At MoveMyTalent, we feel that every relocation experience is special and deserves our full attention. We understand that relocation is a personal and life-changing event, therefore, we are committed to advising you every step of the way, where needed.
If coming from a country that has a visa-freedom agreement with Estonia or if having a valid Schengen visa/TRP to enter Estonia, you may enter and reside in Estonia for a specific period of time (e.g up to 90 days with the visa freedom). While you have visa freedom/visa to enter and reside in Estonia, in order to start working without a residence permit, your employer is required to register your short-term employment. To reside and work in Estonia on a long-term basis, you should apply for a residence permit.
Make sure your visa-freedom/valid visa/TRP covers the residence permit processing period as you have to have a valid ground to stay in Estonia at all times.
This booklet will guide you through the process step-by-step so your experience would be as smooth as possible. FIRSTLY focus on the checklist and then on each step separately once relevant. Otherwise, it may feel overwhelming.
| Start with reviewing the tasklist of your upcoming relocation process. All the tasks below are in the order they should happen. On the upcoming pages, under each step, there is a summary of HOW to complete the step and Frequently Asked Questions (FAQ) to provide you with more info about the step. It is ultimately up to you to stay on top of the process and make sure that everything is completed within the required time. TAKE IT STEP BY STEP! |
TASKLIST
BEFORE ARRIVAL:
| EMPLOYEE TO-DO | MoveMyTalent |
| Complete the assessment questionnaire | Conducts the assessment and gives details of the process |
| Fill out the personal data questionnaire | Completes STER process (Step 1) |
| Book the appointment for TRP (Step 4) and send the date to MoveMyTalent. Booking system | Captures the appointment, prepares invitation, state fee |
| Check how long is your visa-free stay/valid visa/TRP to legally arrive and stay in Estonia. Schengen calculator | Stores the proof of legal stay |
| Get familiar with arrival info and complete what’s needed (Step 3) | N/A |
AFTER ARRIVAL
| If needed apply for the visa in Estonia at the Police Board Book appointment here | Gives feedback on visa docs |
| Prepare the TRP docs (Step 4), upload to Cobalt | Gives Feedback to TRP documents |
| Submit the TRP (Step 4) at the Police Board | Sends invitation, CC employee |
| Collect the TRP card from the Police Board and share the copy with MoveMyTalent | Stores the copy |
| Register residency address | Stores data regarding completion |
| Register tax residency | Stores data regarding completion |
| Other post-residency steps | N/A |
1. Short-term employment registration (STER) up to 15 business days, allows working before TRP.
What is expected from you in this step? Share required data with the relocation agency.
MoveMyTalent: Will complete the registration on behalf of your Estonian employer and share the confirmation with you.
| BACKGROUND INFORMATION: STER allows a foreigner to start working in Estonia if they have a legal ground (e.g. a visa or visa-freedom) to enter and reside in Estonia. It will not give a foreigner a legal ground to reside in Estonia. The relocation service provider will complete this step on behalf of Wise Estonia. With the STER confirmation, you will also receive your Estonian personal identification code. The registration takes around 2-5 business days to be completed. If needed, the STER will be the ground for the visa. |
| WHAT YOU SHOULD DO: DATA COLLECTION– The relocation service provider collects your data (copy of your passport, your photo, and your contact details) on the Cobalt platform. REGISTRATION– The relocation service provider completes the registration on behalf of your Estonian employer. CONFIRMATION– After the registration is finalized, you and the relocation partner will receive the confirmation from the Police Board (POLITSEI) via automatic email. The registration also includes an Estonian ID-code. NEXT STEPS– The relocation partner will let you know once it is done and bring out the duration, ID code, and next steps (visa appointment booking). |
ADDITIONAL INFO AND FAQ:
What is short-term employment registration?
This is an online registration that is usually done before you travel to Estonia and will allow you to start working without a residence permit after arrival in Estonia given that you have a legal ground (e.g. a visa or visa freedom) to reside in Estonia. It is possible to register for short-term employment for up to 365 days. Later, once you have the Estonian residence permit, the short-term employment will be terminated and you will be residing and working in Estonia on the basis of the residence permit.
What do we need from you for the registration?
