Obtaining a Marriage Certificate
What Does Obtaining a Replacement Marriage Certificate Mean, and When Is It Needed?
Obtaining a marriage certificate involves arranging for a new copy of a document confirming a marriage registered in Ukraine when the original certificate has been lost, damaged, or is no longer in the applicant’s possession. In official Ukrainian terminology, this procedure is referred to as the “reissuance of a marriage certificate.”
A replacement marriage certificate may be required in a variety of circumstances. The original may have been lost during a move, damaged, or left behind in Ukraine while its holder is living abroad. A marriage certificate is also often required when submitting documents to government authorities in another country, confirming marital status or a change of surname, applying for a residence permit or citizenship, or completing other administrative procedures.
A replacement certificate is issued on the basis of the relevant marriage record. This does not constitute a new registration of the marriage. Instead, a new document is issued to confirm an existing civil status record.
How Does a Replacement Marriage Certificate Differ from the Original?
A replacement marriage certificate has the same legal validity as the certificate issued when the marriage was originally registered. A reissued certificate bears the relevant “Повторно” (“Reissued”) notation.
Therefore, if the original certificate has been lost, there is generally no need to try to recover the physical document itself. Instead, an application should be made for a replacement marriage certificate.
Marriage Certificate or Extract from the Ukrainian Civil Status Register: Which One Should You Request?
A marriage certificate and an extract from the State Register of Civil Status Acts of Citizens are different documents. The document you need depends on your circumstances and the requirements of the authority to which it will be submitted.
If you need a document confirming a currently valid registered marriage, a replacement marriage certificate is generally the appropriate option. An extract contains information from the Register and may be required to confirm specific details recorded in a civil status record. For example, once a marriage has been dissolved, a replacement certificate for that marriage is no longer issued. If confirmation of a premarital surname is required, the relevant extract may be obtained instead.
Who Can Obtain a Replacement Marriage Certificate?
A replacement marriage certificate may be obtained by either spouse named in the relevant marriage record. If the person cannot handle the procedure personally, Ukrainian law allows an authorised representative to act on their behalf, provided that the representative’s authority has been properly documented.
Before starting the procedure, it is advisable to determine exactly which document is required in your particular case. This is especially important if the marriage has already been dissolved, the civil status record dates back many years, or the document will be submitted to an authority outside Ukraine.
Can a Marriage Certificate Be Obtained Through an Authorised Representative?
Yes. Replacement civil status certificates may be issued through a representative acting under a notarised power of attorney. This can be particularly convenient if the applicant lives in another city or is currently outside Ukraine.
However, the method of representation must be appropriate for the specific procedure being used. For example, if an applicant personally submits an online request through the Diia portal, another person cannot simply collect the completed document on the applicant’s behalf. If you intend to use a representative, the procedure should be arranged accordingly from the outset.
The Regional Translation Center can arrange for a marriage certificate to be obtained through an authorised representative and, where required, prepare the document for subsequent use abroad.
What Documents Are Required to Obtain a Marriage Certificate?
To obtain a replacement marriage certificate, you will need to provide documents that allow the applicant to be identified, together with information about the marriage. The exact set of documents may vary depending on the circumstances and the method used to obtain the certificate.
For a preliminary review of your request by the Regional Translation Center, you will generally need to provide:
- a clear photograph of your Ukrainian passport: the first and second double-page spreads and the page showing your registered place of residence;
- a clear photograph of your Ukrainian taxpayer identification number document;
- a photograph of the document confirming a change of surname, if your surname has changed;
- for holders of a Ukrainian ID card: photographs of the front and back of the card, together with a document containing information about your registered place of residence.
In addition to identity documents, it is advisable to provide the full names of both spouses as recorded at the time of the marriage, as well as the date and place of registration. If you still have a photograph or copy of the previous marriage certificate, or another document containing details of the marriage record, it should also be provided.
The more accurate the information supplied, the easier it is to identify the relevant marriage record and determine the correct procedure for obtaining the certificate. Before sending original documents or arranging a power of attorney, it is advisable to have the copies reviewed and confirm the specific requirements applicable to your case.
What If You Do Not Know the Marriage Record Number?
Not knowing the marriage record number does not necessarily mean that the document cannot be obtained. The spouses’ personal details, as well as the date and place where the marriage was officially registered, are particularly important when locating the relevant record.
The procedure may differ for older records. In particular, if the statutory retention period for a civil status record at the Ukrainian civil registration authorities has expired, it may be necessary to contact the relevant state archive. In more complex cases, the first step is therefore to determine where the required record is currently held.
How to Obtain a Replacement Marriage Certificate in Ukraine
There are several ways to obtain a replacement marriage certificate in Ukraine: by applying to a civil registration authority, using an available online service, or arranging for an authorised representative to obtain the document. The best option depends on where the applicant is located and whether any additional services will be required after the certificate is issued.
