It has become much easier for Ukrainians abroad to restore lost certificates or obtain extracts from the State Register of Civil Status Acts (the Civil Registry), reports Consular Service Department of the Ministry of Foreign Affairs of Ukraine.
Thanks to Cabinet Resolution No. 66 of January 24, 2023, foreign diplomatic missions have been granted the right to work directly with the State Register of Civil Status Acts of Citizens.
This means that embassies and consulates can:
- perform certain actions in the field of civil status registration;
- reissue certificates (birth, marriage, divorce, name change, death);
- issue extracts from the State Register of Civil Status Acts of Citizens, regardless of where in Ukraine the record is kept.
The list of foreign institutions that have access to the Register is gradually expanding and is published on the official websites of the Ministry of Justice, the Ministry of Foreign Affairs, and the Ministry of Reintegration.
1. What exactly has changed?
Until 2023, even if you live abroad, for most “civil registry issues” you had to:
- either fly to Ukraine,
- or issue a power of attorney to someone in Ukraine,
- or wait a long time for the exchange of paper documents between the consulate and the civil registry authorities.
Now, thanks to Resolution No. 66: European Business Association
- diplomatic institutions can work directly in the Civil Registry;
- duplicate certificates and extracts are issued:
- regardless of where the record was made;
- regardless of where the paper register is kept;
- regardless of your current place of residence (if you live in Canada, it does not matter where you were born or registered your marriage in Ukraine).
2. What documents can now be obtained from the embassy/consulate?
Foreign diplomatic institutions that have access to the Registry can:
Reissue certificates:
- of birth;
- of marriage;
- of divorce;
- of name change;
- death.
Issue extracts from the State Register of Civil Status Acts of Citizens:
- on state registration of birth;
- on marriage/divorce;
- on change of name;
- on death;
- other types of extracts provided for by law.
3. Reissued certificate: what is it and when is it needed?
A reissued certificate is not a “duplicate for beauty's sake,” but a full-fledged document that has the same legal force as the certificate issued for the first time.
It is issued if:
- the original was:
- lost,
- stolen,
- destroyed (fire, flood, war, etc.),
- severely damaged (illegible text, missing fragments);
- you need a “fresh” document for submission:
- to the migration authorities of another country,
- to court,
- for banking/notarial procedures.
Important: a duplicate certificate confirms the same fact as the original (birth, marriage, death), but is simply issued again on the basis of an existing record in the Register.
4. Extract from the State Register: how does it differ from a certificate?
An extract from the Register is an official document containing extended information from the record. It may contain details that are not included in the short form of the certificate.
An extract is usually required when:
- you are processing an inheritance;
- confirming family ties (for example, for family reunification, immigration matters);
- confirming a change of name/surname;
- processing documents abroad, where authorities want more detailed information than just “the fact of birth/marriage.”
In short:
- a certificate is a “classic” document that you show in most situations;
- an extract is a more detailed document that is useful for complex legal/migration procedures.
5. Does this apply to Canada and other countries?
Yes, it applies to all countries where Ukrainian diplomatic missions abroad have access to the Register.
Initially, the list included several countries (Poland, Germany, Turkey, Georgia, Kazakhstan, and their respective consulates).
In 2024, the Ministry of Foreign Affairs announced that access had been significantly expanded — 24 more institutions in 20 countries were added, and the total number of institutions with access to the Register nearly doubled.
The current list:
- is published on the website of the Ministry of Justice,
- as well as in the news/consular affairs sections of the websites of the Ministry of Foreign Affairs of Ukraine and individual embassies.
So, if you live in Canada, for example, you need to:
- Go to the website of the Ukrainian Embassy in Canada or the consulate in your region.
- Check the “Consular Issues” → “Civil Status Acts” section or news.
- See if it says that the institution has access to the State Register of Civil Status Acts (this is usually stated directly).
6. How to sign up for the e-Queue through “e-Consul”
The algorithm generally looks like this (it is consistent with the official instructions for the e-Consul electronic queue):
Authorization
- Go to the portal: https://id.e-consul.gov.ua/;
- Log in (BankID, Mobile ID, or another available method).
Selecting an embassy/consulate
- Select a country and a specific institution (for example, “Embassy of Ukraine in ...”, “Consulate General of Ukraine in ...”).
Select a service in the e-Queue
Pay attention to phrases such as:
- “Reissue of a civil status registration certificate”;
- “Issuance of an extract from the State Register of Civil Status Acts.”
Fill out the form
- Full name;
- Contact details;
- Briefly describe the essence of the request (which certificate/extract you need);
- If necessary, provide information about the person for whom you are requesting the document (e.g., a child).
Select the date and time of your visit
- Select the date and time of your visit from the available slots.
Receive confirmation
- Receive confirmation (by email or in your e-Consul account).
On the day of the appointment
Bring with you:
- passport;
- if available, a copy of the old certificate/photo/scan;
- other available documents (court decision, name change, marriage documents, etc.).
At the consulate, the consul will clarify the necessary details and inform you about the consular fee.
7. What to pay attention to
Consular fee
A consular fee is charged for the reissuance of a certificate/extract in accordance with the Regulations on Consular Fees (the amount varies depending on the country and type of service).
Processing times
- If the information is in the electronic registry and there are no additional checks, the document can be processed relatively quickly.
- If the record is old, incomplete, or needs to be verified with the archive, the process may take longer.
Apostille/legalization
- If the document is required by foreign authorities, an apostille or consular legalization may be required (depending on the country).
- Check the requirements directly with the institution of the country where you are submitting the document.
Who can submit an application
Usually:
- the citizen themselves;
- parents on behalf of their child;
- in certain cases — heirs or representatives (by power of attorney).
8. Who will find this particularly useful
This innovation is very helpful for:
- those who left due to the war and lost their documents;
- families with children who:
- lost their birth certificates,
- changed their surname/first name;
- people who:
- are applying for immigration/visa matters;
- need extracts for courts, inheritance matters;
- are unable to travel to Ukraine or obtain a power of attorney.
Summary
Key idea: Ukrainians abroad can now obtain duplicate certificates and extracts from the State Register of Civil Status Acts without traveling to Ukraine, directly through embassies and consulates that have access to the Register.
What to do:
- Check whether “your” embassy/consulate has access to the Register (on the official websites of the Ministry of Foreign Affairs/Ministry of Justice).
- Register in the e-Queue through the e-Consul portal.
- Come to the institution with the necessary documents and pay the consular fee.