For us to complete the registration, we need to submit a copy of your passport, your photo, and contact details. We will register your employment with the Estonian Police and Border Guard Board electronically once you have submitted your personal data and documents via Cobalt platform.
Estonian personal identification code is a unique 11-digit code that will remain the same your entire life. It is used for identification purposes in different areas of your life in Estonia (e.g. health care, taxes, employment, etc).
Additional information
If you would like to know more about the registration of short-term employment, you can check the Police and Border Guard Board website here for more information.
2. Making sure you have a legal ground to enter and reside in Estonia until TRP is granted
What is expected from you in this step? It is the employee’s responsibility to use the Schengen calculator here to see how many visa-free days you have or make sure your current valid Schengen visa/TRP is covering your entry and legal stay in Estonia until a) a visa is issued or b) the TRP is issued.
MoveMyTalent: assists with general info, verifying legal ground and giving suggestions on the next steps.
| BACKGROUND INFORMATION: A foreigner should always have a valid legal ground (visa-freedom/valid Schengen visa/valid Schengen country TRP) to enter and reside in Estonia. Visa-freedom grants 90-days in the Schengen countries in total within a 180-day period. It is possible to apply for the Schengen D visa after arrival in Estonia if your legal stay is running out. The D-visa needs to be applied for by the latest 10 working days before the end of visa-free stay. Recommended is to apply between 20-10 working days before the end of visa-free stay. The short-term employment registration doesn’t give a valid legal stay. Submitting residence permit documents doesn’t give a valid legal stay. Submitting a visa application in Estonia while you have a valid ground in Estonia, extends the right to stay until the visa decision is issued.In case you overstay your legal stay (visa freedom/visa), you should notify Police Board about it and may get a 30-day to 3-year entry ban. |
| WHAT YOU SHOULD DO:CHECK HOW LONG YOUR LEGAL STAY IS PERMITTED Visa-freedom: Check from here if your visa-freedom covers the period from your arrival until your residence permit (approx. 2 months from submitting the documents at the prebooked appointment) is issued. So if you have all the 90-days and your TRP appointment is within the first month, most probably, you do not need an additional visa. Another country Schengen visa/TRP: In case you have a valid visa/TRP from another Schengen country, check the terms on how long you may stay in Estonia on the basis of that. The general rule is that with another country’s Schengen valid visa/TRP, you may reside in other Schengen countries (including Estonia) for up to 90 days within any 180-day period. IF THE RIGHT TO STAY WILL EXPIRE, BOOK A VISA APPOINTMENT AT THE POLICE BOARD– Having a legal stay in Estonia allows one to apply for the Schengen D visa in Estonia. A pre-booked appointment is required but if you do not manage to get one before your stay expires, you can just go to the Police Board office in the morning to submit the application in the live queue. If applying for the visa in Estonia, you need to apply by the latest 10 working days before the end of visa free stay. Recommended time for applying is around 20 working days before the end of visa-free stay. Appointment booking here. Guide to applying here. LET MoveMyTalent KNOW ABOUT THE APPOINTMENT TIME. PREPARATION OF THE DOCUMENTS- Please find all the needed info for the visa process here. FEEDBACK ON DOCUMENTS FROM MoveMyTalent- Upload the prepared document package to the Cobalt platform so that the relocation partner can give you feedback at least 5 days before the appointment. PRINT OUT ALL THE DOCUMENTS- these will have to be submitted. DOCUMENT SUBMISSION AT THE POLICE BOARD– make sure you have the appointment booked. PROCESSING– up to 10-15 days and while processing, you have a legal ground to stay in Estonia. DECISION– share the decision with MoveMyTalent. NEXT STEPS– Temporary residence permit. |
3. Arrival in Estonia
What is expected from you in this step? Make sure to have a valid legal ground (visa, TRP, visa-freedom) to enter and reside in Estonia. Read the below carefully!
