Obtaining a Name Change Certificate

Obtaining a Name Change Certificate: When and Why You May Need It

A name change certificate can be reissued if the original document has been lost or damaged, or if a new certificate is required for submission to a Ukrainian or foreign authority. The appropriate method of obtaining the document depends on where the applicant is located, whether the civil status record is available, and how the certificate will ultimately be used.

Obtaining a name change certificate is particularly relevant for people living or staying abroad who are unable to handle the procedure in Ukraine in person. In such cases, the process may involve not only obtaining a reissued certificate but also arranging an apostille, translation, appropriate certification, and international delivery.

What Does a Name Change Certificate Confirm?

A name change certificate confirms the official state registration of an individual’s change of name. The corresponding civil status record serves as the basis for issuing the certificate and, where necessary, for obtaining a reissued certificate.

For the purposes of Ukrainian civil registration, a change of name may involve a person’s surname, given name, and patronymic. The certificate can therefore be used to establish the link between a person’s previous personal details and their current details.

When Is a Reissued Name Change Certificate Required?

A reissued name change certificate is most commonly required when the previously issued document has been lost, damaged, or destroyed. It may also be needed for citizenship applications, residence documents abroad, inheritance matters, court proceedings, or as official evidence of a change in personal details.

Before obtaining a certificate for submission to a foreign authority, it is advisable to confirm exactly what type of document it accepts: a reissued certificate, an extract from the Register, or another official document.

What Is the Difference Between a Name Change Certificate, a Reissued Certificate, and an Extract?

A name change certificate, a reissued certificate, and an extract are different types of official documents. They may contain or confirm related information, but they are not necessarily interchangeable.

A reissued certificate should not simply be referred to as a “copy.” It is a newly issued official document with the same legal validity as the certificate originally issued. Search queries sometimes use phrases such as “duplicate name change certificate,” but for Ukrainian documents, “reissued certificate” or “reissue of a certificate” more accurately reflects the official procedure.

An extract relating to a name change serves a different purpose: it provides information held in the Register. If the document is being prepared for a particular authority abroad, it is advisable to check that authority’s requirements in advance. This helps avoid ordering a document that may ultimately not be accepted.

Who Can Obtain a Name Change Certificate?

A reissued name change certificate is primarily issued to the person whose change of name was officially registered. Ukrainian legislation also provides for the possibility of issuing documents to an authorised representative of a person entitled to obtain them again, provided that the representative’s authority is properly documented.

The exact procedure depends on how the application is submitted. The online procedure through Diia and an in-person application to a Civil Registration Office have different requirements, so the rules governing representation under one procedure should not automatically be assumed to apply to another.

Can a Representative Obtain the Document?

Yes. In cases provided for by law, a reissued certificate may be issued to an authorised representative. The representative must provide properly executed documents confirming their authority to act on behalf of the applicant.

This option is particularly convenient when the certificate holder lives or is temporarily staying outside Ukraine. However, when an application is submitted through Diia, the completed document requested by the user must be collected by the applicant personally. If personal collection is not possible, a separate in-person procedure through a Civil Registration Office is available for authorised representatives.

What Documents Are Required to Obtain a Name Change Certificate?

There is no single set of documents that applies to every case. The requirements depend on who is applying, how the application is submitted, and whether the applicant is acting personally or through an authorised representative.

Depending on the circumstances, the following may be required:

• a Ukrainian passport, a foreign national’s passport or another identity document recognised under applicable law;
• information required to locate the relevant civil status record concerning the change of name;
• documents confirming the representative’s authority if the application is submitted through a representative;
• proof of payment of the applicable fee;
• additional documents if the civil status record needs to be restored or clarified, or if further information is required to locate it.

Before submitting an application, it is advisable to check the spelling of the surname, given name, and patronymic both before and after the change, as well as the date and place of registration, if known. For older civil status records, even partial information can help determine where the record is held and which authority should be contacted. If Civil Registration Office documents are being obtained through a representative, the content and form of the document confirming the representative’s authority should also be checked separately. A power of attorney executed abroad may be subject to additional requirements before it can be used in Ukraine. It is therefore advisable to verify not only the required documents but also the entire procedure before starting the process.

How Can You Obtain a Reissued Name Change Certificate in Ukraine?

In 2026, a reissued name change certificate can be obtained online through the Diia portal or in person through a Civil Registration Office. In certain circumstances, the procedure can also be handled through an authorised representative.

Through the Diia Portal

To apply online, the applicant must sign in to the portal, complete the electronic application for a reissued certificate, select a delivery method, pay the applicable fee, and sign the application using a qualified electronic signature or Diia.Signature.

Once submitted, the application is forwarded to the Civil Registration Office for processing. Its status can be monitored through the applicant’s online account. At the time this material was prepared, Diia stated that the service takes 3 business days and costs UAH 0.51. Actual processing may take longer due to circumstances affecting the operation of public authorities. Document delivery is charged separately according to the selected delivery method.

