Obtaining a Death Certificate

What Is the Process of Obtaining a Replacement Death Certificate and When Is It Needed?

Obtaining a replacement death certificate means requesting a new certificate confirming the state registration of a death when the original has been lost, damaged, destroyed, or is otherwise unavailable to the applicant. In official Ukrainian terminology, this procedure is referred to as the “reissuance of a death certificate.”

A reissued death certificate has the same legal validity as the certificate issued at the time the death was originally registered. The document indicates that it has been issued as a replacement.

When Do You Need to Obtain a Replacement Death Certificate?

A replacement death certificate is most commonly required when the original has been lost, stolen, damaged, or is held by another relative and cannot be obtained from them. A new certificate may also be needed for inheritance matters, proof of family relationship, court proceedings, or administrative procedures.

Another common situation is when a Ukrainian death certificate needs to be used abroad. For example, the document may be requested by a foreign notary, court, social security authority, or another government institution. In such cases, once the replacement death certificate has been obtained, it may also need an apostille, translation, and the appropriate form of certification.

What Is the Difference Between a Replacement Death Certificate and an Extract?

A replacement death certificate and an extract from the State Register of Civil Status Acts of Citizens are different documents. A death certificate confirms the state registration of a death and may be reissued on the basis of the corresponding civil status record.

An extract, by contrast, is generated from information contained in the Register and may include details from a specific civil status record. Before ordering a document, it is therefore advisable to check with the authority or institution where it will be submitted whether they require a replacement death certificate or an extract.

Who Can Obtain a Replacement Death Certificate?

A replacement death certificate cannot be issued to just anyone who knows the deceased person’s details. The applicant must fall within a category of persons legally entitled to obtain the document and, where required, provide evidence of that entitlement.

A replacement certificate may be obtained, in particular, by the deceased person’s surviving spouse, children, including adopted children, their legal representatives, close relatives of the deceased, as well as heirs under the law or under a will. Under the civil registration rules, close relatives include, among others, siblings, grandchildren, and grandparents on either the paternal or maternal side.

When an application is submitted, the civil registration authority checks not only the applicant’s identity but also the legal grounds on which they are requesting the document.

Can a Representative Obtain the Document?

Yes. If a person who is legally entitled to obtain a replacement death certificate cannot apply in person, another person may act on their behalf under duly granted authority.

This option is particularly useful for Ukrainians living abroad or for applicants who cannot personally handle the process of obtaining documents from the Ukrainian civil registration authorities. A duly certified power of attorney may be required for representation. Its wording and the appropriate form of execution should be determined according to the applicant’s specific circumstances and country of residence.

What Documents Are Required to Obtain a Replacement Death Certificate?

The required documents depend on who is applying and on the legal grounds for that person’s entitlement to obtain the certificate. There is therefore no single document package that applies to every case.

Depending on the circumstances, the following may be required:

• a passport or another document confirming the applicant’s identity;
• documents proving the applicant’s family relationship to the deceased;
• documents confirming a change of surname where these are needed to establish the family relationship;
• documents confirming inheritance rights if the applicant is an heir;
• a document confirming the representative’s authority if the application is submitted through a representative.

Proving the right to obtain the document is often the part of the process that requires the most careful attention. For example, if a daughter’s surname after marriage differs from the surname shown on her birth certificate, a single document may not be sufficient. In this case, the changes in her personal details must be traced through the relevant civil status documents. A similar issue can arise when a person has changed their surname more than once. The document package should therefore be prepared according to the specific family relationship or inheritance entitlement rather than based on a generic checklist.

How Can You Prove a Family Relationship or Inheritance Rights?

Family relationships are established through civil status documents, such as birth or marriage certificates. If a surname has changed, additional documents may be required to establish each change.

An heir must provide documents acceptable for the reissuance procedure that confirm their corresponding inheritance rights.

What If You Do Not Have a Copy of the Previous Death Certificate?

Not having a copy of the previous certificate does not, in itself, prevent you from obtaining a replacement death certificate. The replacement certificate is issued on the basis of the relevant death record.

The more initial information you can provide — such as the deceased person’s full name, date of death, and the approximate place and date of registration — the easier it is to prepare the request correctly.

How to Obtain a Replacement Death Certificate in Ukraine

A replacement death certificate can be obtained directly through the Ukrainian civil registration authorities, online via the Diia portal, or through an authorized representative. The most suitable option depends on where the applicant is located and how complex the individual case is.

Reissuance Through the Civil Registration Authorities

An applicant may contact a civil registration office and submit an application for the reissuance of a death certificate. The application may be filed with a civil registration office in Ukrainian government-controlled territory regardless of where the death was originally registered or where the applicant resides.

The civil registration officer verifies the applicant’s identity, their entitlement to receive the certificate, and the details of the relevant death record. A state fee applies to the reissuance of the certificate.

How to Order a Death Certificate Through Diia

As of 2026, the service for obtaining a replacement death certificate is available online through the Diia portal.

The applicant must sign in, complete the online application, provide the required information, pay for the service, and sign the application using a qualified electronic signature or Diia.Signature. The completed certificate can be delivered to a Ukrposhta branch or by courier.

This option is convenient for straightforward cases where the relevant civil status record is available and the applicant can complete all stages of the online procedure.

