Duplicates of certificates and excerpts from the RACS — to be obtained remotely

Duplicate Certificates and Civil Registry Extracts — Obtained Remotely

Have you lost your certificate or do you need a new copy for legalization abroad? The Enwolt Law Firm helps you obtain duplicate certificates and civil registry extracts remotely—without requiring your personal presence at the registry office or a trip to Ukraine.

We operate based on a notarized power of attorney or a lawyer’s order—depending on the situation and urgency.

What documents can you obtain

A duplicate birth certificate is the most common request. It is required when applying for a passport, confirming citizenship, handling inheritance matters, and obtaining documents abroad. Parents can obtain a duplicate birth certificate for their child without a power of attorney; children can only obtain an extract regarding their parents.

A duplicate marriage certificate is required for notarial procedures, applying for permanent residence abroad, family reunification, and confirming a change of surname. If the marriage has already been dissolved, a duplicate certificate is not issued; instead, an extract is provided, including an extract confirming the pre-marriage surname.

A duplicate divorce certificate is required for remarriage, property division, or document updates. Important note: if the divorce was granted by a court decision after July 27, 2010, the court decision itself must be reinstated, not the certificate.

A duplicate death certificate is a key document for opening an estate, transferring property, and receiving a survivor’s pension. Only the closest relative may obtain it, provided they have a document confirming the family relationship.

An extract confirming a maiden name contains information about all of a person’s registered marriages, name changes, and divorces. It is often required by foreign authorities and notaries when processing documents related to a maiden name.

Soviet-style certificates

Soviet-style certificates issued before August 24, 1991, can be apostilled only through a notarized copy. All other old-style certificates must be updated before apostille.

Birth records are kept at the Civil Registry Office for 75 years, after which they are transferred to local archival institutions. If a person was born before 1950, the request is made directly to the archive. If the archival record has not been preserved, the fact of birth is established through the courts.

For citizens born or who obtained documents in other former republics of the USSR, obtaining a duplicate is possible through an international request—except for countries with which Ukraine has severed diplomatic relations.

Ways to Obtain a Duplicate

In person at the Civil Registry Office or through a representative—this is the standard procedure for those residing in Ukraine. A representative may be a person acting under a notarized power of attorney or a relative with supporting documents.

Through the Diya app or the Administrative Services Center (ASC)—available for certain types of documents if the information is available in the electronic registry. A convenient option if the record has been digitized.

Through a lawyer with a power of attorney — the most effective option for urgent requests or complex cases. A lawyer has the right to officially request documents from state registries based on a lawyer’s power of attorney without a client’s power of attorney. This speeds up the process and eliminates the need for any personal involvement on your part.

For Ukrainians Abroad

Living outside Ukraine is no obstacle to obtaining documents. Enwolt specializes in remote document retrieval—we obtain civil registry certificates and extracts on behalf of clients residing in Europe and other countries.

To start the process, simply:

• provide a copy of your passport
• obtain a notarized power of attorney in your country of residence or through the Ukrainian consulate
• agree on how to receive the finished document

If time is of the essence, we can work under a lawyer’s order, which does not require you to obtain a power of attorney.

Frequently Asked Questions

How much does it cost to obtain a duplicate birth certificate? The cost depends on the method of application. Through a representative with a power of attorney—from 2,050 UAH; via a lawyer’s order—from 3,200 UAH; for expedited service—from 4,800 UAH. The state fee for issuing a duplicate is 0.03 times the minimum wage.

How many days does it take to issue a duplicate birth certificate? Under standard processing—5–7 business days. For urgent processing via a lawyer’s order—2–3 business days.

What is required to obtain a duplicate certificate? A copy of the applicant’s passport, a document confirming family ties (if the document pertains to another person), and a notarized power of attorney or attorney’s order for a representative. Enwolt prepares all necessary documents independently—we require minimal input from you.

How do I get an extract or a duplicate birth certificate online? Through the Diya app—if the record has been transferred to the electronic registry. However, most older records have not been digitized, so for a guaranteed result, it’s best to apply through a representative or attorney.

Who is eligible to obtain a duplicate birth certificate? The individual themselves after age 16, parents or adoptive parents regardless of the child’s age, guardians, and custodians. Parents who have been deprived of parental rights cannot obtain the document. A representative with a notarized power of attorney or an attorney with a letter of authorization is also eligible to obtain the document.

How do I request a duplicate divorce certificate? If the divorce was finalized at the Civil Registry Office or by a court before July 27, 2010, contact the Civil Registry Office. If the divorce was finalized by a court after 2010, you must have the court decision reinstated by the court that heard the case. Enwolt assists with both procedures.

How do I order a divorce certificate? It depends on the method of divorce and the date. Contact us for a consultation regarding your specific situation—we will provide you with the exact steps to follow.

How much does a marriage registry extract cost? The government service for issuing an extract costs 73 hryvnia. The cost of legal support and representation when obtaining the extract—please inquire individually.

How do I reissue a certificate of state registration of civil status acts? Contact the Civil Registry Office in person, through a representative, or through an attorney. If the document pertains to an event prior to 1950, contact the archives. If the record has not been preserved, establish the fact through the courts.

How do I obtain a Ukrainian birth certificate if the child was born abroad? The registration of a child born outside Ukraine is carried out through the Ukrainian consulate or embassy in the country of residence. After consular registration, a Ukrainian birth certificate is issued. Enwolt provides consultation on this matter and assists with the procedure remotely.

Is it possible to obtain a duplicate certificate without traveling to Ukraine? Yes. This is exactly what Enwolt specializes in—we obtain documents on behalf of clients residing abroad, based on a notarized power of attorney or a lawyer’s authorization.

Can I get a duplicate certificate if the original is laminated? Yes. A laminated original is not grounds for refusing to issue a duplicate—simply submit the standard set of documents to the Civil Registry Office.

Can a husband obtain his wife’s documents? No. Spouses have marital ties, not kinship ties. By law, you can only request documents for your own relatives or based on a power of attorney.

How long is a duplicate certificate valid? There is no expiration date. However, foreign institutions and notaries may have their own requirements regarding the document’s age—usually no older than 3–6 months.

What should you do if there is no record in the registry? If the registry entry has not been preserved, the fact of the event’s registration is established through the courts. Enwolt also assists with this procedure as part of its legal fact-establishment service.

Can I obtain a certificate issued in another country of the former Soviet Union? Yes, through an international request. The procedure is more complicated and time-consuming, but it is possible—except for countries with which Ukraine does not maintain diplomatic relations.

If you need advice regarding a specific situation, please contact us in a way that is convenient for you. We will explain which option is right for you and what is required to proceed.