Requesting Documents (Live Records)/obtaining duplicate documents of civil registration and extracts from Ukraine

05 March 2025 16:00

ATTENTION! THE PROCESS OF OBTAINING A DOCUMENT FROM UKRAINE CAN TAKE AN INDEFINITE PERIOD DUE TO WARTIME

Applicants residing in Vermont, Connecticut, Massachusetts, Maine, New Hampshire, New Jersey, New York, Pennsylvania, Rhode Island can initiate a request for an archival search through the Consulate General of Ukraine in New York: to obtain an original copy of civil document (including birth, marriage, divorce, death and education records etc.) on file in Ukraine.

Documents to submit:

Applicant should submit a completed 3 identical questionnaire The questionnaire should be completed in Ukrainian, typed in block letters in black or blue ink, dated and signed by the applicant;
Original passport and its copy;
Confirmation of relations (original certificates).

Consular Fee Information

The consular fee is required in the form of a Money Order ONLY. The fee schedule is as follows:

$20 per request
$50 per request if the document needs to be apostilled by the Ministry of Justice of Ukraine.

Please make the money order payable to: Consulate General of Ukraine in New York

Please note that if the corresponding data is not found in our archives, the consular fee cannot be reimbursed.

Additional documents

If Apostille is necessary, in this case, an additional separate payment for Apostille is required in the form of a wire (bank) transfer of the dollar equivalent of 51 Hryvna according to the official currency rate of the National Bank of Ukraine.

WIRE (BANK) TRANSFER DETAIL:

Beneficiary (Recipient): STATE TREASURY SERVICE OF UKRAINE, Ukraine, 01601, Kyiv, Bastionna str., 6)

Code of recipient: 37567646

Account: IBAN: UA563223130000025133012855000

Beneficiary bank: JSC "THE STATE EXPORT-IMPORT BANK OF UKRAINE", Kyiv, Ukraine;

SWIFT: EXBSUAUX;

Bank code: 322313

Details of payment: Apostille 22012500

The list of correspondent banks of JSC "State Export-Import Bank of Ukraine" is posted on the official website - https://www.eximb.com/ua/business/corporate/corporate-rozrahunkovo-kasove-obslugovuvannya/corporate-mizhnarodni-rozrahunky-ta-operacii/corporate-perelik-bankiv-korespondentiv/

If you are planning to use a document internationally, make sure it is properly apostilled!

What is an Apostille?

An apostille is an official certificate that verifies the authenticity of a public document's signature, seal, or stamp. It ensures that the document will be recognized as valid in other countries that are part of the Hague Convention.

Why is it important?

International Recognition: Apostilles make documents legally accepted in countries that are members of the Hague Apostille Convention, simplifying the authentication process.
Hague Convention: Since the 1961 Hague Convention, the apostille has replaced the complicated legalization process, making international document use much smoother.
Common documents that require an apostille include: Birth certificates, Marriage certificates, Divorce records, Educational diplomas, Court documents etc.
Countries that are part of the Hague Convention: The Hague Convention has over 120 member countries, so it is important to check if the country where you need to use the document is a member of the convention HERE.

APOSTILLE CANNOT BE AFFIXED TO:

Original passport documents, military tickets, workbooks, permits to carry weapons, vehicle registration certificates (technical passports), identity cards
Originals or copies (photocopies) of regulatory legal acts, legal opinions, or documents related to correspondence

Note: Documents such as the above may still be accepted for apostillation if certified by a notary as copies.

Official documents issued by institutions of former Soviet republics within the USSR (these cannot be apostilled at all)

Make sure your documents meet the requirements before seeking an apostille!

If a photocopy of the requested document is available, it may be helpful to include it with the questionnaire, as it may assist in facilitating the search for the document.

The request will be accepted only if the questionnaire is completed in full and exact detail in Ukrainian language.

In this case the Consulate General of Ukraine in New York will inform you about he results of these requests.

When applying for a copy of any certificate an applicant should provide the following information: last name, given name, middle name and address of an applicant; last name, given name and middle name of a person, in whose name a certificate is requested; name of certificate requested; when and where the civil state act has been registered; reason for request.

When requesting birth certificate full and patronymic names of the parents should be indicated. If the marriage or divorce certificate is requested, an applicant should indicate the name of the spouse.

If you have any additional questions, please do not hesitate to contact us at [email protected]

Note: There is no expedited service! Processing time: 3-12 months.