
  • Choose “uppdatera documentation för behörigt kontoombud”
  • Attach the required documentation. Read about the documentation requirements under Documentation regarding representatives below
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No eID?

If you do not have an eID, you can send your documentation by mail to the Swedish Energy Agency. Download the form for updating your documentation.

Updating account information in the Union Registry for account representatives and account holder (pdf)

On the form, you must:

  • enter information about the organisation or natural/legal person who is the account holder
  • enter information about the persons who will act as the account holder's representative in the Union Registry
  • read the information on the processing of personal data
  • ensure that a valid signatory or representative of your organisation signs the form. You yourself as the applicant can also sign the form, if you enclose a valid power of attorney with your application

The following must be included in your application by mail to the Swedish Energy Agency:

  • application form
  • documentation regarding any update of account representatives

All documents must be sent to:

Energimyndigheten
Unionsregistret
Box 310
631 04 ESKILSTUNA

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Account representative documentation

The account representative documentation must be submitted digitally via the Swedish Energy Agency's e-service on Mina sidor. If this is not possible, the documentation must be sent via mail to the Swedish Energy Agency.

The documentation requirements for representatives according to the Registry Regulation (2019/1122) are as follows:

  • power of Attorney
  • ID-document (certified by a Notary Public)
  • extract from the criminal record register

The Swedish Energy Agency checks the permanent residential address of all representatives. If you are resident in a country other than Sweden, you must submit evidence of permanent residential address.

Mina sidor (in Swedish)

Power of Attorney

A power of attorney must be issued for all representatives in the Union Registry who do not individually have the right to sign for the company according to the Swedish Companies Registration Office's register or equivalent. A copy of the signed power of attorney must be attached to the application made to the e-service Handel med utsläppsrätter. The application is made via Mina sidor. If the e-service is not used, it must be provided in paper. The representative retains the original power of attorney as long as the person is a representative. The Swedish Energy Agency may request the original power of attorney for review.

Power of attorney (pdf)

ID Document

A copy of a valid ID document (passport, Swedish driving license or ID card issued by a state that is a member of the European Economic Area (EEA) or the Organization for Economic Cooperation and Development (OECD) is required.

The copy of the ID document must be certified by a Notary Public and submitted digitally via the e-service or in paper form. The representative retains the certified original copy of the ID document for as long as the representative is a representative. The Swedish Energy Agency may request the original copy for further review.

Extract from the Criminal Record

When updating account representative documentation, an extract from the Police's (or equivalent) criminal record must be provided. For Swedish citizens, the Swedish Energy Agency obtains the criminal record extract from the Swedish Police Authority upon application.

For non-Swedish citizens, the extract must be provided in original or as a notary public certified copy.

If you as a Swedish citizen want to submit the criminal record extract yourself, you can order the extract from the Police's e-service. The extract must be sent to the Swedish Energy Agency in the unopened envelope in which the Police originally sent the extract and must not be older than three months when it is received by the Swedish Energy Agency.

Extract to check your own information in the criminal record register (The Swedish Police Authority) (in Swedish, polisen.se)

General documentation requirements

To prove the authenticity of copies of documents submitted, they must be certified by a Notary Public. The date of issuance of the certificate or legalisation must not be older than three months when the application is received by the Energy Agency. Contact details for the Notary Public/department that legalised must be attached to the application. Original documents do not need to be certified by a Notary Public.

A Notary Public is in Sweden appointed by Länsstyrelsen and has the task of helping the public to certify copies of documents. You can find your nearest notary by searching online or on Länsstyrelsen’s website.

Language

The documents submitted to the Energy Agency must be in Swedish or English. If the original document is in another language, a legalised copy must be submitted together with an authorised translation.

Our services - Translation (in Swedish, kammarkollegiet.se)

Add or remove a representative

Please follow our guide on managing authorized representatives on an existing account.

Guide to administering authorised representatives on existing accounts (pdf)

Updating documentation for account holders

The easiest way to update documentation for account holders is via the Swedish Energy Agency's e-service on Mina Sidor. If this is not possible, the documentation must be sent as a physical document via mail to the Swedish Energy Agency.

Mina sidor (in Swedish)

The following documents must be submitted to the Swedish Energy Agency:

  • evidence of identity
  • evidence of permanent address for the account holder (company)
  • evidence of open bank account
  • annual report (or web address to the annual report)
  • extract from the criminal record (for signatories)
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Using the e-service Mina sidor

First, you apply for access to the e-service. Then you fill out the form for updating documentation and attach the required documentation. To log in to Mina sidor, you need a Swedish or eIDAS eID.

Mina sidor (in Swedish)

Step 1. Application for access to the e-service

  • Log in to My Pages with a Swedish eID or eIDAS
  • Apply for access to the e-service “handel med utsläppsrätter (EU ETS)”
  • Choose how you want to connect to the e-service
  • Attach the power of attorney that applies to emissions trading
  • Fill in your information and submit it
  • You will be notified by email when you have been granted access

Step 2. Fill in the form for updating documentation for account representatives

  • Log in to Mina sidor again
  • Choose “uppdatera documentation för behörigt kontoombud”
  • Attach the required documentation. Read about the documentation requirements under Documentation regarding representatives below
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No eID?

If you do not have an eID, you can send your documentation by mail to the Swedish Energy Agency. Download the form for updating your documentation.

