How to obtain documents from Ukraine remotely as a foreigner: tips, mechanisms, and legal support

Foreigners do not have to come to Ukraine to obtain documents. Find out how to remotely obtain certificates, diplomas, or archival references and how to ensure the legal validity of documents for submission abroad

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Foreign citizens who have ties to Ukraine — through family, education, property, or legal proceedings — often need to obtain Ukrainian official documents. These may include birth, death, or marriage certificates, diplomas, archival records, court decisions, extracts from state registers, etc. At the same time, it is often impossible to do this in person while outside Ukraine. In this article, we will tell you about all the possible ways to obtain documents, as well as provide advice from Visit Ukraine lawyers on how to ensure the legal validity of documents abroad.

Obtaining documents from Ukraine remotely: options available to foreigners

Obtaining documents through a lawyer's request

The most effective way for a foreigner to obtain documents from Ukraine is to hire a lawyer who can act on behalf of the client on the basis of a power of attorney. According to Article 20 of the Law of Ukraine “On the Bar and the Practice of Law,” a lawyer has the right to request official documents and information from state bodies, archives, educational institutions, etc.

The following documents can be obtained in this way:

● birth, death, and marriage certificates (through the Civil Registry Office or archives);

● archival references regarding place of residence, work, and education;

● copies of diplomas, certificates, and attestations;

● court decisions or case materials (provided there is a legal basis for access).

Requirements for obtaining documents through a lawyer's request:

● notarized power of attorney for a lawyer (with an apostille or consular legalization, depending on the country);

● full details of the requested document (full name of the person, date and place of the event, type of document).

Advantages of this method: this mechanism allows the lawyer to act completely independently — without the need for the foreigner to be present in Ukraine. This is ideal for people who cannot or do not want to come in person.

Obtaining documents through a Ukrainian consulate abroad

Ukrainian consular offices abroad have limited powers to issue or request documents, but in some cases they can be useful.

What can be obtained or done through the consulate:

● duplicate birth, death, or marriage certificates — if the applicant is the person to whom the document relates;

● documents that were issued by the consulate itself;

● certification of a signature on a power of attorney for further actions in Ukraine.

What cannot be obtained through the consulate:

● documents of third parties (even close relatives);

● archival references or extracts from registers;

● documents from courts, educational or medical institutions.

Conclusion: the consulate can help submit a request to the Civil Registry Office or notarize documents, but cannot replace the actions of a lawyer in Ukraine.

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Notarized copies, apostille, and translation: how to ensure the legal validity of documents abroad?

Official documents obtained from Ukraine often need to be submitted to foreign authorities. To do this, you need to provide a notarized copy of the document with an apostille (or legalization) and an official translation.

Algorithm of actions:

1. A lawyer in Ukraine requests the original or a duplicate of the required document.

2. An official copy of the document is drawn up by a notary.

3. An apostille is affixed at the relevant ministry.

4. If necessary, a translation (from Ukrainian) is made and certified.

5. The documents are sent to the foreigner abroad via courier services.

How to quickly obtain the necessary documents from Ukraine: advice from a lawyer

To avoid wasting time and money, Visit Ukraine lawyers recommend following these tips:

● If you are unable to come to Ukraine, contact Visit Ukraine lawyers. Our specialists offer full support in the process of requesting documents — from drawing up a power of attorney to receiving the documents in your hands abroad.

● Prepare all known information about the document in advance to facilitate the search (e.g., year, place of issue, exact full name of the person).

● Order a notarized, apostilled, and translated document right away if you know you will be submitting it to a foreign institution.

If you are looking for a reliable partner, contact the immigration lawyers at Visit Ukraine. We will ensure fast, legal, and safe receipt of documents, wherever you are.

We remind you! Foreigners in Ukraine may encounter legal difficulties even during a short trip. Read about how to take care of your safety in advance and what advantages the “5-hour legal support” service offers in our previous article.

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