Obtaining and Replacing Documents from Ukraine

When You May Need to Obtain or Replace Documents from Ukraine

Replacement or duplicate documents may be required when an original has been lost, damaged, destroyed, or issued many years ago and is no longer suitable for its intended purpose.

What Documents Can Be Obtained from Ukraine?

Civil Registry Documents — duplicate certificates and official extracts relating to births, marriages, divorces, deaths, name changes, and other registered civil status events.

Documents from Temporarily Occupied Territories of Ukraine — assistance with obtaining duplicate certificates, extracts, and other documents based on information held in Ukrainian government registers. Where necessary, we also assist with establishing the relevant facts through legally prescribed procedures.

Archival Certificates and Records — official documents and information held in state archives.

Police Clearance Certificates — obtaining Ukrainian criminal record certificates for Ukrainian citizens and foreign nationals.

Court Documents — copies of court judgments, decisions, orders, rulings, and other court records, subject to applicable access requirements.

Ukrainian Tax Identification Number (TIN) — obtaining a Ukrainian taxpayer identification number.

Documents Confirming Marital Status — preparing documents to confirm marital status for marriage registration abroad.

Extracts from Ukraine's Unified State Register — information on the state registration of legal entities and individual entrepreneurs.

Educational Documents — obtaining duplicate diplomas, educational certificates, transcripts, diploma supplements, and other records issued by educational institutions, in accordance with the applicable procedures.

Documents for Use in Ukraine and Abroad

Official documents from Ukraine are often required for inheritance and probate matters, citizenship or residence permit applications, marriage registration and divorce proceedings, proof of family relationships, court proceedings, and submissions to government authorities or consular offices.

We also assist with obtaining documents for immigration procedures and verifying information concerning births, marriages, surname changes, and other legally significant events.

Replacing Old, Lost, or Damaged Documents

We help obtain duplicate documents to replace lost or damaged originals and trace records relating to documents issued in previous years, including those dating back to the Soviet period.

If the required document is not available in a current government register, or the relevant records date back to an earlier period, we assess whether the information can be retrieved from the appropriate archive or another government authority.

What Information Is Required to Obtain a Document?

The information and supporting documents required depend on the type of record requested and the person to whom it relates.

Typically, applicants need to provide details of the document holder, any available information about when and where the document was issued or registered, and, where available, a copy of the lost document, an official extract, an archival certificate, or other supporting evidence.

If the document must be obtained through an authorised representative, a power of attorney may be required.

When requesting documents relating to a family member, we also check whether evidence of the family relationship or another legal basis for accessing the relevant information is necessary.

How to Obtain Documents from Ukraine

The procedure depends on the type of document, the authority responsible for issuing it or maintaining the relevant records, and the person submitting the request.

Before proceeding, we review the available information and determine the appropriate course of action for the particular case.

Reviewing Information and Determining the Procedure

Based on the details provided, we assess whether the document can be obtained, identify the relevant government authority, archive, or register, and determine the applicable procedure.

If legal representation is required, we determine the appropriate form and wording of the power of attorney, taking into account the document requested and the requirements of the relevant institution.

Obtaining Duplicate Certificates, Official Records, and Archival Documents

Depending on the request, we contact civil registry offices (ZAGS/RAHS), state archives, courts, Ministry of Internal Affairs authorities, tax authorities, government registers, and other Ukrainian institutions.

The resulting document may be a duplicate certificate, an official register extract, a government-issued confirmation, a copy of a court judgment, an archival certificate, or another official record.

Once received, we check that the document is complete and corresponds to the original request.

Apostille, Legalisation, Translation, and International Delivery

If the document is intended for use abroad, we can arrange the necessary additional formalities after obtaining it, including apostille certification or consular legalisation, translation into the required language, and, where applicable, sworn translation.

Completed documents can be delivered to clients in Ukraine or sent internationally by express courier.