Schmidt & Schmidt offers document retrieval services in Ukraine

It often happens that civil status documents are lost or damaged, or it is necessary to obtain current copies of documents. In this case, it is necessary to request duplicates of documents. Often, those who have left Ukraine face difficulties in this procedure. Our service allows you to request documents in Ukraine remotely and we can carry out courier delivery of the document to any point in the world.

Validity of civil status documents in Ukraine

Civil status documents issued in Ukraine usually have an unlimited validity period. An exception to this rule are certificates of no criminal record, they are valid for no more than 3 months, after which they must be replaced with new ones containing up-to-date data. In addition, the receiving party may make requirements for the terms, so this must be clarified at the place where the documents are requested.

When to obtain duplicate documents in Ukraine

A duplicate birth certificate, marriage certificate, name change certificate, divorce certificate, criminal record certificate or death certificate may be required to register a marriage abroad, a newborn child, citizenship, inheritance, data verification for pension applications, opening bank accounts, employment and other bureaucratic issues.

What documents can be requested in Ukraine

• Birth certificate
• Marriage certificate
• Certificate of change of surname
• Divorce certificate
• Death certificate
• Certificates of good conduct
• Educational documents
• Other civil status documents

Birth certificate

A birth certificate is an official document provided by the Registrar or acting Registrar of the relevant Civil or Consular Register. It verifies details of an individual's birth, including the date, sex, and, if applicable, the time of birth and family relationships.

Birth certificates in Ukraine are issued by the Civil Registry Office (RACTS) or its local branches. If the birth was registered in Ukraine, you can apply at the RACTS where the birth was registered or any other RACTS office in the country since the data can be retrieved from the central database. If you have access to the necessary documents you can also apply online through the Diia portal. You will need a verified account and a digital ID.

International applicants can apply through the consulate of Ukraine from any corresponding country.

Required documents

• Valid ID
• Application form (available at the RACTS office or online)
• Proof of relationship (if requesting someone else’s birth certificate)
• Power of attorney (if applying on behalf of someone else)

Marriage certificate

The marriage certificate is the official document that verifies the legality of a marriage. It is often required for purposes such as changing your last name, applying for spousal benefits, processing immigration applications, and handling inheritance matters.

Obtaining the Certificate Marriage certificates can be obtained directly from the Civil Registry Office (RACTS) where the marriage was registered, or any other RACTS office in Ukraine. If applying from abroad, you can request the certificate through the Consulate of Ukraine or by authorizing a representative in Ukraine to submit the application on your behalf.

Certificate of No Impediment to Marriage

This certificate is typically required for foreign nationals who plan to marry in Ukraine. Ukrainian citizens generally do not need this document, as they are presumed to have legal capacity to marry.

This certificate is essential for ensuring that a marriage performed in Ukraine will be recognized both domestically and internationally. It helps verify that the individuals are legally free to marry according to the laws of their home country.

Foreign nationals applying for a marriage certificate in Ukraine will need to obtain the Certificate of Legal Capacity to Marry from their home country’s embassy or consulate in Ukraine.

Required documents

• Valid ID
• Proof of Relationship (if applying for someone else’s marriage certificate)
• Power of Attorney (if you are applying on behalf of someone else)
• Proof of divorce (if previously married)
• Personal Declaration (if applicable, based on the nature of the request)

Divorce certificate

A divorce certificate is the official document that verifies the dissolution of a marriage. It is often required for various legal matters, such as remarrying, property division, and updating personal records.

In Ukraine, the divorce certificate is issued by the Civil Registry Office (RACTS) where the marriage was registered or where the divorce was finalized. You can request a divorce certificate if you are the individual named in the divorce certificate, you are the former spouse or legal representative of the individual or if you are authorized (via power of attorney) to request the document on someone’s behalf.

For Ukrainian citizens with access to the Diia digital portal, it’s possible to apply for a divorce certificate online. A verified account and digital ID will be needed to complete the request.

Required documents

• Valid ID
• Application form (available at the RACTS office or online)
• Proof of Divorce
• Power of Attorney (if you are requesting the certificate on behalf of someone else)
• Marriage certificate (if the marriage record needs to be checked)
• Divorce decree (if not already recorded in the system)

Death certificate

The death certificate serves as an official confirmation of an individual's death. It is required for settling the deceased's estate, claiming life insurance and closing financial accounts. These documents can be obtained through the provincial vital statistics office.

In Ukraine, the death certificate is issued by the Civil Registry Office (RACTS) where the death was registered. You can request a death certificate if you are the family member or legal representative of the deceased, you are an authorized representative (via power of attorney) to apply on behalf of the deceased's estate or family or if you are handling administrative tasks related to the deceased's estate or legal matters.

The death certificate must be registered within a certain time frame after the death has occurred (usually within a few days). If the registration is delayed, additional steps may be required. If the death occurred abroad, you may need to work with the Ukrainian embassy or consulate to obtain the certificate and legalize it for use in Ukraine or for foreign use.

Certified translations can be requested if needed for international use.

Police clearance certificates

A Police Clearance Certificate is an official document that verifies whether an individual has a criminal record. This certificate is often required for visa applications, immigration purposes, employment screenings, adoption processes, and other legal or official matters. In Ukraine, the certificate is issued by the Ministry of Internal Affairs through the Central Criminal Register or its local branches.

Either spouses, legal representatives (with a power of attorney) or government agencies or courts (for legal purposes) can request this certificate. Individuals who have lived in Ukraine or have Ukrainian citizenship can request a police clearance certificate.

Required documents

• Valid ID
• Application form
• Birth certificate
• Power of attorney if applicable

Educational documents

Foreign educational documents only carry the same legal value as Ukrainian documents if they are exempt from legalization or have undergone the necessary legalization process. Documents from countries with bilateral agreements with Ukraine are fully exempt from legalization. Documents from countries that are part of the Hague Convention of 1961 undergo a simplified procedure called apostille. If neither countries are part of the convention or have bilateral agreements they undergo consular legalization