Legalization in Europe 2025: a complete guide to obtaining a residence permit for Ukrainians

To obtain a residence permit in Europe, it is important to prepare the documents correctly and take into account some important nuances when submitting them. Learn how to apply for a residence permit correctly, avoid mistakes, and stay abroad legally

Legal assistance on migration issues for Ukrainians in Ukraine and abroad

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For many Ukrainians, moving to Europe has gone from being a dream to a necessity. However, temporary protection status, while granting certain rights, does not guarantee long-term stability. Therefore, more and more people are considering obtaining a full residence permit, which opens up much broader opportunities — from free employment to the right to social benefits and medical care.

In 2025, European countries significantly modernized their migration procedures. Online portals for submitting documents appeared, requirements for certain categories of applicants were simplified, and some states even introduced fast-track programs for highly qualified specialists. At the same time, the rules have become stricter regarding compliance with deadlines and the completeness of submitted documents — a mistake can cost months of waiting.

In this article, we have compiled simple and proven tips specifically for Ukrainians on how to competently approach the preparation of documents and obtaining a residence permit (RP).

Where to start with legalization in Europe: preparing documents for a residence permit

The process of obtaining a residence permit should be started while still in Ukraine — this will save a lot of time and nerves. First of all, you need to decide on the destination country and the basis for legalization, as this will determine the list of required documents.

If you are traveling in your own car, be sure to obtain a Green Card — without this international motor insurance policy, you will not be able to cross the border. Equally important is medical insurance for traveling abroad, which covers emergency care and basic medical services. The immigration services of other countries will not consider your application for a residence permit without a valid insurance policy.

Pay special attention to your educational documents. If you plan to work in your profession or continue your education, your diploma must undergo the apostille procedure in Ukraine. The apostille stamp is issued by the Ministry of Education, and without it, your diploma will simply not be recognized abroad. Professional apostille and document translation services will help you do this quickly and without errors, which is especially important if you are already abroad and cannot personally visit Ukrainian institutions.

Translations: why you shouldn't skimp on quality

The most common mistake is to have documents translated by acquaintances or unprofessional services. Migration services are very meticulous about translations: any inaccuracy, inconsistency in terminology, or lack of a seal can be a reason for refusal.

There is a special story with the apostille. This stamp can only be affixed in the country where the document was issued. This means that apostilles for Ukrainian certificates can only be affixed in Ukraine — at the Ministry of Justice for personal documents, at the Ministry of Education for diplomas, and at the Ministry of Internal Affairs for certificates of no criminal record. If you did not have time to do this before your departure, you will either have to return or send the documents to a trusted person in Ukraine.

You can always order professional translation and apostille of documents on the Visit Ukraine website. Our lawyers will help you obtain the necessary services remotely and send the finished documents to any country.

What documents are really needed for a residence permit

The basic set of documents is similar in most European countries, but may vary significantly depending on the grounds for obtaining a residence permit. The standard list includes:

● Foreign passport – must be valid for at least six months after the planned date of application, and preferably for the entire period of consideration of the case, which can last up to a year.

● An internal passport often comes in handy as an additional identification document, especially when you need to confirm family ties.

● Marriage and birth certificates are mandatory for family relocations — they also need to be translated and certified.

● A certificate of no criminal record is one of the most capricious documents on this list. First, it must be recent — usually no older than three months at the time of submission. Second, if you have lived in another country for the last few years, you may need a similar certificate from there. This often comes as a surprise to those who, for example, studied in Poland and then decided to move to Germany.

● Financial guarantees are another important aspect. Many countries require proof that you can support yourself without state assistance. This can be bank statements, income certificates, or a letter of guarantee from relatives or an employer.

● A visa is the first thing you should start preparing for your move, because in order to obtain a residence permit, you must first obtain a long-term visa (usually a type D visa).

Ways to legalize your status: choose your option

Temporary protection remains the easiest way for Ukrainians to stay legally, but it has limitations. First of all, it is temporary, as the program must be renewed every year, and there is no guarantee that it will not be terminated in a few years. In addition, in some countries, temporary protection does not give the right to family reunification or restricts access to certain professions. At the same time, you can obtain a residence permit on the basis of:

● Employment is one of the most reliable ways. An official employment contract automatically entitles you to a work residence permit, which is easily renewed if you continue to work. Many employers even help with the paperwork, understanding that it is in their best interest.

● Education opens the door not only to knowledge but also to legalization. A student residence permit entitles you to work a certain number of hours per week, and after completing your studies, in most countries, you can get an additional year to look for a job in your field. This is especially beneficial for young people.