Obtaining the Document Through a Representative

If applying independently is inconvenient, the process of obtaining a replacement death certificate can be arranged through a representative. The Regional Translation Center can conduct an initial review of the circumstances, identify the required documents, and assist with organizing the subsequent process.

For the initial review, we usually ask for clear photographs of the Ukrainian internal passport — the first and second double-page spreads and the page showing the registered place of residence — a clear photograph of the taxpayer identification number document, and a document confirming any change of surname, if applicable. For holders of a Ukrainian ID card, clear photographs of both the front and back of the card are required, together with a document confirming the registered place of residence.

Once the documents have been reviewed, the appropriate next steps and any requirements for representation can be determined.

How to Obtain a Death Certificate from Ukraine While Living Abroad

Living abroad does not prevent a person from obtaining a replacement Ukrainian death certificate. Depending on the circumstances, the matter may be handled through a representative in Ukraine or through a Ukrainian diplomatic mission or consular office.

How to Arrange the Process Through a Representative in Ukraine

This option is particularly convenient when the document not only needs to be obtained but also prepared for submission in another country.

The first step is to verify the applicant’s entitlement to receive the certificate and review the available supporting documents. If necessary, the representative’s authority is then formally arranged. Once the replacement certificate has been obtained, apostille certification, translation, certification of the translation, and international delivery can also be arranged.

For someone living in Germany, Poland, Italy, Spain, or another country, this makes it possible to complete the required procedures in Ukraine without making a separate trip solely to obtain the document.

Can a Ukrainian Death Certificate Be Obtained Through a Consulate?

Yes. Ukrainian legislation also provides for the reissuance of civil status registration documents by Ukrainian diplomatic missions and consular offices abroad.

The practical application procedure and availability of a specific service should be confirmed with the diplomatic mission or consular office where the applicant intends to apply.

If the certificate will subsequently need to be apostilled, translated, and sent to a particular country, it is advisable to compare the available processing options in advance.

What Should You Do If the Death Record Is Old or Archived?

If the death was registered many years ago, the absence of information from the current electronic system does not necessarily mean that the record no longer exists. The relevant information may still be held in paper civil registration books or may already have been transferred to a state archive.

What If the Death Record Cannot Be Found in the Register?

The first step is to establish whether the original civil status record still exists. In some cases, an additional search of paper records may be required.

If it is established that the civil status record is missing, Ukrainian law provides for a separate procedure to restore it. This is different from the standard reissuance of a death certificate. Once the civil status record has been restored, the corresponding certificate may be issued on that basis.

When Do You Need to Contact a State Archive?

Civil status records are not retained indefinitely by civil registration offices. Older records may need to be located through the relevant state archive.

When obtaining an older document, it is therefore advisable to establish the year and place where the death was registered first. This helps determine where the relevant record may now be held and what type of document can be issued on the basis of that record.

Do You Need an Apostille and Translation for a Death Certificate to Be Used Abroad?

A Ukrainian death certificate on its own is not always sufficient for submission to a foreign authority. Depending on the destination country, the purpose for which the document will be used, and the requirements of the receiving authority, an apostille or another form of document authentication may be required, along with a translation.

When Does a Death Certificate Need an Apostille?

An apostille is used to authenticate an official document for use between countries where the relevant international procedure applies. However, the requirements for Ukrainian documents vary depending on the destination country and the specific procedure involved.

It is therefore not advisable to order an apostille automatically simply because the certificate will be used abroad. The requirements of the authority receiving the document should be checked first. In some cases, international treaties or other applicable rules may provide for a different procedure.

What Type of Death Certificate Translation May Be Required?

A death certificate is generally translated into the language required by the country or institution where it will be submitted. However, requirements for certifying the translation vary.

One institution may accept a translation with a particular form of certification, while another may require a sworn translator or a translation prepared in accordance with the rules of the destination country. If an apostille is required, the order in which the document is processed and translated can also be important.

For this reason, before arranging a translation, it is advisable to know the destination country, the name of the receiving institution, and the purpose for which the document will be submitted. This helps avoid having to redo a translation that has already been completed.

How Long Does It Take to Obtain a Replacement Death Certificate?

The processing time depends on the method used and the status of the relevant death record. As of 2026, the stated processing time for the online service through Diia is 3 business days, although actual processing may take longer due to circumstances affecting the operation of government authorities.

The official processing time for the administrative service should not be confused with the overall timeframe for comprehensive document preparation. If representation, a search for an older record, an apostille, translation, or international delivery is required, the entire process will naturally take longer.

How the Regional Translation Center Can Help You Obtain the Document

The Regional Translation Center can assist with the process from the initial document review through to preparing the death certificate for use in Ukraine or abroad. The scope of assistance depends on the applicant’s individual circumstances.

The process is generally handled step by step: we first review the available documents and the applicant’s grounds for obtaining the certificate, determine the appropriate form of representation, and then arrange the document retrieval process. If the certificate is intended for submission to a foreign authority, we can also arrange an apostille where required, translation, and the appropriate form of certification.

Completed documents can be delivered within Ukraine or internationally. This option is particularly convenient for applicants who permanently reside abroad and want to complete all necessary procedures without travelling to Ukraine in person.