Through a Civil Registration Office or Administrative Services Centre
The most direct offline option is to apply to a Ukrainian civil registration office (DRACS). The applicant submits a request for a replacement certificate together with the documents required to confirm their identity and their right to receive the certificate.
Certain civil registration services may also be available through Administrative Services Centres (CNAPs), depending on the current range of services offered by the particular centre. Before visiting a CNAP, it is therefore advisable to check whether the specific service you need is available there.
How to Order a Marriage Certificate Through Diia
A replacement marriage certificate can also be ordered online through Ukraine’s Diia portal. The procedure involves several steps:
- sign in to your citizen account and complete the online application;
- select how you would like to receive the document — at a Ukrposhta branch or by Ukrposhta courier delivery;
- pay the applicable fee;
- sign the application using a qualified electronic signature or Diia.Signature;
- track the status of your application and, once it has been processed, receive the document using your selected delivery method.
According to the service information, the standard processing time for this online service is three business days. The actual time required to receive the certificate may be longer because of delivery. Processing may also take longer during air raid alerts, power outages, or other circumstances affecting the operation of public authorities and delivery services.
Obtaining a Marriage Certificate Through a Representative
This option is convenient when the applicant cannot personally handle the process of obtaining the certificate. The documents and details of the marriage record are reviewed first, after which the scope of authority required for the representative can be determined.
Using a representative is particularly practical when the certificate needs to be apostilled, translated, or sent abroad immediately after it has been obtained.
How to Obtain a Marriage Certificate from Ukraine While Living Abroad
Living outside Ukraine does not prevent you from obtaining a document confirming a marriage registered in Ukraine. Depending on your circumstances, you may use the consular procedure or arrange for the document to be obtained in Ukraine through an authorised representative.
A Ukrainian citizen living abroad may contact a Ukrainian diplomatic mission or consular office. The exact procedure, required documents, consular fees, and processing times should be confirmed with the relevant institution, as they depend on the type of request and the individual circumstances.
Another option is to authorise a representative in Ukraine. This is often more convenient when the marriage certificate is required not simply as a standalone document but for subsequent submission to a foreign authority. In such cases, it is advisable to check the requirements of the destination country before obtaining the certificate: whether an apostille is required, which language the document must be translated into, and how the translation must be certified.
The Regional Translation Center can arrange for a marriage certificate to be obtained in Ukraine through an authorised representative. Once the document has been issued, we can also arrange an apostille where required, professional translation, appropriate certification, and international delivery of the completed documents. This allows several stages of document preparation to be completed in Ukraine without the applicant having to travel there in person.
Can You Obtain a Marriage Certificate After Divorce?
No. Once a marriage has ended as a result of divorce, a replacement certificate for that marriage is no longer issued. In this situation, it is necessary to determine exactly which legal fact or information needs to be confirmed.
For example, if the document is required to confirm a premarital surname, an extract from the State Register of Civil Status Acts of Citizens containing the relevant marriage information and confirming the premarital surname may be obtained.
For this reason, a search such as “replace a marriage certificate after divorce” does not always accurately describe the document that is actually required. Before placing an order, it is best to specify which authority will receive the document and for what purpose. This will help determine whether you need a marriage extract, a divorce document, a court decision, or another type of document.
This is particularly relevant when documents are being prepared for use abroad, where a foreign authority may require evidence not simply of a previous marriage but specifically of a surname change or the termination of that marriage.
How to Prepare a Marriage Certificate for Use Abroad
A replacement marriage certificate alone is not always sufficient for submission outside Ukraine. Depending on the destination country and the receiving authority, the document may require an apostille or another form of authentication, as well as a translation.
Before starting the process, it is advisable to confirm the requirements of the specific authority to which the certificate will be submitted. This helps avoid situations where the document has already been obtained and translated but does not meet the receiving authority’s formal requirements.
When Does a Marriage Certificate Need an Apostille?
An apostille certifies the authenticity of an official document for use in countries where the relevant international procedure applies. However, whether an apostille is required depends on the destination country and the international agreements in force.
For this reason, an apostille should not automatically be obtained for every replacement marriage certificate. The first step is to identify the destination country and the authority receiving the document and then confirm its requirements.
Translation of a Marriage Certificate
When a marriage certificate is submitted to a foreign authority, it will generally need to be translated into the appropriate language. Requirements for certifying the translation vary. In some cases, an appropriately certified translation is sufficient; in others, notarisation or a translation prepared in accordance with the rules of the destination country may be required.
It is therefore advisable to tell the translator which country the document will be submitted to before the translation is prepared.
Obtaining the Certificate, Apostille, Translation and Delivery as a Complete Service
When the document holder lives abroad, it can be convenient to arrange all the necessary stages in Ukraine as one coordinated process. First, the replacement marriage certificate is obtained; it can then be apostilled where required, translated, and delivered to the recipient.
The Regional Translation Center can coordinate the entire process based on the requirements of the country where the document will be submitted. This reduces the risk of completing an unnecessary procedure or, conversely, overlooking an essential step in preparing the document for use abroad.
