HTJ filings (maintenance-needs assessment)

On the HTJ filings page the board prepares the housing company’s statutory maintenance-needs assessment (kunnossapitotarveselvitys, KPTS) and submits it to the Housing Company Information System (HTJ) via the Finnish Land Registry’s (Maanmittauslaitos) online service.

You’ll find the page in the left menu under the Housing company group, HTJ filings. The page is visible to the board only.

What is the HTJ filing obligation?

The Finnish Housing Companies Act (AOYL 6:3) requires the board to present a maintenance-needs assessment covering the next five years to the general meeting. The Finnish Land Registry collects this data electronically in the Housing Company Information System (HTJ) so that shareholders and authorities can view the association’s maintenance plan.

Deadlines

Situation	Deadline
Existing housing companies (established before 1 July 2026)	by 30 June 2026
Ongoing obligation	from 1 July 2026 at every general meeting

Exemption from the obligation

A housing company is exempt if both of the following conditions are met:

1. The association has 5 apartments or fewer, and
2. The association has no company loan (rahoitusvastike = 0).

If your association meets both conditions, VAREK displays an exemption notice. Otherwise the deadline obligation is in force.

Important

Always verify the exemption condition against the latest interpretations of AOYL or seek legal advice. VAREK calculates the apartment count and company loan status automatically, but responsibility for making the filing always rests with the board.

Workflow in VAREK

1. Review the KPTS data

The HTJ filings page shows a summary of the housing company’s maintenance plan (manage it under Basic details or in the KPTS module). The page shows:

• The association name and business ID (Y-tunnus)
• The 5-year period covered by the filing (current calendar year + next 4)
• Planned measures by year: building component, measure, estimated cost and description

Check that the data matches the material presented at the general meeting.

2. Copy the data or download a CSV

You can get the data in two ways:

• Copy to clipboard — the page provides a ready-made text summary matching MML’s fields. Copy it and paste it directly into MML’s online service.
• Download CSV — download the data as a CSV file you can open in a spreadsheet or import into another system.

Note

The CSV file contains per year: year, building component, measure, target, description and cost estimate (cents). The cost estimate is indicative — verify the figures before submitting.

3. Transfer data to MML’s HTJ online service

1. Open MML’s online service at asiointi.maanmittauslaitos.fi/taloyhtiot.
2. Sign in with strong authentication (Finnish online banking credentials or mobile certificate).
3. Select your housing company and find the maintenance-needs assessment section.
4. Enter or paste the data you copied from VAREK into MML’s form.
5. Select the official toimenpidelaji (measure type) code from MML’s drop-down for each measure — VAREK shows the component and measure description as hints, but the official code is chosen from MML’s own register.
6. Submit the filing to MML.

Note

VAREK does not send data to MML automatically. The transfer is carried out by the board in MML’s online service. VAREK’s role is to compile the data and make copying easy.

Who sees what

• Board (chair and members, board_admin/board_member) — sees the HTJ filings page in full and can download the CSV.
• Other members — cannot see the page.

Mapping osakeryhmätunnus identifiers

Submitting data to HTJ requires that every apartment is linked to its MML osakeryhmätunnus — a 16-character identifier that uniquely identifies a share group in the HTJ system.

What is an osakeryhmätunnus?

The osakeryhmätunnus is a 16-character code consisting only of digits and uppercase letters (e.g. ABCD12345678EFGH). You can find it in:

• MML’s online service (asiointi.maanmittauslaitos.fi/taloyhtiot) → your housing company’s osakeluettelo (share register)
• The isännöitsijäntodistus (property manager’s certificate, share group section)

Entering identifiers one by one

1. Go to the HTJ filings page and open the HTJ identifiers tab.
2. A table lists all apartments in the housing company.
3. Type the osakeryhmätunnus for each apartment in the corresponding row.
4. The identifier is saved automatically when you move focus away from the field.
5. The progress bar at the top shows how many apartments have been mapped so far.

Note

If the identifier is not exactly 16 characters or contains special characters, VAREK shows a warning icon (⚠). You can still save — the server validates the final value strictly.