● Family reunification works if one of your close relatives already has a residence permit or citizenship. However, there are some nuances: you need to prove the authenticity of family ties, sometimes pass a language test, and in some countries, the inviting relative must confirm a sufficient level of income to support the entire family.

● Entrepreneurship and investment are the way forward for those who have start-up capital and a desire to develop their own business. Each country sets its own conditions: in some places, it is enough to open a sole proprietorship and show turnover, while in others, you need to create jobs for local residents or invest from €50,000.

For more information on the specifics of moving, document requirements, and legalization procedures in specific countries, read our materials on emigration, namely how Ukrainians can move to: Italy, Portugal, Croatia, Canada, Denmark, France, Luxembourg, Germany, Great Britain, Bulgaria, Hungary, Slovenia, Romania, Moldova, Albania, Lithuania, Latvia, Estonia, Montenegro, Turkey, Georgia, Finland, Sweden, Switzerland, Austria, the Czech Republic, Poland, Ireland, Greece, the Netherlands, the USA, Spain, Kazakhstan, Japan, New Zealand, Thailand, China, Kosovo, as well as Cyprus and Malta.

How to submit documents: online vs offline

The digitization of migration services reached a new level in 2025. Poland, Germany, and the Czech Republic launched full-fledged electronic offices where you can not only submit an application but also track its progress, upload additional documents, and even chat with an inspector.

However, there are pitfalls. First, not all types of residence permits can be obtained online — sometimes you still need to appear in person to submit biometric data. Second, when applying online, the requirements for the quality of scans are higher: they must be in color, clear, and without cropped edges. One bad photo can delay the review for weeks.

For offline applications in popular cities, queues are scheduled months in advance. Therefore, make an appointment as soon as you have gathered your documents — don't wait for the “perfect moment.” Some migration services allocate separate slots for urgent cases, but this usually comes at an additional cost.

An important detail: proof of residence. In most countries, it is not enough to simply rent an apartment — you need official registration at the address issued by the municipality or police. Without this stamp, your application for a residence permit will not even be considered. The registration process can take from one day to several weeks, depending on the country.

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Legal support: when you really need it

It is quite possible to complete the paperwork yourself if your situation is standard: you have a job or are studying, your documents are in order, you have no criminal record or complicated family circumstances. But if there are any complications — a previous visa refusal, an incomplete employment history, missing documents — it is better to consult a specialist.

Visit Ukraine specialists provide professional legal advice on migration issues and full support: they help prepare documents for visas, residence permits, employment, and study abroad. An experienced lawyer will not just check your papers — they will advise you on how to present your situation in the most favorable light, which documents to add for credibility, and which ones are better not to submit so as not to raise unnecessary questions.

Practical life hacks from those who have already gone down this path

Create a separate email account exclusively for official correspondence. Do not use it for social networks or newsletters — this way, important letters from the migration service will not get lost among advertisements. Set up push notifications on your phone for this email.

Create a folder in cloud storage (Google Drive, Dropbox) with scans of all documents. Structure it by categories: “Personal Documents,” “Education,” “Certificates,” “Finances.” Add the date of upload and the document's expiration date to each scan.

Always carry not only the originals, but also copies with you. It is better to have copies in both paper form (in case your phone runs out of battery) and electronic form (in case you lose the papers).

Learn basic professional vocabulary in the language of your host country — not everyday vocabulary, but specifically vocabulary related to documents and institutions. Terms such as “identity card,” “registration,” “expiration date,” and “renewal” will be useful to you all the time.

Look for Ukrainian communities on social networks and messengers dedicated to your city. They often share the latest information about changes in procedures, recommend trusted specialists, and warn about queues at the migration service.

Don't ignore the free language courses and integration programs offered by municipalities. First, they really help you get settled. Second, a certificate of completion of such courses can be a plus when renewing your residence permit — it shows your motivation to integrate.

If you encounter problems with the migration service, do not panic or argue with officials. Calmly ask what exactly is wrong and request a written explanation. If you consider the decision to be unfair, contact the Ukrainian consulate or lawyers — they will be able to professionally assess the situation.

Obtaining a residence permit in Europe is a process that requires patience, attention to detail, and a systematic approach. There is no universal recipe, as each country has its own characteristics, and each situation has its own nuances. However, the basic principles are the same: start preparing in advance, collect your documents carefully, don't miss deadlines, and don't hesitate to ask for help from professionals.

We remind you! The launch of the Entry-Exit System (EES) on October 12 was the most significant change at the EU borders in recent years. The new rules are designed to improve security and migration control, but the first few days turned into chaos — especially for Ukrainians crossing the border with Poland. Queues, glitches, and unprepared infrastructure showed that the system needs refinement. Read how the EES works now and what travelers can expect.

Photo: EPA/UPG

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