Information on Apostille and Legalization of foreign documents

The following paragraphs explain the procedures of foreign documents Legalization intended for Ukraine and legal utilization of the foreign documents in Ukraine.

What is "Authentication" and when it is required? Apostille or Consular Legalization for Ukraine? Apostille, obtaining Apostille in your country? What are the final steps after "authentication"?

What is "Authentication" and when it is required in Ukraine?

The Documents issued on the territory of some country, can be used on the territory of Ukraine and be legally valid for official Ukrainian organizations only after "authentication" process. "Authentication" has to be done on the territory of the source country, not in Ukraine.

"Authentication" process is: Apostille affixation or Consular Legalization.

"Authentication" may be required for various purposes, including but not limited to: documents for marriage in Ukraine, adoption, inheritance, business, investments, court trials, commercial activity, when documents are intended for Governmental bodies or official Public/Private organizations. It is performed in order to confirm the validity of the documents for legal use in Ukraine. Naturally, documents intended for personal use and aren't to be submitted anywhere would not need "authentication".

Examples of original documents or notarized copies which can be Apostilled or Legalized by Embassy: Birth Certificate, Marriage Certificate, Divorce certificate/decree, Death Certificate, Power of Attorney, School Diploma and/or Transcripts, Adoption Certificate, Affidavits, no record of marriage, Identity documents and/or Passports, Proof of Ownership and other.

In cases of presence of special contracts or agreements that may exist between the countries "authentication" is not required. In Ukraine Apostille is not required for identity documents (ex. passport, though it is possible to "authenticate" copies of identity documents), administrative documents executed by diplomatic or consular agents, administrative documents dealing directly with commercial or customs operations.
If you request your documents Ukrainian translations being notarized by Ukrainian Notary, your documents must be "authenticated" (Apostilled or Legalized). Exceptions are cases when "authentication" isn't required, which were stated above.


Apostille or Consular legalization for Ukraine?

Ukraine is a participant of 1961 Hague Convention. Under the Hague Convention, signatory countries (members of Hague Convention) have agreed to use Apostille as their "Authentication" method.

Members of Hague Convention:

Albania, Andorra, Antigua and Barbuda, Argentina, Armenia, Australia, Austria, Azerbaijan, Bahamas, Barbados, Belarus, Belgium, Belize, Bosnia and Herzegovina, Botswana, Brunei Darussalam, Bulgaria, China (Macau), China (Hong Kong), Colombia, Cook Islands, Croatia, Cyprus, Czech Republic, Denmark, Dominica, Ecuador, El Salvador, Estonia, Fiji, Finland, France, Georgia, Germany, Greece, Grenada, Honduras, Hungary, Iceland, India, Ireland, Israel, Italy, Japan, Kazakhstan, Korea, Republic of, Latvia, Lesotho, Liberia, Liechtenstein, Lithuania, Luxembourg, Malawi, Malta, Marshall Islands, Mauritius, Mexico, Moldova, Republic of, Monaco, Namibia, Netherlands, New Zealand, Niue, Norway, Panama, Poland, Portugal, Romania, Russia, Saint Kitts and Nevis, Saint Lucia, Saint Vincent and the Grenadines, Samoa, San Marino, Serbia and Montenegro, Seychelles, Slovakia, Slovenia, South Africa, Spain, Suriname, Swaziland, Sweden, Switzerland, FYR of Macedonia, Tonga, Trinidad and Tobago, Turkey, Ukraine, United Kingdom (U.K.), United States of America, Venezuela.

For example, documents issued in USA (participant of Hague Convention), in order to be recognized in Ukraine as valid ("authenticated"), must bear Apostille.

Countries, which are not members of Hague Convention use Consular (Embassy) legalization as "Authentication" method to recognize validity of documents in Ukraine.

For example, documents issued in Canada (not member of Hague Convention), in order to be recognized in Ukraine as valid ("authenticated"), must be legalized in Consulate (Embassy) of Ukraine in Canada.

Apostille, obtaining Apostille in your country?

Apostille is special kind of letter and stamp, it is the shortest process of "authentication". It is recognized by countries, which have signed the Hague Convention. Apostille can't exist as a separate document; it is valid only together with the document to which it is attached (sewn together with document or placed on the document itself). Apostille can be placed on either original document or its acknowledged notarized copy. Apostille can be obtained in Court, Secretary of State, Ministry of Foreign Affairs, in Municipal Administration or other instances depending on the country or state.

The following documents are considered official documents in accordance with the Hague Convention (documents for public use), and an Apostille may be placed in them:

Documents issued by organizations or officials associated; with courts or state tribunals, including documents issued by public prosecutor, court secretary, or bailiff;
Documents of administrative (executive) authorities;
Documents certified by a notary public;
Official validating endorsements, placed on documents signed by individuals acting in a personal capacity, such as official certificates of the registration of a document or of its existence on the date indicated, as well as official and notarial verifications of signatures.

What are the final steps after "authentication"?

After you get your documents "authenticated" you should get them translated to Ukrainian and certified/notarized in Ukraine, which is a required procedure for most official organizations and state agencies in Ukraine. See Ukrainian Certification and Notarization for more details. Finally, your documents would be completed and ready to be accepted by any public and private Ukrainian official organizations.