| BACKGROUND INFORMATION: To enter Estonia, visa-freedom, valid Schengen visa or TRP is required. The border control is usually done in the first entry point to the Schengen area, so in case you transit in a Schengen country, there might be no border control in Tallinn. When coming from a visa-free country, the airline in the country you are departing from may require you to present a return flight booking within the visa-free period. This is because they don’t want to be liable when you overstay in the Schengen area. To avoid any complications at the airport, we highly recommend finding a good solution for a fully refundable return ticket/dummy ticket in case this would be required when departing. Make sure that the return booking you make has a good cancellation policy! |
Practical information regarding arrival in Estonia and leaving the airport
If you arrive by plane, we suggest connecting to the Tallinn Airport free wifi to avoid any unnecessary data charges. Tallinn airport is very small and there are many taxis waiting in front of the Arrivals area. You can take any taxi in front of the airport/Arrivals area or order a Bolt/Uber through an app to reach your accommodation. To order a taxi through an app, download the app and connect it with your debit/credit card. It is also safe to take a taxi from the front of the airport and you can pay in cash or with a debit card.
Prepaid SIM card
You can purchase a prepaid temporary SIM card with the pay-as-you-go option from the R-Kiosk at the airport, in any R-kiosk around town and in most bigger supermarkets (Rimi, Prisma, Selver). The most popular Data packages are Telia Super (up to 5GB of data), Elisa prepaid SIM (up to 5GB of data), Tele 2 (5GB of data). Once you obtain the residence permit card, you can use the same number for a contract. Before having the residence permit, you cant sign the contract with the providers.
Transportation Card
You can purchase a transportation card in any R kiosk around town. The single card will cost you 3 euros and you can either load money on it online or get a weekly/monthly e-ticket. More info here.
Opening a bank account
It is possible to transfer money within the EU but if you need to open a local bank account, you can do so for free in most Estonian banks (Swedbank, LHV, SEB, COOP). Before you have the Estonian ID-card, it may be difficult to operate online banking.
Be sure to carry your passport and a signed employment contract or STER with you.
PS! If you are registered as an Estonian resident and born 1983 or later, it is mandatory for you to join the Estonian national Pension Fund II pillar. You can do it in the same bank you open your bank account. Additional information about the Estonian Pension System and pillars here.
Healthcare
For info about the health care system in Estonia, check the Estonian Health Insurance Fund website. To summarize, each person can have a dedicated public family doctor (covered by state health insurance) but in order to register with one, the residence permit process and address registration must be completed. The state health care will start from the 15th calendar day after the start of the employment. Before that, you will have the travel health insurance coverage you purchased.
For any non-urgent medical questions, you can call the free doctors’ information hotline 1220 from 15:00-16:00 daily in English. In case you need any urgent medical assistance prior to having a dedicated family doctor, you can turn to the Emergency Rooms. You will be asked for your Estonian ID code there, so it’s always good to keep that number nearby. In case you need to consult with a doctor, start sick leave or get prescriptions, we suggest using the Salu site for that. They offer an affordable, quick, and high-quality alternative for a dedicated family doctor. If you like it, you can continue using it later as well as finding a good English-speaking family doctor, can be challenging.
Finding a home in Estonia
Once in Estonia, you should find a home as soon as possible and sign a lease with the landlord.
The most popular local websites for property search are city24.ee and kv.ee. You can also use Facebook groups, i.e. “Korterite üürimine Tallinn”. There is also a closed group on Facebook “Rental apartments in Tallinn (Wise employees only)”. It is a closed group for Wise employees only. If you are searching for an apartment or looking for a friend with whom you want to share a flat – worth posting there.
Additional information about rental agreements can be found at the citizen portal here. To see average monthly rent and utility costs in Tallinn, use Numbeo.
Relocation guide
This guide here helps you with practical aspects you may come across while relocating, living and working in Estonia. You can also always turn to International House of Estonia for information and consultations.
Learning Estonian
Check out the Integration Foundation for Estonian language courses. You can also try out the Speakly app – if you do, use code WorkInEstonia for up to 3 months of free language learning.
Driver’s license
The Estonian Transportation Administration can help you with exchanging your foreign driving license (if required) and registering your car in Estonia.
Getting around
You can use Google maps to find out the nearest supermarkets (Prisma, Selver, Rimi, COOP) and bus stops. Wise Tallinn office address is Veerenni 24 (in case you want to see the distance from the office). If you would like to explore some local attractions or spend a day outside of the city, look up Visit Estonia.
