Apostillation of documents and migration for Ukrainians

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Симиренко Ганна

Lawyer

Ukraine / Kyiv

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Publication date: 08.07.2024

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Apostille of Documents and Migration for Ukrainians

In the context of modern globalization and mobility, Ukrainians increasingly face the need to legalize documents for use abroad. One of the most common methods of legalization is apostille. This procedure, regulated by the Hague Convention of 1961, ensures the recognition of official documents in most countries around the world.

An apostille is a special stamp that confirms the authenticity of the signature, the status of the person who signed the document, and, if necessary, the authenticity of the seal or stamp affixed to the document. In Ukraine, an apostille is placed on official documents issued by institutions and organizations of various levels.

Documents on which an apostille is affixed:

The apostille is affixed to the originals of documents issued by the territorial bodies and subdivisions of the SMS, except for:

1. Documents that identify the person and confirm Ukrainian citizenship;
2. Documents that identify the person and confirm their special status;
3. Other certificates issued in accordance with Ukrainian legislation.

Therefore, an apostille is not affixed to regulatory legal acts, explanations, and legal conclusions regarding their application, as well as to documents of a correspondence nature.

Procedure for Apostille of Documents in Kyiv

Apostille of documents in Kyiv is carried out by the Ministry of Justice of Ukraine, the Ministry of Foreign Affairs, and the Ministry of Education and Science, depending on the type of document.

An apostille in Kyiv can be obtained for the following documents:

Personal Documents

Personal documents include types such as birth certificates, marriage certificates, divorce certificates, name change certificates, etc. Apostille of these documents is usually carried out by the Ministry of Justice of Ukraine. The procedure includes:

1. Preparation of original documents.
2. Submission of documents to the Ministry of Justice or the relevant state authority.
3. Payment of the state fee.
4. Receiving the apostilled documents after processing the application.

Educational Documents

Educational documents such as diplomas, certificates, and transcripts are issued by the Ministry of Education and Science of Ukraine. The apostille procedure for these documents is as follows:

1. Providing original documents and their supplements.
2. Preparation of document copies.
3. Payment of the apostille fee.
4. Submission of documents to the Ministry of Education and Science or through certified agencies.
5. Receiving the apostille after completing the procedure.

Notarized Documents

Notarized documents include powers of attorney, consents, statements, and other documents certified by notaries. The apostille for these documents is also carried out by the Ministry of Justice of Ukraine. The procedure involves:

1. Preparation of notarized documents.
2. Submission of documents to the Ministry of Justice.
3. Payment of the state fee.
4. Receiving the apostille after processing.

Judicial Documents

Judicial documents include court decisions, writs of execution, and other documents issued by Ukrainian courts. The apostille procedure for these documents is as follows:

1. Preparation of original judicial documents.
2. Submission of documents to the Ministry of Justice or the relevant judicial authority.
3. Payment of the apostille fee.

Receiving the apostille after completing the procedure.

General Stages of Apostille in Kyiv

Document Preparation: The first step is to prepare the original documents, which should be in proper condition and have all necessary signatures and seals.

Application Submission: Contact the relevant authority (Ministry of Justice, Ministry of Foreign Affairs, or Ministry of Education and Science) to submit an application for apostille.

Payment of Fees: The cost of an apostille depends on the type of document and the issuing authority. Typically, the cost ranges from 200 to 400 hryvnias per document.

Receiving the Apostille: After processing the application, which can take from a few days to weeks, you will receive the apostilled document.

Apostille for Educational Documents

Apostille of diplomas and other educational documents is particularly important for those planning to study or work abroad. An apostille for a diploma in Kyiv can be obtained through the Ministry of Education and Science of Ukraine. The apostille procedure includes several steps:

Providing the Original Diploma and Supplement

First, prepare the original diploma and its supplement (if any). Originals must be in proper condition, without damage or alterations.

Preparation of Document Copies

It is recommended to prepare copies of the documents to be submitted along with the originals. This may be necessary for internal records or in case of questions during the apostille process.

Payment of Fees

The state fee for apostille prices must be paid. The cost may vary, but typically ranges from 200 to 400 hryvnias per document. Payment can be made through a bank or online using payment systems.

Submission of Documents to the Ministry of Education and Science of Ukraine or Certified Agencies

Documents can be submitted directly to the Ministry of Education and Science of Ukraine or through certified agencies that assist with the preparation and submission of documents. Agencies may provide additional services such as consultation and expedited processing.

Migration for Ukrainians: Importance of Apostille

For Ukrainians planning to move abroad for education, work, permanent residence, or marriage, an apostille is an important procedure. It performs several key functions:

1. Facilitates Document Recognition Abroad: An apostille confirms the authenticity of Ukrainian documents, allowing foreign authorities to recognize them without additional legalization. This simplifies the process of submitting documents for various purposes such as education, employment, visa applications, or marriage abroad.
2. Reduces Bureaucratic Barriers: An apostille significantly simplifies the process of submitting documents abroad, reducing the number of required procedures and time. Instead of complex legalization processes, it is sufficient to affix an apostille on the necessary documents, making the procedure much faster and less burdensome.
3. Increases the Legal Validity of Documents: Documents with an apostille gain legal force in most countries worldwide, making their use much simpler and safer. This is important for ensuring the legal status of documents and their proper use in various international situations.

Particularly, apostille of educational documents is a necessary step for students planning to enroll in foreign educational institutions or professionals aiming to work in international companies,  apostille urgently Kyiv. An apostille ensures international recognition of their qualifications and achievements, which is important for career building and higher education abroad, apostille documents in Kyiv.

Grounds for Refusal of Apostille Service

The State Migration Service (SMS) may refuse to affix an apostille in the following cases:

Non-Compliance with Established Samples or Forms

1. The document does not comply with the sample or form established at the date of issue.
2. The document does not meet the requirements regarding the composition and placement of mandatory details.
3. The text of the document is unreadable due to damage.

Unacceptable Method of Signing or Transmission

1. The document is written or signed in pencil.
2. The document is received via facsimile communication.
3. Presence of Corrections or Additions: The document contains unapproved corrections or additions.
4. Lack of Authority of the SMS: The SMS does not have the authority to affix an apostille on this document.

Inability to Verify Signatures and Seals

• The SMS could not obtain sa mples of the relevant signatures, seals, or stamps.
• It is impossible to read the matrix two-dimensional barcode.
• Non-Compliance of Signatures and Seals: The signature or seal on the document does not match the available samples or has a blurred image.
• Suspicion of Forgery: The document raises suspicion of forgery.
• Non-Compliance with Issuance Requirements: The document does not comply with the requirements for issuance and design established by regulatory legal acts at the date of issue.
• Other Cases Provided by Legislation: Refusal is possible in other cases provided by current legislation.