Updating account information in the Union Registry for account representatives and account holder (pdf)

On the form, you must:

  • enter information about the organisation or natural/legal person who is the account holder
  • enter information about the persons who will act as the account holder's representative in the Union Registry
  • read the information on the processing of personal data
  • ensure that a valid signatory or representative of your organisation signs the form. You yourself as the applicant can also sign the form, if you enclose a valid power of attorney with your application

The following must be included in your application by mail to the Swedish Energy Agency:

  • application form
  • documentation regarding any update of account representatives

All documents must be sent to:

Energimyndigheten
Unionsregistret
Box 310
631 04 ESKILSTUNA

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Account holder documentation

Providing or updating documentation for the account holder is preferably done via the Energy Agency's e-service Mina sidor (in Swedish). If you do not have a Swedish or eIDAS eID or prefer English, you can provide the documentation in paper form.

The documentation requirements for account holders according to the Registry Regulation (2019/1122) are as follows:

  • evidence of the account holder's identity;
  • evidence of the account holder's permanent address;
  • evidence of an open bank account for the account holder;
  • annual report for the account holder:
  • extract from the criminal record for the signatory(s) (For Swedish citizens, this is automatically obtained by the Swedish Energy Agency).

Read more about the different types of documentation in the drop-down tabs.

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Evidence of identity

Evidence of the account holder's identity must include a copy or original of the following:

Legal person

  • Copy of the certificate of incorporation of the legal person.
  • Copy of documents proving the registration of the legal person (for Swedish companies this may include, for example, an extract from the Swedish Companies Registration Office).
  • Confirmation of VAT registration number.
  • Information on the beneficial owner of the legal person as defined in Directive 2005/60/EC, see the heading Clarification on beneficial owner below for more information.
  • Name of the legal person's executive officer with operational responsibility (e.g. CEO). If powers of attorney for representatives are attached, the information must include details of the right to sign these powers of attorney for the signatory.

Natural person

Passport or identity document issued in a country that is a member of the European Economic Area or the Organisation for Economic Co-operation and Development (OECD) or another passport.

Clarification about beneficial owner

Extract from Article 3 in 2005/60/EG:

(6) 'beneficial owner' means the natural person(s) who ultimately owns or controls the customer and/or the natural person on whose behalf a transaction or activity is being conducted. The beneficial owner shall at least include:

(a)in the case of corporate entities: (i) the natural person(s) who ultimately owns or controls a legal entity through direct or indirect ownership or control over a sufficient %age of the shares or voting rights in that legal entity, including through bearer share holdings, other than a company listed on a regulated market that is subject to disclosure requirements consistent with Community legislation or subject to equivalent international standards; a %age of 25 % plus one share shall be deemed sufficient to meet this criterion;

(ii) the natural person(s) who otherwise exercises control over the management of a legal entity:

(b)in the case of legal entities, such as foundations, and legal arrangements, such as trusts, which administer and distribute funds:

(i) where the future beneficiaries have already been determined, the natural person(s) who is the beneficiary of 25 % or more of the property of a legal arrangement or entity;

(ii) where the individuals that benefit from the legal arrangement or entity have yet to be determined, the class of persons in whose main interest the legal arrangement or entity is set up or operates;

(iii) the natural person(s) who exercises control over 25 % or more of the property of a legal arrangement or entity.

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Evidence of permanent address

Evidence of permanent address may be a copy of any of the following:

Legal person

A document proving the registered address of the legal person. If the registered address is already stated in the documents submitted to prove proof of identity, no additional document needs to be submitted to prove address.

Natural person:

Evidence of the address of permanent residence may be copy of any of the following:

  • a certificate from the local authorities confirming the person's permanent address (applies if the country where the person is registered cannot issue identity documents that include a permanent address).
  • other document showing the permanent address of the account holder and which has been approved in advance by the Swedish Energy Agency.
  • identity document, if it contains the permanent address.
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Evidence of open bank account

The applicant must provide evidence of an open bank account in a country within the European Economic Area (EEA). The evidence can be a certified copy of a bank statement or a signed certificate from the bank.

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Annual report

A copy of the annual report or the latest audited annual report must be submitted. If no audited annual report is available, we will accept a copy of the financial statements stamped by the tax office or the financial manager.

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Extract from the criminal record register

An extract from the criminal record register is required for the account holder's signatory or for the natural person's beneficial owner and/or manager. For Swedish applicants, the Swedish Energy Agency obtains the extract from the Police Authority upon application.

This is done to maintain the security of the Union Registry and to protect our account holders against fraud and other irregularities in the registry.

Information sources and data handling

If you as a Swedish citizen want to submit the criminal record extract yourself, you can order the extract from the Police's e-service. The extract must be sent to the Swedish Energy Agency in the unopened envelope in which the Police originally sent the extract and must not be older than three months when it is received by the Swedish Energy Agency.

Trading account requirement

A trading account needs to have at least one representative with a permanent residential address in Sweden.

General documentation requirements

Notary Public

To prove the authenticity of copies of documents submitted, they must be certified by a Notary Public. The date of issuance of the certificate or legalisation must not be older than three months when the application is received by the Energy Agency. Contact details for the Notary Public must be attached to the application. Original documents do not need to be certified by a Notary Public.

In Sweden, a Notary Public is appointed by Länsstyrelsen and has the task of helping the public to certify copies of documents. You can find your nearest notary by searching online or on Länsstyrelsens website.

Language

The documents submitted to the Energy Agency must be in Swedish or English. If the original document is in another language, a legalised copy must be submitted together with an authorised translation.

Our services - Translation (kammarkollegiet.se)

Last updated: 2026-03-26