General info
Temperatures during winter in Estonia are normally around -10C, but can get as low as -30C (happens rarely). Take that into consideration when buying suitable clothes and footwear. It also gets dark pretty early from October until April and you have to wear a reflector to make yourself more visible in traffic. They are sold in every supermarket. Check out here why you should wear a reflector in Estonia.
Pet relocation
Check the requirements on the Estonian Agriculture and Food Board website.
Communities
A list of International Groups and Expat communities to connect with locals and other internationals.
4. Applying for the temporary residence permit for employment (TRP)
What is expected from you in this step? It is the employee’s responsibility to book an appointment, prepare documents, and submit documents at the Police Board. Follow a detailed guide here.
MoveMyTalent: Assists with general info, paying the state fee, sending employers’ invitation to the Police Board, verifying and storing residence permit copy once granted.
| BACKGROUND INFORMATION: A TRP for employment grants the right to work and reside in Estonia on a long-term basis (up to 5 years). You will receive a TRP card with PIN-codes once the TRP is issued. It is possible to apply for the TRP in person at the Police and Border Guard Board office in Estonia. APPLICATIONS ARE NOT ACCEPTED WITHOUT AN APPOINTMENT. By law, the residence permit decision takes up to 2 months to be issued from the submission of documents. Having submitted a TRP application does not give you legal ground to stay in Estonia. A visa/visa-freedom has to cover the period of the process. TRP is linked to your employment with the sponsoring employer. If employment is terminated, the TRP will also be terminated at some point and to continue staying in Estonia, you need to find a new sponsoring employer. |
| WHAT YOU SHOULD DO: BOOK AN APPOINTMENT– follow this detailed guide (PART 1) to book the appointment here already before you arrive in Estonia as the appointments in Tallinn offices are mostly full. You can submit the documents at other offices as well if needed. Let MoveMyTalent know about the appointment time. PREPARE THE DOCUMENTS– below you can find the list of documents you need to fill out and submit in person at the prebooked appointment. DOCUMENTS FEEDBACK FROM MoveMyTalent- Upload the prepared document package to the Cobalt platform so that the relocation partner can give you feedback at least 5 days before the appointment. ATTEND THE APPOINTMENT AND SUBMIT THE DOCUMENTS– follow this guide (PART 3) to know more about taking the document photo at the Police Board and what to expect during the submission. Make sure to remind the officer that MoveMyTalent has sent the employer’s invitation via email. After submission, you will receive a confirmation that docs have been submitted. PROCESSING– will take up to 2 months after submission. During that time the Police Board (Politsei) might ask some additional questions. Before answering you can consult with MoveMyTalent. DECISION– The decision will be sent via email with Settle In Estonia program info. Once you receive the email, let MoveMyTalent know. RECEIVING THE TRP CARD– The Police Board will send an automatic email once the card is ready to be collected. You can collect the card showing your passport and without a prior appointment at the service office you added to the application. SHARE THE COPY WITH MoveMyTalent– Upload the copy of the card to Cobalt platform. NEXT STEPS– Participate in the Settle in Estonia program, address and tax residency registration. |
ADDITIONAL INFO AND FAQ:
Required documents for the temporary residence permit for employment application:
- Temporary residence permit application form. Download the form here, fill it out on your computer, print the PDF and sign it in the required places. The date field has to be filled with the date of the appointment.
- Close family members’ data form. Download the form here, fill it out in PDF, print it and sign at the bottom of the page. The date field has to be filled with the date of the appointment. On the family members form, please include information about your parents, siblings, spouse, children – even if they are not moving to Estonia with you. If any of your close relatives are no longer alive, you don’t need to include their information on the form. If the data about your close relatives doesn’t fit on one page, fill out multiple pages.
- Biographical Data form. Download the form here. Add all previous education and work experience from preschool with duration and location.
- Printed booking confirmation which you received when making the appointment booking.
- Your up-to-date English language CV, listing all of your previous work and education history (from elementary education) with start and end dates and names of the relevant institutions.
- Proof of TRP application state fee payment. MoveMyTalent will make the payment and send you the bank statement.
