Extracts from the State Register of acts of civil status of citizens
What is an extract from the State Register of Civil Status Acts and how does it differ from a certificate?
An extract from the State Register of Civil Status Acts (SCRCA) is an official electronic document generated directly from the state database. It contains more information than a regular certificate, as it reflects the entire history of changes made to the act record: corrections, additions, cancellations and renewals.
The difference from a certificate is fundamental: a certificate is a paper document issued at the time of registration of an event. An extract is a current “reading” from the register at the time of the request, which may contain information that is not at all in the certificate. A detailed comparison of the differences between certificates and extracts is provided in the article.
The register was introduced on December 20, 2008. Since then, all certificates in the field of civil status acts have been issued in the form of extracts from this register.
Two main forms of extract
The legislation (Register Maintenance Instructions, Order of the Ministry of Justice No. 1269/5 of 24.07.2008) provides for two forms of extract from the DRACS:
- A regular (partial) extract — contains individual details of a specific act entry, changes and other information entered into it. It is issued to individuals upon a standard request.
- A full extract — contains absolutely all the details of a specific act entry, including all changes, renewals and cancellations. It is available mainly to state bodies, notaries and judges.
Both forms have the same legal force, but differ in the volume of information and the range of persons who can receive them.
All approved extract forms (Applications 1–9 to the Instructions)
Nine official extract forms have been approved by the Order of the Ministry of Justice. Each has its own appendix number and purpose. Let's consider each in detail.
Application 1. Birth Certificate (Basic Form)
Confirms the fact of state registration of the birth of an individual. This is the most common type of certificate, used in most legal situations.
What it contains:
- Last name, first name and patronymic of the child
- Date and place of birth
- Sex of the child
- Information about the parents: last name, first name, patronymic, citizenship, nationality (if specified)
- Number and date of the act entry
- Name of the DRACS body where the registration was carried out
- Information about all changes to the act entry (if any)
When needed:
- Issuance of a foreign passport or passport of a citizen of Ukraine
- Confirmation of family ties for notarial acts
- Inheritance cases
- Issuance of documents for traveling abroad
- Obtaining citizenship of another country
- Adoption, establishment of guardianship
Who can receive:
Parents and adoptive parents of the child regardless of their age; the person themselves after reaching the age of 16; guardians and custodians; administration of children's institutions where the child is staying. Parents deprived of parental rights cannot obtain an extract.
Application 2. Birth certificate with information about the father (Article 135 of the Family Code of Ukraine)
A special form used in cases where the birth registration was carried out in accordance with Part One of Article 135 of the Family Code of Ukraine - that is, when information about the father is recorded from the mother's words, without confirmation of paternity.
How does it differ from a regular birth certificate:
Practical significance:
Used by single mothers to confirm status and receive state social benefits. Also used in cases of establishing paternity in court.
Application 3. Extract from the state registration of death
Confirms the fact of registration of the death of an individual. It is a key document for opening an inheritance and all related legal actions.
What it contains:
- Surname, first name, patronymic of the deceased
- Date, place and cause of death (if available in the act record)
- Date and number of the act record
- Name of the DRACS body
- Information about changes to the record (if any)
When needed:
- Opening an inheritance at a notary
- Deregistration of the deceased's place of residence
- Receipt of funeral benefits
- Reregistration of real estate, bank accounts
- Receipt of a pension in connection with the loss of a breadwinner
Important: it is the extract, not the certificate, that may be required by notaries and courts, since it reflects the current status of the record in the register.
Application 4. Marriage certificate with maiden name
This is one of the most "specific" forms of the certificate, which is often confused with a regular marriage certificate. It is intended to confirm the surname of a person before marriage.
What it contains:
- Surname, first name, patronymic of the person after marriage registration
- Surname of the person BEFORE marriage (maiden name)
- Date and place of marriage registration
- Information about the other spouse
How does it differ from a regular marriage certificate (Appendix 5):
When needed:
- Registration of inheritance, if a person changed his surname after marriage
- Confirmation of identity when processing documents abroad
- Notarial actions where a "chain" of surnames is required
- Confirmation of educational documents issued under a maiden surname
Application 5. Extract from the state registration of marriage (basic form)
A standard extract confirming the fact of marriage between two persons.
Contains:
- Surnames, first names, patronymics of both spouses
- Dates of birth of spouses
- Date and place of marriage registration
- Surnames adopted after marriage
- Number and date of the act entry
- Information on changes (if any)
When needed:
- Confirmation of marital status for state bodies
- Execution of documents for receiving social benefits
- Acquiring citizenship of a foreign state through marriage
- Notarial actions with the participation of spouses
Features of the extract:
- is formed on the basis of an entry in the register;
- may contain more information than a certificate (for example, changes to the act);
- is issued in paper or electronic form;
- is often needed for legal actions, trials or processing documents abroad.
Application 6. Marriage certificate with information about the second spouse
An extended form of marriage certificate, which contains detailed information about both partners. Usually required by foreign institutions or when processing documents abroad.