Through a Civil Registration Office

If applying online is not suitable, the applicant can contact a Civil Registration Office in person. Reissued certificates relating to civil status events registered in Ukraine are issued by Civil Registration Offices regardless of where the relevant event was originally registered or where the applicant currently resides, subject to the applicable rules and the availability of services in the relevant territory.

Applying in person is particularly appropriate when an authorised representative needs to act on the applicant’s behalf or when additional clarification concerning the civil status record is required.

Through an Authorised Representative

If a person is unable to apply in Ukraine personally, the process may be handled through an authorised representative, provided that the representative’s authority has been properly documented.

This option is frequently used by Ukrainians living abroad, especially when the certificate needs to be apostilled, translated, and delivered internationally immediately after it is obtained. Before arranging representation, it is advisable to verify the documentary requirements to avoid having to reissue a power of attorney or prepare other documents again.

How Can You Obtain a Name Change Certificate While Abroad?

Being outside Ukraine does not necessarily mean that you must return to Ukraine in person to obtain the document. Depending on the circumstances, you may use the online service, contact a Ukrainian diplomatic mission or consular office, or appoint an authorised representative in Ukraine.

If the Diia service is available and the applicant meets its requirements, applying online may be the simplest option. However, the available methods of receiving the completed document must also be taken into account.

Another option is to contact a Ukrainian diplomatic mission or consular office. The reissue of civil status registration certificates is among the procedures that may be handled by these institutions on the basis of the relevant civil status record.

A third option is to obtain documents from Ukraine through an authorised representative. This is particularly practical when the certificate needs to be prepared immediately for use in the EU, the United Kingdom, Canada, the United States, or another country.

In this situation, it is best to check the requirements of the receiving authority first. A name change certificate may need an apostille in some cases, while different rules may apply in others. The required form of translation certification also depends on the country and the authority to which the document will be submitted.

What Should You Do If the Civil Status Record Is Old or Missing from the Register?

An old civil status record or one that cannot be found in the Register requires additional verification. Simply applying for a reissued certificate may not be sufficient if the Civil Registration Office does not hold the relevant record or if it has already been transferred to an archive.

If the Record Is More Than 75 Years Old

If more than 75 years have passed since the state registration of the name change and the civil status record has not been restored, the relevant regional state archive should be contacted. Civil status records transferred for permanent archival storage may be held there.

For older records, the first step is therefore to establish the year and place of registration and determine where the relevant record is currently held. The standard reissue procedure through Diia may not be suitable in such cases.

If Access to the Civil Status Record Is Difficult

The absence of a record from the Register does not necessarily mean that the change of name cannot be confirmed. Ukrainian legislation provides a procedure for restoring a civil status record where its absence has been duly established.

The appropriate steps depend on the reason for the difficulty. The record may be old, exist only in paper form, require restoration, or relate to a territory where access to documents is restricted. Such cases should be assessed individually. It would be inaccurate to provide a standard processing time without first determining where the relevant civil status record is held.

Do You Need an Apostille and Translation for a Name Change Certificate Used Abroad?

A name change certificate does not automatically require an apostille or the same type of translation in every case. The requirements depend on the country where the document will be submitted, applicable international agreements, and the rules of the receiving authority.

When Is an Apostille or Another Form of Legalisation Required?

An apostille is used to authenticate the official origin of a document in countries where the relevant international procedure applies. However, an apostille is not required in every case. International agreements between particular countries may modify or eliminate the requirement for additional authentication.

For this reason, the country and receiving authority should be identified first. Only then can it be determined whether an apostille or another legalisation procedure is required. The order in which the document is processed also matters, particularly when the certificate is to be translated after authentication.

When Is a Certified Translation Required?

When a Ukrainian certificate is submitted to a foreign authority, it will usually need to be translated into a language accepted by that authority. The requirements for certifying the translation, however, vary from country to country.

An authority may accept a professional translation certified by the translator, require notarisation of the translator’s signature, or impose its own requirements regarding sworn or certified translators. The term “notarised translation of a name change certificate” should therefore not be treated as a universal requirement for every country.

How Can You Order a Name Change Certificate with Translation and Delivery?

If you need not only a reissued document but also full preparation of the certificate for use abroad, it is more practical to plan the procedure as a single coordinated process. This makes it possible to take apostille, translation, certification, and delivery requirements into account from the outset.

Regional Translation Center can arrange the process in the following sequence:

consultation → review of the available information → obtaining the certificate → apostille or legalisation, where required → translation → required certification → delivery within Ukraine or abroad.

This approach helps avoid situations where the certificate has already been obtained but its format or subsequent processing does not meet the requirements of the foreign authority. Before starting the process, it is advisable to tell our specialists the country and purpose for which the document will be used and provide a copy of the previous certificate, if available. If no copy has been retained, the known details of the name change and the relevant civil status record can be provided for an initial assessment. Based on this information, the most appropriate procedure for obtaining the name change certificate and preparing it for its intended use can be determined.