- Your valid passport. The official makes a copy and you do not have to leave it to the Police Board.
- Employer invitation. Sent via email by MoveMyTalent, you will be in CC.
What happens after the submission of documents?
You will receive a confirmation on paper from the Police Board stating that the application has been submitted. Among other info, it will state your personal details, application number and the latest date by law when you will receive your Estonian residence permit card (up to 3 months from submission of documents).
How long is the process?
The processing time for the residence permit can be, by law, up to 2 months. Sometimes there are delays, so it is important to make sure you have enough visa/visa-free days to cover the process. After receiving the decision, the residence permit card can take up to 1 month to be issued- usually 10 days. You will receive 1st email to confirm when the card has been sent for printing and a 2nd email that confirms that the card is ready for collection.
What will be the validity of the temporary residence permit?
The duration of the temporary residence permit will be decided by the Police Board and it can be granted for up to 5 years at first. If the residence permit conditions remain the same (employment at a specific company), it is possible to extend the permit for up to 10 years at a time. Please note if residing in Estonia on the basis of the temporary residence permit for employment at least for 5 years, once extending/changing the permit for employment, the Estonian language requirement (A2 level) applies.
The residence permit for employment is linked to your employer in Estonia. Thus, if your employment contract with your employer (sponsor) is terminated, you should either apply for a new residence permit for employment (with a new sponsor) or other ground (if eligible) or in case the ground of your residence permit is lost, the Police Board has the right to terminate your permit and you will have to leave Estonia.
What are the possibilities of the residence permit card?
The residence permit card comes with PIN-codes. These are extremely important and confidential as with the PIN-codes you are able to log into the Estonian state portal eesti.ee, online bank, etc, and sign documents digitally using an ID-card reader/mobileID/SmartID. You can read more about the possibilities of the residence permit card here and info about digital signing is available here.
Additional information
- Find out more info here about the temporary residence permit for the employment process.
- If the residence permit expires upon the lapse of the validity period, the stay in Estonia shall be legal for 90 days following the expiry date of the residence permit validity.
- In case applying for a new temporary residence permit while your current permit is valid, the ground of your stay in Estonia is legal until the decision about the new permit is made.
- Annual immigration quota is set in Estonia. Temporary residence permits for employment as a top specialist, IT-expert/consultant, working in a startup/scale-up company are exempted from the immigration quota.
5. Residency address registration
What is expected from you in this step? It is the employee’s responsibility to provide proof of residency and complete the registration online, via email or in person. Follow a detailed guide here.
MoveMyTalent: assists with general info.
| BACKGROUND INFORMATION: Once you collect the residence permit card, by law, you have to register your address in the Population Registry within 30 days. Please follow the guide here to complete the registration. Signed proof of residency (rental agreement/owner’s consent) is required for the registration. The registration process will take up to 10 days to be completed after the submission of documents. In case you change addresses/leave Estonia in the future, you need to do the same process again. |
| WHAT YOU SHOULD DO: CHOOSE THE BEST WAY TO REGISTER– follow the guide here and choose the best way to register (e-Population Registry or via email). If you have a signed rental agreement, make a scan or a copy of it to complete the process. In case someone other than the owner has signed the contract, if registering via email, all the owners should sign the contract/consent form. COMPLETE THE REGISTRATION– As you have the Estonian TRP card, you can sign the documents digitally or complete the registration online by logging in with the TRP card (and ID-card reader). LET MoveMyTalent KNOW IF THE REGISTRATION IS CONFIRMED– they can then give you further info about the next steps. LINK YOUR TRP CARD TO YOUR TRANSPORTATION CARD |
ADDITIONAL INFO AND FAQ:
What is address registration?
Address registration in the Population Registry is mandatory for anyone living in Estonia. Having your data in the registry grants you the right to use public services in Estonia such as having a family doctor, using free public transportation (in Tallinn), social benefits (if applicable), etc.
Required documents for the residency registration via email (to pppsa@tallinnlv.ee):
- A copy of a document that shows your right to use the property (i.e. your rental agreement, owner’s written and signed consent). If the property has multiple owners, you will need consent from all of them. If someone else signs the rental agreement (e.g. a broker), it is required to add the Power of Attorney from the owner to the signee;
- An application form that is signed digitally using your Estonian residence permit card.
