Obtaining Extracts from the State Civil Register
What Is an Extract from the Civil Status Register and When Is It Required?
An extract from the Civil Status Register is an official document issued on the basis of information contained in Ukraine’s State Register of Civil Status Acts. It confirms details of a registered civil status event, such as a birth, marriage, divorce, change of name, or death. Obtaining an extract from the Civil Status Register may be necessary both for official procedures in Ukraine and for submitting documents abroad.
An extract should not be confused with a civil status certificate or a reissued certificate. It is a separate document containing information recorded in the Register. Before ordering one, it is therefore advisable to check with the authority where the document will be submitted whether your particular case requires an extract from the Civil Status Register or a reissued certificate.
What Information Does an Extract from the Civil Status Register Contain?
The content depends on the type of civil status record and the type of extract issued. The document may contain personal details, the date and place of the relevant civil status event, information about the corresponding civil status record, and other details provided for that particular type of extract.
When ordering an extract, it is therefore important to determine exactly which information needs to be confirmed. For example, establishing a change of surname may require different information from that needed to confirm a person’s birth.
Why Might an Extract Be Required Abroad?
Extracts from the Civil Status Register are often used in procedures involving citizenship, residence permits, marriage, inheritance, proof of family relationships, changes of surname, and applications to consular or administrative authorities.
Requirements vary by country and by authority. Before obtaining the document, it is advisable to confirm not only which document is required but also whether it needs an apostille, translation, or a particular form of certification.
What Types of Extracts from the Civil Status Register Can Be Obtained?
Extracts can be obtained for the main types of civil status records.
| Type of extract | Information it may be required to confirm | Typical uses |
|---|---|---|
| Birth | Details of the state registration of birth | Family relationships, citizenship, inheritance, and administrative procedures |
| Marriage | Details of the state registration of marriage | Marital status, change of surname, documents for use abroad |
| Divorce | Details of the state registration of divorce | Confirmation of the termination of marriage, remarriage, administrative procedures |
| Change of name | Details before and after the change of name | Confirmation of a change of surname, given name, or patronymic |
| Death | Details of the state registration of death | Inheritance, property, family, and other legal matters |
In a particular case, the information required by the receiving authority is just as important as the name of the document itself. For example, when establishing a link between documents issued under different surnames, information about a marriage or change of name may be particularly relevant. If the extract is intended for submission to a foreign authority, it is advisable to obtain its document requirements in advance.
What Is the Difference Between an Extract from the Civil Status Register and a Reissued Certificate?
An extract from the Civil Status Register and a reissued civil status certificate are different documents. An extract should therefore not be described as a “duplicate certificate,” even if both documents relate to the same civil status event.
| Criterion | Extract from the Civil Status Register | Reissued certificate |
|---|---|---|
| What is it? | A document issued on the basis of information contained in the Register | A newly issued copy of the relevant civil status certificate |
| What information does it contain? | Information from the relevant civil status record, depending on the type of extract | Information prescribed by the official format of the relevant certificate |
| When is it required? | When information specifically from the Register is required | When a civil status certificate needs to be reissued |
| Does it replace the other document? | It should not automatically be treated as a substitute for a certificate | It should not automatically be treated as a substitute for an extract required by an authority |
In practice, the correct choice depends on the purpose for which the document will be submitted. If a foreign authority specifically requests an extract from the Register, obtaining a reissued certificate may not meet its requirements, and vice versa. Requirements should be checked particularly carefully when applying for citizenship, dealing with inheritance matters, getting married, or applying for residence documents.
Who Is Entitled to Obtain an Extract from the Civil Status Register?
The right to obtain information from the Register depends on whose information is being requested and which type of extract is required. A person aged 16 or over may obtain extracts containing information about themselves and, subject to the applicable requirements, about their relatives.
When requesting information about another person, documents confirming family relationships or the authority of a representative may be required. Certain types of extracts are subject to specific rules governing who is entitled to receive the information they contain.
Can You Obtain an Extract on Behalf of Another Person?
Yes. Representation is permitted in cases provided for by the rules governing the issuance of extracts. The representative must have duly documented authority, while the applicant must be legally entitled to obtain the relevant information.
Having a power of attorney does not in itself provide automatic access to every civil status record. It is first necessary to establish whether the person concerned is entitled to obtain the specific information requested.
When Do Family Relationships Need to Be Proven?
Proof of family relationship may be required when an extract is requested in relation to a relative. This is particularly relevant in inheritance matters and when obtaining documents concerning deceased persons.
If the surnames shown in the documents differ, it may be necessary to establish the complete chain of surname changes, for example through marriage or change-of-name documents.
How Can You Obtain an Extract from the Civil Status Register Yourself?
An extract from the Civil Status Register can be obtained online or by applying to a civil status registration office. The most convenient option depends on the type of document, the applicant’s circumstances, and whether the relevant electronic services are available.
How Can You Order an Extract Through Diia?
The Diia portal allows users to order extracts relating to birth, marriage, divorce, change of name, and death.
The online application process is as follows:
- Sign in to the Diia portal and select the required type of extract.
- Complete the online application and provide the necessary information.
- Select an available delivery or collection option and pay the applicable fee.
- Sign the application using an electronic signature or Diia.Signature and submit it for processing.
- Track the application status in your personal account and receive the document using the selected method.
This option is convenient when all the necessary information is available in the Register and the applicant can complete the electronic procedure independently. However, ordering online does not eliminate the need to choose the correct type of document. If the extract is intended for submission to a foreign authority, its requirements should be checked before applying. Additional steps may sometimes be required after the document has been issued, such as obtaining an apostille, arranging a translation and the appropriate form of certification, and sending the original abroad. It is best to establish these requirements before starting the process so that the document does not have to be ordered again.
