Apostille of documents for foreign countries – is the affixing of a special stamp on official documents (from the judicial authorities of Ukraine, the prosecutor’s office of Ukraine, justice bodies, on administrative documents, on documents about education, on documents drawn up by public and private notaries, on official certificates), which certifies the authenticity of the person’s signature under the document and the authenticity of the seal or stamp imprint with which the relevant document is sealed, created in one state and subject to transfer to another state, which replaces the procedure of consular legalization.

Apostille is affixed to the following documents:

• on official documents issued by the courts of Ukraine;
• on official documents issued by the justice authorities, state archival institutions, penal and probation agencies;
• on official documents issued by the Ministry of Education and Science of Ukraine, central executive bodies, the activities of which are directed and coordinated by the Cabinet of Ministers through the Minister of Education and Science of Ukraine, their territorial bodies, educational institutions, enterprises, institutions and organizations that provide services in the field of education and science or carry out other activities related to the provision of such services;
• on official documents executed by public and private notaries;
• on official certificates executed on documents signed by persons in their private capacity, such as official certificates of registration of a document or fact that existed on a certain date, and official and notarial certifications of signatures;
• on official documents issued by the Ministry of Internal Affairs of Ukraine, its territorial bodies for the provision of service services and separate registration points of a qualified provider of electronic trust services – an accredited key certification center of the Ministry of Internal Affairs of Ukraine;
• on official documents issued by the State Migration Service of Ukraine, its territorial bodies and territorial divisions, relating to the field of migration (immigration and emigration), including counteraction to illegal (illegal) migration, citizenship, refugees and other categories of migrants defined by law;
• on official documents issued by the State Tax Service of Ukraine and its territorial bodies;
• on other official documents.

In accordance with the Order of the Ministry of Foreign Affairs, the Ministry of Internal Affairs, the Ministry of Education and Science, the Ministry of Finance and the Ministry of Justice No. 125/209/293/139/999/5 dated March 17, 2023 “On Approval of the Rules for Affixing an Apostille on Official Documents Intended for Use in the Territory of Other States”.

Affixing one apostille.

The apostille is affixed for all countries-participants of the “Hague Convention” abolishing the requirement of legalization of foreign official documents of 05.10.1961″, Ukraine officially from 22.12.2003.

Documents certified with an apostille in one of the states-participants of the Convention must be accepted in another state-participant of the Convention without any restrictions.

List of countries that require an apostille according to the Hague Convention:

* Apostille is not affixed for countries that apply the Minsk Convention.

** Apostille is not affixed for countries that have concluded a bilateral agreement with Ukraine on legal assistance in civil, family and criminal matters.

Double apostille.

Legalization of documents for some countries requires a double apostille to be affixed to the documents, that is, the first apostille is affixed to the original or to a notarized copy of the document, after which a notarized translation is performed, and the second apostille is affixed to the notarized translation.

Countries that may require a double apostille:

Countries that may require an apostille + accredited or sworn translation with a consular seal:

Apostille is not affixed between Ukraine and some countries between which separate bilateral agreements have been signed, which allows the use of documents only with a notarized translation without an apostille.

Apostille is not affixed for countries that apply the Minsk Convention, namely:

Apostille is not affixed for countries that have concluded a bilateral agreement with Ukraine on legal assistance in civil, family and criminal matters, namely:

Sworn translation of an apostille for Poland is carried out by a Polish sworn translator.

Sworn translation in Poland (tłumaczenie przysięgłe) is an official translation of foreign documents issued in the foreigner’s country (for example: apostilled documents issued in Ukraine), performed by a translator included in the list of sworn translators of the Ministry of Justice of Poland.

Sworn translation is an official certification by a sworn translator of the translation of a document, which must be as accurate and verbatim as possible, without changes or abbreviations of the text.

The sworn translator puts his signature and seal on the translation, confirming its correctness and correspondence to the original. It is the sworn translation that is recognized by official Polish institutions.

A sworn translation has legal force and is necessary for people who come to Poland to study, work, or plan to obtain a residence permit in Poland. Documents are submitted to Polish state authorities, employers, educational institutions and other institutions in Poland. Anyone who submits documents in Polish, if they were issued in another language.

We work with sworn translators who are included in the list of sworn translators of the Ministry of Justice of Poland.

Apostille for Canada and China.

From January 11, 2024, Canada has joined the Apostille Convention and will transition to using an apostille instead of the multi-step consular legalization procedure for documents issued and presented or intended for use in Canada. This will simplify the process of exchanging documents between Canada and other countries, reduce bureaucracy, and increase efficiency.

