New rules for apostilling documents for use abroad in 2026: what will change for Ukrainians

Ukraine is updating the rules for apostilling documents for use abroad from 2026. Find out how the Electronic Register of Apostilles will work, how much the service will cost, and what will change for individuals and legal entities

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ORDER

The Ministry of Justice of Ukraine is updating the procedure for affixing apostilles to official documents used outside the country. The new procedure was approved by Order of the Ministry of Justice No. 3177/5 dated November 20, 2025. It will come into force on February 1, 2026, but not earlier than the date of its official publication.

Which documents will become invalid?

Once the new procedure comes into force, the Procedure for Affixing Apostilles, approved by Order of the Ministry of Justice No. 2268/5 dated November 11, 2015, will no longer apply. Order No. 2452/5 of the Ministry of Justice of Ukraine dated November 30, 2015, which regulated the submission of information on samples of signatures, seals, and stamps, will also become invalid.

Thus, the apostille procedure will be completely transitioned to the new rules, taking into account digitization and centralized data storage.

Electronic register of apostilles: a key change

One of the main innovations is that apostilles will now be affixed using the software tools of the Electronic Register of Apostilles. It is through this register that all operations will be recorded and the powers of officials will be verified.

The new procedure regulates in detail the content of the register, in particular the entry of:

● samples of signatures of officials;

● impressions of seals and/or stamps;

● information about public key certificates.

Responsibility for filling the Electronic Register of Apostilles is shared between several bodies:

● the Ministry of Justice of Ukraine — for officials of the Ministry of Justice;

● territorial bodies of the Ministry of Justice — for employees of civil registry offices, state registrars of legal entities, individual entrepreneurs, and public organizations, as well as notaries;

● State Archival Service of Ukraine — for officials of archival institutions and the service itself;

● courts — for judges.

This distribution should simplify the verification of documents and reduce the number of refusals due to technical or formal errors.

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Application processing times

The new procedure clearly defines the deadlines for making decisions. The affixing of an apostille or refusal to affix it shall be carried out within three working days. This period shall begin on the day following the registration of the application in the Electronic Register of Apostilles.

This rule is the same for all applicants and should make the procedure more predictable, which is especially important for those who are preparing documents for study, work, or moving abroad.

Procedures regulated by the new procedure

The document also systematically describes all stages of the applicant's interaction with the authorities. In particular, the following procedures are regulated:

● acceptance of documents for apostille certification;

● their review;

● issuance of results;

● obtaining information from the Electronic Register of Apostilles about an apostille that has already been affixed.

In practice, this means a clearer algorithm of actions and a reduction in the risk of misunderstandings when submitting documents.

How much does an apostille cost in 2026

The fee for affixing an apostille is tied to the minimum subsistence level for able-bodied persons, established by law on January 1 of the relevant year. The amount is rounded to the nearest 10 hryvnia.

Since the Law of Ukraine “On the State Budget of Ukraine for 2026” sets the minimum subsistence level for able-bodied persons at UAH 3,328, the following rates will apply from January 1, 2026:

● for individuals (0.2 of the minimum subsistence level) — UAH 670;

● for legal entities (0.35 of the subsistence minimum) — UAH 1,160.

What Ukrainians preparing documents for abroad should consider

The update of the apostille rules is especially important for citizens who are planning to study, work, register a business, or settle family matters abroad. In such cases, the correctness and timeliness of affixing an apostille is often critical.

To avoid delays and mistakes, many Ukrainians seek professional help. On the Visit Ukraine platform, you can use the services of lawyers who accompany the apostille process and help prepare documents in accordance with the new requirements, which is especially relevant after the introduction of the Electronic Register of Apostilles.

We remind you! From the beginning of 2026, Ukrainians will have to take into account the updated tariffs for processing passport documents and residence permits. The changes affect ID cards and foreign passports, as well as documents for temporary and permanent residence, which directly affects the costs when planning to replace or obtain new documents.

Read on to find out how much it now costs to obtain a passport in Ukraine and what prices will apply in 2026.

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