How Can You Obtain an Extract in Person?
You can apply directly to a civil status registration office and submit an application for the required extract. Depending on the circumstances, you will need to present an identity document and, where applicable, documents confirming family relationships or the representative’s authority.
How Can You Obtain an Extract from the Civil Status Register Through a Representative?
Obtaining civil status documents through a representative is a convenient option if you are abroad, cannot handle the procedure in person, or want the document to be prepared immediately for use in another country.
The Regional Translation Center can assist throughout the process, from the preliminary review of your documents to obtaining the extract and arranging its subsequent translation, apostille or other required formalities, and delivery. Before the process begins, we determine which specific document is required and verify the available information.
This helps avoid situations where the wrong type of extract is ordered or where, after receiving it, you discover that the foreign authority requires a different document.
What Documents and Information Are Required to Obtain an Extract?
To obtain an extract with the assistance of the Regional Translation Center, you will generally need to provide:
- clear photographs of your Ukrainian passport: the first and second double-page spreads and the page showing your registered place of residence; if you have a Ukrainian ID card, photographs of the front and back of the card together with a certificate of registered place of residence;
- a clear photograph of the document showing your Ukrainian taxpayer registration number;
- a photograph of a document confirming a change of surname, if your surname has changed;
- details of the relevant civil status event: full name, date and place of birth, marriage, divorce, change of name, or death; if available, a copy of an old certificate or another document containing details of the civil status record.
This is the basic set of documents required for a preliminary review. Additional documents may be necessary depending on the type of extract required and the person to whom the civil status record relates, particularly to establish family relationships or authority to act on someone’s behalf. It is therefore best to send the documents you already have for review before preparing anything further. If your surname has changed more than once, it is advisable to provide documents showing the entire chain of changes. This makes it easier to verify the information and determine exactly which extract needs to be obtained.
How Can You Obtain an Extract from the Civil Status Register While Abroad?
Being outside Ukraine does not necessarily mean that you need to return in person to obtain the document. Depending on the circumstances, you may be able to use an available online procedure, follow the applicable procedure for obtaining Ukrainian civil status documents from abroad, or arrange for a representative in Ukraine to obtain the extract on your behalf.
If the required extract is available through Diia, the application can be submitted remotely. However, reissued certificates and extracts ordered through Diia for delivery by Ukrposhta are delivered within Ukraine. If you live in another country, arrangements for receiving the original document and subsequently forwarding it abroad therefore need to be made separately.
If the document is required by a foreign authority, it may be more convenient to arrange the entire process in Ukraine: obtain the extract, have it apostilled or complete another required authentication procedure where necessary, arrange the translation, and send the completed set of documents to the recipient.
The Regional Translation Center can arrange the obtaining of an extract from the Civil Status Register and international delivery of the completed documents. Before the process begins, we check which document is required and what further formalities are necessary for the country where it will be used.
Does an Extract Need an Apostille and Translation for Use Abroad?
Not every extract from the Civil Status Register automatically requires an apostille, but Ukrainian documents intended for use abroad often need additional formalities. The specific requirements depend on the destination country, the type of procedure, and the authority receiving the document.
The correct process therefore begins not with obtaining an apostille or translation, but with checking the receiving authority’s requirements. This helps avoid unnecessary procedures and ensures that the document is prepared in the correct form from the outset.
When Does an Extract Need an Apostille?
An apostille certifies the authenticity of the signature, the capacity in which the person signing the document acted and, where applicable, the identity of the seal or stamp that the document bears. It is used for documents submitted in countries where the relevant international apostille procedure applies.
However, it is incorrect to assume that every document intended for use abroad automatically requires an apostille. International agreements between Ukraine and certain countries may provide for a different procedure. The requirements of the particular receiving authority must also be taken into account.
When Does an Extract Need to Be Translated?
If the document is being submitted to an authority that does not accept documents in Ukrainian, it will generally need to be translated into the language of the destination country or another language accepted by that authority.
The required form of translation certification should also be confirmed separately. In some cases, one type of certification is sufficient, while in others the receiving authority may impose specific requirements. The most practical approach is therefore to identify the destination country and receiving authority first and then determine the correct sequence: obtaining the extract, apostille or other authentication where required, translation, and certification.
What Should You Do If the Civil Status Record Is Not Found in the Register?
If the required civil status record cannot immediately be found in the electronic Register, this does not necessarily mean that no such record exists. Older civil status records may have been created long before the modern electronic register was introduced, and additional searches may be required to locate the relevant information.
The next steps depend on the year and place where the event was registered and on any documents that have been preserved. It may be necessary to search paper records, clarify details of the civil status record, or contact the relevant civil status registration office or state archive.
Old certificates, copies of certificates, and any documents showing the date and place of registration or the civil status record number are particularly useful in such cases. Even incomplete information may help determine where and how to search. If the document is being obtained for use abroad, it is advisable to establish whether it can be obtained before arranging an apostille and translation.
How Can You Order an Extract from the Civil Status Register with Translation and Delivery?
If you need not just an extract but a document fully prepared for submission in Ukraine or abroad, the process can be arranged as a complete service. This is particularly useful when the applicant lives in another country or when additional formalities are required after the extract has been issued.
The process may look as follows: request → review of the documents and circumstances → obtaining the extract → apostille or another required procedure, where applicable → translation → required certification → delivery within Ukraine or abroad.
The Regional Translation Center can assist with these stages according to the requirements of your particular case. For a preliminary review, you can send us an available copy of a certificate, extract, or other document, or provide the known details of the civil status record. We can then determine which document needs to be obtained, what supporting materials are required, and whether an apostille, translation, and subsequent delivery are necessary.