From November 7, 2023, all of China (previously only Hong Kong and Macau) has joined the Apostille Convention and is switching to the use of the Apostille.

The 1961 Hague Convention Abolishing the Requirement of Legalization and Authentication of Foreign Public Documents is an important international treaty with the widest scope and the largest number of signatories within the framework of the Hague Conference on Private International Law. It aims to simplify the procedures for cross-border circulation of public documents and to make the legalization of documents more convenient. The apostille replaces traditional consular legalization and facilitates international economic, trade and personnel exchange.

According to Article 3 of the Hague Convention, the only formal procedure that may be required to certify the authenticity of a signature, the role of the person who signed the document and, where appropriate, the authenticity of the seal or stamp affixed to the document is the affixing of an apostille by the competent authority of the State in which the document was drawn up.

Apostille affixing on documents issued by state bodies, educational institutions, enterprises, institutions, organizations and private notaries:

• apostille on documents about education or academic degrees issued by educational institutions, state bodies, enterprises, institutions and organizations: certificate, school leaving certificate, diploma and diploma supplement, references, archival references, curricula, curricula and extracts from them, certificate of advanced training and others, certificates and certificates of advanced training, diplomas on awarding academic titles, etc.;
• apostille on a certificate of no criminal record, certificate of residence, certificate of health;
• apostille on documents issued by civil registry offices: apostille on a marriage certificate, birth certificate, divorce certificate and other documents;
• apostille on documents certified by public or private notaries: applications, powers of attorney, affidavits, purchase and sale agreement and other documents.

Apostille affixing to legal documents:

• витяги та виписки з єдиного державного реєстру України по компанії, підприємству чи по фізичній особі-підприємцю;
• витяги з державної податкової служби України по компанії, підприємству чи по фізичній особі-підприємцю;
• довіреності, статути, протоколи, рішення, накази та інші документи по компанії, підприємству чи по фізичній особі-підприємцю.

Popular requests for apostille in Ukraine:

• Apostille of a diploma;
• Apostille for a diploma;
• Apostille for a certificate;
• Apostille for a marriage certificate;
• Apostille for a birth certificate;
• Apostille for a certificate of good conduct;
• Apostille on a certificate of no criminal record;
• Urgent apostille;
• Double apostille of documents;
• Legalization of document translation.

Apostille is not affixed to the following originals (regular copies and photocopies) of documents:

• ДDocuments and acts that contradict the legislation of Ukraine or may harm the interests of Ukraine by their content, or contain information that discredits the honor and dignity of citizens;
• Passports, military ID cards, work books;
• Documents that identify an individual and confirm citizenship of Ukraine or its special status;
• On a permit to carry weapons, on a vehicle registration certificate, on a technical passport;
• On driver’s licenses, certified persons and other certificates issued in accordance with the legislation of Ukraine;
• On regulatory legal acts, on explanations and legal conclusions regarding their application, on documents that are in the nature of correspondence;
• Documents issued by bodies and officials exceeding their powers;
• Documents issued in foreign diplomatic institutions.

All of the above documents can be accepted for apostille in the form of copies (photocopies) certified by a notary.

State bodies of Ukraine that affix an apostille to documents:

• Ministry of Education and Science – on official documents issued by the Ministry of Education and Science, central executive bodies, the activities of which are directed and coordinated by the Cabinet of Ministers of Ukraine through the Minister of Education and Science, their territorial bodies, educational institutions, enterprises, institutions and organizations that provide services in the field of education and science or carry out other activities related to the provision of such services (for example: a diploma of higher education);
• Ministry of Justice – on documents issued by justice bodies, courts, state archival institutions, penal and probation bodies; as well as on documents drawn up by notaries of Ukraine (for example: court decision);
• Ministry of Foreign Affairs – on all other types of documents;
• Ministry of Internal Affairs – on documents issued by the Ministry of Internal Affairs and its territorial bodies for the provision of services, except for documents related to the sphere of education and science (for example: certificate of no criminal record);
• State Migration Service – on documents issued by the State Migration Service, its territorial bodies and territorial divisions, relating to the field of migration (immigration and emigration), including countering illegal (illegal) migration, citizenship, refugees and other categories of migrants defined by law (for example: довідка certificate of registration of a person as a citizen of Ukraine);
• State Tax Service of Ukraine – on documents issued by the State Tax Service and its territorial bodies (for example: certificate of tax resident of Ukraine).

In accordance with the Resolution of the Cabinet of Ministers of Ukraine dated May 27, 2022 No. 631 “On Amendments to Paragraph 1 of the Resolution of the Cabinet of Ministers of Ukraine dated January 18, 2003 No. 61”.