How to affix an apostille if the applicant is abroad
In accordance with Resolution of the Cabinet of Ministers of Ukraine dated 18.01.2003 No. 61 "On Granting Authority to Affix Apostille Provided for by the Convention Abolishing the Requirement of Legalization of Foreign Public Documents" (as amended), the Ministry of Justice of Ukraine is authorized to affix apostille to documents issued by judicial authorities, courts, state archival institutions, as well as to documents executed by notaries of Ukraine.
The Procedure for Apostillization by the Ministry of Justice of Ukraine of Official Documents Intended for Use in Other Countries is approved by Order of the Ministry of Justice of Ukraine No. 2268/5 dated 11.11.2015 (hereinafter - the Procedure).
Apostille is affixed at the request of an applicant to a territorial body of the Ministry of Justice of Ukraine (department of state registration of civil status acts) or a notary (except in the case of requesting (receiving) documents on state registration of civil status acts and affixing an apostille to such a document).
Pursuant to the Procedure for Maintaining the Electronic Apostille Register, approved by Resolution of the Cabinet of Ministers of Ukraine No. 890 dated 04.11.2015, an application for apostille may be submitted by any person upon presentation of an identity document of a citizen of Ukraine, a national passport of a foreigner or a foreigner's identity document.
The application for apostille shall be accompanied by the original document to be apostilled, a document confirming payment for the apostille service or a document confirming the right to exemption from payment, or a duly certified copy thereof.
The document confirming the payment of the fee is a receipt issued by a bank, a payment order with a bank stamp, a receipt from a payment terminal, a receipt (check) from a post office.
If the applicant is abroad, the apostille may be affixed upon his/her request sent by post to the Ministry of Justice of Ukraine or a territorial body of the Ministry of Justice of Ukraine.
The relevant application received by the Ministry of Justice of Ukraine is sent to the territorial authority for further acceptance in accordance with the Procedure.
In addition, in order to send documents on state registration of civil status acts for apostillization, one may apply, in particular, to a diplomatic mission or consular office of Ukraine abroad.
Citizens who currently reside abroad and need to have their civil registration documents apostilled may pay for the apostille service in foreign currency at correspondent banks of JSC "The State Export-Import Bank of Ukraine". Payment is made to the account of the State Treasury Service of Ukraine opened with JSC The State Export-Import Bank of Ukraine. For up-to-date information on bank details and the list of correspondent banks, please visit the official website of the State Treasury Service of Ukraine at www.treasury.gov.ua.
Apostillization of an archival document, if the applicant is abroad, may also be carried out upon his/her request sent by post to the State Archival Service of Ukraine.
In this case, an official of the State Archival Service of Ukraine, using the software tools of the Electronic Apostille Register, forms an application for apostillization and registers it in the said Register, indicating the date and time of registration and without signature of the applicant.
In order to affix an apostille, the applicant shall present to an official of the State Archival Service of Ukraine a document certifying his/her identity and submit the original document on which the apostille is affixed, as well as a document on payment for the apostille service.
Regarding the apostillization of an extract from the Unified State Register of Legal Entities, Individual Entrepreneurs and Public Organizations (hereinafter referred to as the Unified State Register), we would like to inform you that the procedure for obtaining information from the Unified State Register is set forth in the Procedure for Providing Information from the Unified State Register of Legal Entities, Individual Entrepreneurs and Public Organizations, approved by Order of the Ministry of Justice of Ukraine No. 1692/5 dated 05.05.2023.
For the provision of information from the Unified State Register, a fee is charged in the amount established by the Law of Ukraine "On State Registration of Legal Entities, Individual Entrepreneurs and Public Organizations" (the "Law").
Thus, part four of Article 36 of the Law stipulates that an extract from the Unified State Register for apostillization is subject to a fee of 0.05 of the minimum subsistence level for able-bodied persons.
The provider of information from the Unified State Register is a state registrar of legal entities, individual entrepreneurs and public organizations, an administrator of an administrative service center or a notary assistant, and in the case of providing an extract from the Unified State Register for apostillization, an official of a territorial body of the Ministry of Justice of Ukraine.
The list of territorial departments of state registration of public organizations authorized to issue extracts from the Unified State Register for apostillization is available on the official website of the Ministry of Justice of Ukraine in the section "Department of State Registration" at the following link: http://surl.li/kwoid.
Upon consideration of the application and the documents submitted for apostillization, an official of the territorial body of the Ministry of Justice of Ukraine, a notary to whom the documents were submitted by personal application of the applicant, informs the applicant using the contact information specified in the relevant application.
Pursuant to the Procedure, apostilled documents are issued to the applicant or another person specified by the applicant in the application for apostille by a notary or an official of the territorial body of the Ministry of Justice of Ukraine to which the documents were submitted.
If the applicant's application is sent by post, the documents with the apostille shall be sent in accordance with the procedure established by law.
Please be informed that the Order of the Ministry of Justice of Ukraine No. 161/5 dated 18.12.2003 "On the Amount and Procedure for Payment for Apostille Services" establishes the fee for apostille services on official documents issued by the judicial authorities and courts, as well as on documents executed by notaries of Ukraine, for citizens of Ukraine, foreign citizens and stateless persons - 3 tax-free minimum incomes (UAH 51) and for legal entities - 5 tax-free minimum incomes (UAH 85).
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