Pasting identifiers in bulk

If you have a list of identifiers from MML’s share register or a spreadsheet:

1. Open the Paste in bulk section at the bottom of the HTJ identifiers tab.
2. Paste a two-column list in the format apartment-code<TAB>osakeryhmätunnus (one row per apartment).
3. Click Preview — VAREK shows which rows matched, which were not found, and any duplicates.
4. Click Save N rows to save all matching identifiers at once.

Why are the identifiers needed?

The osakeryhmätunnus is required before financial and renovation data can be submitted to HTJ (upcoming feature). Map the identifiers in advance so that the data transfer is straightforward when the filing obligation falls due.

Financial data (HTJ Family 3)

The Financial data tab lets the board prepare the housing company’s financial data for HTJ by share group (HTJ Family 3). The tab is visible to the board only (the /htj page is board-only).

What does the data include?

The table shows one row per apartment:

Column	Description
Osakeryhmätunnus	16-character MML identifier (entered on the HTJ identifiers tab)
Loan responsibility (€)	Remaining company-loan share for the share group — sum across all loans
Hoitovastike	Monthly management charge (€/month)
Pääomavastike	Monthly capital charge / rahoitusvastike (€/month)
Tonttivastike	Ground-rent charge (€/month)
Kunnossapitovastike	Maintenance charge (€/month)

What is loan responsibility?

Loan responsibility = the share group’s remaining share of the housing company’s company loans. VAREK calculates the sum automatically across all recorded company loans.

Avoiding double-reporting

The loan itself (balance, lender, purpose) is reported to HTJ by the bank. VAREK reports only the per share group aggregate responsibility. Do not enter the loan itself into HTJ twice.

Which charges are excluded?

Usage charges (käyttökorvaukset) are excluded by law — HTJ only accepts four charge types:

Included in HTJ	Excluded
Hoitovastike (management charge)	Water / usage charge
Pääomavastike (capital charge)	Sauna charge
Tonttivastike (ground-rent charge)	Parking (usage)
Kunnossapitovastike (maintenance charge)	Other usage charges

Charge unit

Confirm the unit before submitting

VAREK shows charges as the monthly instalment (€/month) per apartment. Confirm that MML’s form expects the same unit before submitting. A wrong unit means an incorrect filing.

Who can see the loan responsibility?

Loan responsibility is visible only to the property manager, accountant, and board administrator (can_manage_resident_invoices). For board members (board_member) the column is blank — not €0 — because the system cannot confirm whether the loan responsibility is truly zero or whether read access is simply missing.

Data protection

The housing company’s financial data (loan responsibility per share group) constitutes personal data that is forwarded to the positive credit register via HTJ. Ensure data protection compliance before exporting.

Completed works (kunnossapito- ja muutostyöt — HTJ Family 1)

On the Completed works tab the board assembles the housing company’s completed maintenance and alteration works into HTJ-reportable form (HTJ Family 1, KUMU). The tab is visible only to the board. It has two tables.

Owner alterations (osakasremontit)

Owner-initiated alterations that the board has approved and that were reported on or after 1 June 2023. Each row is matched to the apartment’s osakeryhmätunnus (enter the codes first on the Identifiers tab — rows missing a code are flagged with a link to that tab).

Column	Source
Apartment / osakeryhmätunnus	the apartment + its HTJ code
Name	the alteration notice title
Intervention type	alteration / maintenance
Lifecycle stage	Reported (approved) / Completed
Completion year	the completion year (or planned end year)
Company-supervised	whether the work has a company supervisor
Renovated part	a suggestion of building parts (pick the official code in MML)
Responsibility	owner
Notifier	who filed the alteration notice
Reported on	the date the notice was filed

Housing company’s completed projects

The company’s own completed projects — VAREK assembles them from the maintenance plan items marked done across all the company’s maintenance plans (name, intervention-type suggestion, completion year), including earlier years. You can add other completed projects directly in MML.

Submit to MML

Copy the rows or download each table’s CSV and enter them into MML’s online service. As elsewhere, the intervention type and renovated part are suggestions — the board picks the official code from MML’s code list.

See also

• Maintenance plan (KPTS)
• Basic details and warranty periods
• MML’s HTJ online service