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Obtaining Civil Documents in Ukraine



Please be advised that in order to obtain an original or copies of civil documents (including birth, marriage, divorce, death records) on file in Ukraine applicants should submit a completed copy of the attached questionnaire (see an English translation here) directly to the ARCHIVES in Ukraine (the addresses of archives are available here). In this case the Consulate General of Ukraine in New York will inform you about he results of these requests.

Note: A request is accepted only if the information provided on the questionnaire is supplied in full and exact detail in the Ukrainian language. If the questionnaire is filled out by the applicant in English, it is to be accompanied by a professionally executed certified translation into Ukrainian.

In order to request the documents from Ukraine the persons residing in our Consular District can also apply to the Consulate General of Ukraine in New York in order to arrange the necessary request to Ukraine. In this case an applicant should personally submit or mail 3 (three) completed copies of the attached questionnaires to the:

Consulate General of Ukraine
240 East 49 st New York, NY 10017

Three originals of the questionnaire must be submitted for each document being requested.

The questionnaire should be completed in Ukrainian, typed in block letters in black or blue ink, dated and signed by the applicant.

If a photocopy of the requested document is available, it may be helpful to include it with the questionnaire, as it may assist in facilitating the search for the document.

If the questionnaire can not be submitted by the applicant in person (e.i. sent by mail or submitted by another person), then it will also need to be notarized by a notary public.

Note: The request will be accepted only if the information provided the questionnaire is completed in full and exact detail in Ukrainian language. For the applicant's convenience, a translation of the questionnaire into English is provided. If the questionnaire is filled out by the applicant in English, it is to be accompanied by a professionally executed certified translation into Ukrainian.

Consular fees (not refundable):

$10 application fee
plus

$40 processing fee

per a document search.

Payment should be in the form of a money order made payable to the Consulate General of Ukraine in New York. Cash, credit cards, personal or company checks are not accepted.

In case of absence of corresponding data in archives, the consular fee already paid shall not be reimbursed.

Failure to comply with these instructions may result in the return of your request unprocessed.

If applying by mail, a return self-addressed prepaid express envelope is required.

Note: There is no expedited service!

In order to request the documents from Azerbaijan, Bilorus, Armenia, Georgia, Kazakhstan, Kyrgyzstan, Latvia, Lithuania, Estonia, Moldova, Russia, Tajikistan, Turkmenistan, Uzbekistan, an applicant is required to forward a request directly to the archives of the countries mentioned or proceed through the Embassies of these countries in the USA.


Instruction on requesting the documents from Ukraine
certifying the registration of civil state acts

In order to confirm facts that are subject to registration by authorities of civil state, certificates with basic data about a person are issued by these authorities.

1. Secondary (Repeated) certificates are issued to the persons, to whom names the civil state acts are registered, and secondary birth certificates of children can be issued only to their parents or adopters. The secondary birth certificates for children under 18 years of old, can be issued to their guardians, and administration of child houses, where the children are being brought up. Persons 16 years of age can be given the secondary certificates upon their passport.

The person deprived of parents' rights can not be given secondary birth certificates of children. On issuing a secondary birth certificate the data about the parents are given in full accordance with the registration data of the birth act.

The secondary death certificates can be issued only to relatives of the deceased (children, including adopted ones, spouses, brothers and sisters, grandparents of deceased).

Family relation should confirmed by official documents.

2. The secondary certificates of marriage which has been terminated can not be issued. In this case upon request of applicants the special certifying paper is issued.

3. The papers certifying the registration of the civil state acts are issued to the persons to whom a corresponding record relates. Besides, the papers certifying birth, marriage, divorce, changes of a family name, a given name, patronymic name of the acts of the civil state are given to relatives on direct upgoing and downgoing lines as to as adopters and guardians.

4. In application for issuing secondary certificate should be noted: family name, given name, middle name and address of applicant; family name, given name and middle name of the person, for whom name the certificate is requested; type of requested certificate; when and by which organ of registration of civil state act has been registered; aim of request of the secondary certificate is requested.

If the birth certificate is requested full names of the parents should be indicated. If the marriage or divorce certificate is requested the name of the spouse should be indicated.


Requesting of the documents, which are not within the competence of the Consulate General of Ukraine in New York

All questions concerning an additional sum, forced labor during compensations for compulsory works during the World War II are within the competence of the Ukrainian national fund "Vzayemorozuminnya ta prymyrenya" ("Mutual Understanding and Appeasement").

Ukrainian national fund "Vzayemorozuminnya ta prymyrenya"
Address: 1/12, Baseyna, Kyiv, 252004, Ukraine
Tel.: +380 (44) 224-65-55, 224-43-19)

If there is no data in archives concerning forced labor or staying in concentration camps in Germany, you should apply to Search Service of the National Society of Red Cross in order to arrange the request to International Search Service.

Search Service of the National Society of Red Cross
Address: 30, Pushkinska Str., Kyiv, 252004, Ukraine

The people can apply directly to International Search Service in Germany.

International Search Service in Germany
Address: Internationaler Suchdienst, 5-9, Globe Allee, 34444 Arolsen, Bundersrepublik Deutschland

The persons who have been brought to Germany during the World War II from the territory of Poland may apply directly to Polish establishments in order to obtain necessary documents:
- Buiro Informacji i Poszukiwan;
- Archiwum Glownej Komisji Badania Zbrodni p-ko Narodowi Polskiemu.

Buiro Informacji i Poszukiwan
Adress: 14, Mokotowska St., Warszawa PCK 00-640, Poland

Archiwum Glownej Komisji Badania Zbrodni p-ko Narodowi Polskiemu
Address: 127, Solidarnosci Av., Warszawa IPN 00-898, Poland

The additional information about the procedure of obtaining the compensation from the Federal Republic of Germany for forced labor works can be received from the bars of "Ukrinyurkolegiya" Ukrainian Foreign Bar Association, which, according to the information in possession of the Ministry, are dealing with solving such problems and have necessary experience.

"Ukrinyurkolegiya"
Address: 2a, Zolotovoritska St., Kyiv, 252034, Ukraine
Tel.: +380 (44) 234-52-08, 246-53-90, 246-5391, 246-53-92

Concerning questions of the resettlement in 1945-1946 according to the Agreement between Ukraine and Poland you should apply to the Ministry of Labor and Social Policy of Ukraine.

Ministry of Labor and Social Policy of Ukraine
Address: 28, Pushkinska St., Kyiv, 252004, Ukraine
Tel.: +380 (44) 224-10-70

With the issues of searching the disappeared citizens, searching the relatives, establishing the places of burial the Search Service of the National Society of Red Cross is dealing.

Search Service of the National Society of Red Cross
Address: 30, Pushkinska St., Kyiv, 252004, Ukraine

If applying by mail, a return self-addressed prepaid express envelope is required.

Processing times, requirements and fees are subject to change without notice.


: 14.03.2006 .