Frequently Asked Questions

Here you'll find answers to the most common questions our clients ask about Swedish VAT and OSS registration.

📧 a) How do I send documents to you?

Please reply directly to the email thread with your Registration Assistant.

Always use the original email thread rather than creating a new one so we can easily track your registration case, supporting documents and communication history.

📋 b) What do I do next?

Once you have submitted:

• Your completed registration forms
• Your supporting company documents

your Registration Assistant will review everything carefully.

If all information is complete and correct, you will receive the final set of registration documents to:

• Sign
• Date
• Return to us

Your Registration Assistant will guide you through each stage of the registration process and advise if any additional information is required.

⏳ c) How long does it take?

Processing times in Sweden can vary depending on:

• The complexity of the application
• Whether additional information is requested
• The workload of the Swedish Tax Agency (Skatteverket)

Typical processing times are:

🇪🇺 EU Companies: approximately 4–8 weeks

🌍 NON-EU Companies: approximately 8–12+ weeks

⚠️ These timeframes are estimates only and are controlled entirely by the Swedish Tax Agency.

⚡ d) Can the registration process be speeded up?

Unfortunately, no.

Once the application has been submitted, processing times depend entirely on the Swedish Tax Agency.

We will always:

• Process your documents as quickly as possible
• Respond promptly to tax authority requests
• Help minimise avoidable delays

📄 e) Why must my company documents be no older than 6 months?

The Swedish Tax Agency may require recently issued company documents to confirm that:

• Your business is active
• Company information remains valid
• The legal status of the company has not changed

Older documents may result in:

• Delays
• Requests for updated documents
• Additional verification checks

The exact documents required depend on your company structure, country of establishment and business activities.

💬 f) What is the best way to communicate?

Please always use the original email thread relating to your registration.

This helps:

• Keep all communication together
• Avoid confusion
• Reduce delays
• Ensure all parties have access to the same information

🛟 g) What do I do if I need support?

For this package, you have support from:

• Your Registration Assistant
• Your Account Manager

You can contact us at any time by email and will normally receive a response within:

📌 1 business day

📁 h) What is the file reference number of the registration application and who is my tax office contact?

The Swedish Tax Agency does not usually assign a dedicated case officer for non-resident VAT registrations.

Instead:

• Your application may be allocated an internal reference number.
• Future correspondence may contain a case or registration reference.

Please retain all correspondence for your records.

🌍 i) Do NON-EU companies require a Fiscal Representative in Sweden?

🇪🇺 EU Companies

EU-established businesses can generally register directly for Swedish VAT purposes.

🌍 NON-EU Companies

Sweden generally does not require businesses established outside the EU to appoint a Fiscal Representative for VAT registration purposes.

However, the Swedish Tax Agency may request additional documentation and information during the registration process.

Requirements may vary depending on your country of establishment and business activities.

💻 j) Can you provide direct access to the Swedish tax portal?

No.

Direct access to Swedish tax systems is generally not provided through hellotax.

Your VAT obligations are managed through:

• VATjar
• Your Registration Assistant
• Your Account Manager

📨 k) How is the registration application submitted and can I receive proof of submission?

Applications are typically submitted electronically or directly to the Swedish Tax Agency.

In many cases:

• Formal proof of submission is not immediately available.
• The first acknowledgement may be a request for additional information.
• Or confirmation of VAT registration itself.

The availability of submission confirmations depends on the Swedish Tax Agency's procedures.

📄 l) Do company documents also need to be less than 6 months old for OSS registration?

Usually not.

The requirement for recently issued company documents mainly applies to:

• New VAT registrations
• Registration amendments

However, updated documents may occasionally be requested during the OSS registration process.

🔒 m) Are my documents secure and where are they stored?

Yes.

All documents provided to hellotax are stored securely and processed in accordance with:

✅ GDPR requirements

Your documents are only shared where necessary with:

• Your Registration Assistant
• hellotax VAT specialists
• The Swedish Tax Agency

🛒 n) Can we trade before the VAT number is issued?

Yes, businesses may generally begin trading before a Swedish VAT number has been issued.

However:

📌 You cannot display a Swedish VAT number on invoices until it has officially been assigned.

📌 Historical transactions may need to be reported once the registration has been completed.

📌 Additional reporting obligations may apply depending on your business activities.

📌 Storing stock in Sweden before registration is completed may create VAT obligations that need to be reported retrospectively.

If you intend to store stock or carry out taxable activities in Sweden before registration is completed, please discuss this with your Registration Assistant.

🛒 o) What is the difference between VAT Registration and OSS Registration?

VAT Registration

A Swedish VAT registration may be required when a business:

• Stores stock in Sweden
• Makes local Swedish sales
• Imports goods into Sweden
• Has another direct VAT obligation in Sweden

OSS Registration

The One Stop Shop (OSS) scheme allows eligible businesses to report qualifying EU B2C sales through a single quarterly OSS return rather than obtaining multiple VAT registrations across the EU.

📌 A Swedish VAT registration and OSS registration are separate registrations.

📌 One does not automatically replace the other.

🌍 p) Do I need both VAT and OSS registration?

Possibly.

Many ecommerce businesses require both.

For example:

✅ Stock stored in Sweden may require a Swedish VAT registration.

✅ Distance sales to consumers in other EU countries may be reportable through OSS.

The correct registration structure depends on your supply chain and business model.

📦 q) What additional information may ecommerce sellers need to provide?

The Swedish Tax Agency may request additional information such as:

• Marketplace details (Amazon, eBay, Shopify, Etsy etc.)
• Warehouse locations
• Stock movement information
• Supply chain details
• Estimated sales volumes
• Evidence of taxable activities in Sweden
• Freight and logistics information
• Proof of intent to trade

Providing complete and accurate information early in the process can help reduce delays.

🧾 r) When do OSS reporting obligations begin?

OSS reporting obligations generally begin from the effective OSS registration date confirmed by the tax authority.

Sales made before the OSS effective date may need to be reported through local VAT registrations where applicable.

Your hellotax team can help determine the correct reporting treatment.

✍️ s) Why do some NON-EU documents require notarisation and an Apostille?

The Swedish Tax Agency may require certain company documents to be:

• Notarised
• Apostilled under the Hague Apostille Convention

This helps verify that foreign company documents are genuine and legally recognised in Sweden.

Examples may include:

• Company Registration Certificates
• Articles of Association
• Powers of Attorney
• Tax Certificates

Your Registration Assistant will advise if these requirements apply to your case.

👤 t) What tax identification number is used in Sweden?

Businesses registered for VAT in Sweden receive a Swedish VAT number issued by the Swedish Tax Agency.

The VAT number is used for:

• VAT reporting
• Invoicing
• EU trade reporting
• Communication with the tax authorities

Your Registration Assistant will guide you through the registration process and explain when your VAT number can be used.

🤝 Need Help?

If you have questions about your Swedish VAT or OSS registration, please contact your Registration Assistant or Account Manager.

Our team will be happy to guide you through the process and provide updates on your application status.