How does it differ from the basic certificate (Appendix 5):
When needed:
- Application for a residence permit in a foreign country due to marriage
- Submission of documents to embassies
- International inheritance cases
- Family reunification in a foreign country
Application 7. Extract from the state registration of divorce
Confirms the fact of official divorce between two persons, registered by the DRACS body or on the basis of a court decision.
Contains:
- Surnames, first names, patronymics of the former spouses
- Date and grounds for divorce (court decision or joint application)
- Surnames adopted after divorce
- Number and date of the act entry
When needed:
- Confirmation of marital status upon entering into a new marriage
- Division of joint property of spouses
- Change of documents after divorce
- Registration of alimony
- Confirmation of surname after divorce for foreign authorities
Important nuance:
A divorce carried out by court decision without registration with the DRACS bodies may be absent or reflected incorrectly in the register. In such cases, it may be necessary to make appropriate changes to the register before obtaining an extract.
Application 8. Extract from the state registration of a name change
Confirms the fact of an official change of the surname, first name or patronymic of an individual. Contains both the "old" and "new" name.
What it contains:
- Surname, first name, patronymic BEFORE the change
- Surname, first name, patronymic AFTER the change
- Date and place of birth of the person
- Date of registration of the name change
- Reason for the change
When needed:
- Replacement of passport and all personal documents
- Confirmation of the identity of the person when registering an inheritance in the old name
- Notarial actions where there is a discrepancy between the old and new documents
- Re-registration of property rights, bank accounts
- Registration of documents abroad
How does it differ from the extract with the pre-marital surname (Application 4):
The extract on the change of name (Application 8) concerns the change made at the personal request of the person or on the basis of the law (for example, patronymic when establishing paternity), while the extract under Application 4 concerns exclusively the change of surname as a result of marriage.
Application 9 (and similar ones). Extract of absence of a civil record
A special form that confirms the fact of the absence of a certain civil record in the register. In fact, this is a “negative” extract — a document-certificate that a certain event (birth, marriage, death, etc.) is not registered.
When needed:
- Proof of the fact of the absence of registration of an event when restoring documents
- Court cases where it is necessary to prove the absence of a certain legal fact
- Inheritance cases when searching for possible heirs
This extract may be mistakenly associated with a document certifying that a person has never been married, which is often required for marriage abroad. However, the so-called certificate of marital status has nothing to do with an extract certifying the absence of a marriage record. The law stipulates that an extract certifying the absence of a marriage record is issued at the request of government agencies, courts, and notaries, which makes it impossible to obtain it upon a citizen’s request. Instead, the law provides that, if confirmation of not being in a registered marriage is required for foreign authorities—including for marriage registration abroad—a citizen’s statement in any form is used, with the authenticity of the signature certified by a notary or an ambassador or consul. Thus, for marriage registration abroad, a notarized affidavit is used, stating the absence of a registered marriage.
Comparative table of all types of extracts
How to Obtain a Certificate: Methods and Cost
Ways to Submit an Application
- In person at the Civil Registry Office—regardless of place of registration
- Through the Administrative Services Center (ASC)
- Online via the Diia portal (diia.gov.ua) — for certain types
- By mail — via certified mail
- Through a Ukrainian consulate or embassy abroad
- Through the Ministry of Foreign Affairs of Ukraine — for persons residing abroad
Documents required
- Ukrainian passport or passport-equivalent document
- Documents confirming family relations (if the extract concerns another person)
- Payment receipt (if the extract is subject to a fee)
- For requests regarding marriage/divorce — additionally, the last name and first name of the other spouse
Cost and processing times
Obtaining Certificates Remotely: For Ukrainians Abroad
Ukrainians living abroad have the right to obtain any certificate from the Civil Registry Office without traveling to Ukraine. There are several ways to do this:
- Contact the Ukrainian consulate or embassy in your country of residence — submit an application in person, and receive the finished document by mail or in person
- Submitting a written request through the Ministry of Foreign Affairs of Ukraine — send the application by mail; the extract is sent to the competent authority of the foreign state
- Online via Diya — if the information is available in the digital database
- Through an authorized representative in Ukraine with a notarized power of attorney
For citizens who left after 2022, it is recommended to first check the availability of information via Diya and only then contact the consulate.
Frequently Asked Questions
Is an extract the same as a certificate?
No. A certificate is a paper document issued at the time of registration. An extract is a current query from the electronic registry that reflects all changes as of the date of issuance. An extract contains more information and is considered a more up-to-date document.
Can a husband obtain an extract regarding his wife?
No. Spouses have marital ties, not kinship ties. By law, an extract can only be obtained regarding one’s relatives. A husband and wife are not relatives in the legal sense.
What should I do if the information is missing from the registry (archival records prior to 2008)?
If the record has not been transferred to the electronic registry, you must contact the archives of the Civil Registry Office or the state archives of the relevant region and request the appropriate certificate. Once the archival information is received, it can be entered into the registry.
How long is the extract valid?
There is no expiration date. However, some institutions (banks, notaries, foreign authorities) may have their own requirements regarding the “recency” of the extract—typically no older than 1–3 months.
Can I get an extract online?
Yes, you can order a number of extracts in electronic form through the Diia portal (diia.gov.ua). However, not all forms are available online—it depends on the availability of information in the registry and the type of extract.
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