What happens after the address registration?
After your address is registered, you can start taking advantage of public services such as registering with a family doctor, social benefits (if applicable) and you can also personalize your public transportation card and enjoy free public transport in Tallinn! Read more here. The confirmation about your address will also be available on the eesti.ee site.
Additional information
If you would like to understand more about address registration, check here.
6. Tax residency registration
What is expected from you in this step? It is the employee’s responsibility to complete the tax registration and let MoveMyTalent know about it. Follow a detailed guide here.
MoveMyTalent: assists with general info.
| BACKGROUND INFORMATION: When your stay in Estonia exceeds 183 days or when you become a resident in Estonia (after registering your address), you also become a tax resident in Estonia. To notify the Tax Board about the change, you should submit the Tax Residency Form R via email or online. If you are an Estonian tax resident, your worldwide income should be declared in Estonia and you are allowed to use the same deductions as other residents. After becoming a tax resident, II pillar pension payments are deducted from your gross salary. You may step out from the II pillar at any time.If earning less than €2100 gross per month, tax-free minimum applies. More info here. If you leave Estonia, you should notify Tax Board about it by submitting the Tax Form R again. |
| WHAT YOU SHOULD DO: ONCE THE ADDRESS IS REGISTERED, TAX RESIDENCY CONDITIONS ARE MET. PREPARE THE TAX RESIDENCY FORM R IN PDF OR ONLINE– follow the guidelines here to complete the Form R. SUBMIT THE FORM– either a digitally signed PDF via email or online in the online Tax Board. PROCESS– after submission, it may take up to 10 days to be completed. You will not be automatically notified about the change but you need to check it in the online system. How- guide here. CONFIRMATION– it should be stated in the online Tax Board system once you are registered as a tax resident in Estonia. SHARE THE CONFIRMATION WITH MoveMyTalent– Once the registration is completed, MoveMyTalent will update your employer directly. Your employer can then start taking into account the tax-free minimum and II pension pillar payments. SUBMIT THE TAX DECLARATION– In March following the year you become a tax resident in Estonia, complete the online tax declaration to get back any overpaid tax during the time the registration was not completed yet. |
ADDITIONAL INFO AND FAQ:
What is tax residency?
Generally, individuals are taxed based on two principles – based on their residency and based on the source of income. The residency principle gives a country unlimited taxation right on the worldwide income of that individual.
Most countries in the world consider an individual as their tax resident if the person has a permanent home (registered address) in said country or if the person spends a sufficient amount of time in that country. Same in Estonia.
A resident is a person of unlimited tax liability: both Estonian and foreign income is taxed in Estonia but double taxation is avoided. Please note that as your salary is Estonian source income, 20% income tax will be withheld from your salary even before you become a tax resident in Estonia. Salary calculator here.
What happens after the registration?
After the registration is confirmed, your tax residency will change retroactively from the day you arrived in Estonia and the change will be reflected in your annual tax declaration. After the registration, you will be able to use the same deductions as other residents and 2% of your salary will be added to the 2nd pension pillar (state will add 4%). Read more about the pension scheme here. From 2021 you can choose whether you would like to stay in the 2nd pillar pension fund (2% of your gross salary each month) or step out.
Even if you decide to step out, please note that after the tax residency is registered, you will be automatically added to the 2nd pillar scheme and need to do extra steps to terminate it. Read more about the pension reform and how to step out from it here.
Submitting the Personal Income Tax Return in Estonia
A tax resident is required to submit the income tax return if they have any tax deductions to claim or some additional income (any foreign employment income, rental income, profit from selling stocks, etc) to declare. The deadline for submitting the tax return is April 30th each year.
More info on when and how to submit the income tax return here.
Additional information
If you would like to learn more about the tax topics, you can find tax residency info here and tax system info here.
If at some point you decide to leave Estonia permanently, please notify the Tax Board of your change of residency by submitting a Form R again.
And it seems that we have reached the end of the relocation process!
Thank you so much for the cooperation during the journey,
we wish you all the best for your life in Estonia!