Duplicate birth certificate

The most obvious reason is the loss of the original document. However, a replacement certificate may also be required if the old form:

• is damaged, torn or creased;
• has an illegible stamp or signature;
• contains information that is difficult to read;
• does not meet the requirements of a foreign authority;
• is not suitable for the affixing of an apostille.

The document is often reissued for inheritance, citizenship, residence permits, marriage, adoption, family reunification or proof of kinship.

Sometimes an additional copy is requested even when the original is available – for example, when documents need to be submitted to several authorities at the same time or submitted for lengthy consideration.

As a duplicate certificate contains personal data, it is not issued to just any interested party.

The application must be made by the person to whom the civil status record relates. For a child, the document may be obtained by their parents, adoptive parents, guardians or carers. In cases provided for by law, other legal representatives may do so.

It is also possible to apply through a representative holding a duly certified power of attorney. It is advisable for the power of attorney to explicitly grant the right to submit applications, contact the Civil Registry Office and archival institutions, obtain certificates and extracts, and, where necessary, apply for an apostille.

The mere fact of kinship is not always sufficient. For example, a brother, sister, or spouse cannot automatically obtain a document on behalf of another adult without the necessary authorization.

The main authority responsible for reissuing certificates is the Department of Civil Status Registration (DRACS).

In many cases, the applicant may approach any convenient office, regardless of where the birth was originally registered. If the details have been entered into the electronic register, a member of staff can quickly locate the relevant record.

Applications may also be submitted via a Center for Administrative Services (CAS) or through online government services. The range of services varies between centers, so it is advisable to check in advance whether you can apply there.

If the record was drawn up many decades ago and has been transferred to an archive, you may need to contact the relevant state archive.

The basic set of documents usually includes an application form, a passport or other identity document, and proof of payment of the prescribed fee.

To search for a civil status record, it is advisable to provide:

• the person’s full name at birth;
• date and place of birth;
• details of the parents;
• the approximate date of registration;
• the name of the authority that issued the original certificate;
• a copy, photograph, series or number of the old document, if these have been preserved.

If the applicant’s surname has changed, certificates of marriage, divorce, change of name or other documents that allow the change in personal details to be traced may be required.

A representative must also submit a document confirming their authority.

In straightforward cases, a replacement certificate can be issued fairly quickly. This is possible when the civil status record is available in the state register, the applicant’s details match, and the submitted documents do not require further verification.

The procedure takes longer if:

• the record is held only in a paper register;
• an archive search is required;
• there are discrepancies in the documents;
• the surname or first name has changed;
• the representative’s authority needs to be confirmed;
• the record was drawn up in a region where access to the archives is restricted.

You should also add the time required for an apostille, translation, notarisation and delivery to the standard processing time. Therefore, you should not leave the paperwork until the very last day before submitting your documents.

If you are outside Ukraine, you can contact a Ukrainian diplomatic or consular mission. The consulate will accept your application and send a request to the relevant Ukrainian authorities.

Another option is to draw up a power of attorney for a representative who will apply to the Civil Registry Office in Ukraine. In practice, this method is often more convenient, especially if you also need to obtain an extract, have an apostille affixed, arrange for a translation or organize delivery.

The power of attorney can be certified at a Ukrainian consulate or by a foreign notary. In the latter case, depending on the country of issue, the document may require an apostille, consular legalization and a translation into Ukrainian.

A Soviet-style certificate does not in itself prevent you from obtaining a new document. The decisive factor is the existence of a civil registry entry.

The old record may be stored in an electronic register, in the paper registers of the Civil Registry Office, or in the state archives. To locate it, it is helpful to know the name of the settlement at that time, the district, details of the parents and the approximate place of registration.

If the birth record cannot be found, it may need to be re-issued based on available documents, archive records or a court ruling.

For records from temporarily occupied territories, the procedure is determined on a case-by-case basis. If the information has already been entered into the Ukrainian register, the document can be obtained in government-controlled territory. If the record exists only in an inaccessible paper archive, additional administrative or legal procedures may be required.

A replacement certificate is not always immediately ready for submission to a foreign authority. Depending on the country, the following may be required:

• an apostille;
• consular legalization;
• a professional translation;
• notarisation;
• a translation carried out by a sworn translator in the country of submission.

Most often, a new certificate is obtained first. An apostille is affixed, or legalization is carried out, and only after that is the entire document translated, together with any seals and official endorsements.

Particular care must be taken to check the spelling of the surname and first name in the Latin alphabet. It must match the information in the foreign passport and the individual’s other documents.

The most frequent problems are not related to issuing a new certificate, but to the information on which it is based.

If the surname or first name is spelled differently in the passport and the civil registry record, a standard duplicate will not resolve the discrepancy. It may first be necessary to amend the civil registry record itself.

Delays also arise due to an incomplete power of attorney, the absence of documents confirming a change of surname, an inaccurate place of registration, or confusion between the birth certificate and the extract.

Another common mistake is ordering a translation before the apostille has been affixed. As a result, the text of the certificate remains untranslated, and the work has to be redone.

The STATUS KO Translation Centre organises the obtaining of a replacement birth certificate in Ukraine and prepares it for further use.

The process begins with an analysis of the situation. We clarify where and when the birth was registered, who will act as the applicant, whether personal details have changed, and to which authority the document will be submitted.

Where necessary, we assist with:

• drafting the text of a power of attorney;
• organizing representation in Ukraine;
• contacting the Civil Registry Office or the archives;
• obtaining a replacement birth certificate or the required extract;
• obtaining an apostille or legalization;
• arranging for translation and notarisation;
• delivering the documents to the client.

This service is particularly convenient for people living abroad who are unable to coordinate the work of several authorities themselves.

The total cost is determined after checking the initial details. In some cases, a standard application to the Civil Registry Office is sufficient; in others, archive inquiries, the appointment of a representative, an apostille, translation, and international delivery are required.

The following factors influence the calculation:

• the year and place of birth registration;
• the existence of an entry in the electronic register;
• the need for an archive search;
• processing documents through a representative;
• urgency;
• the country of submission;
• the type of translation and certification;
• the method of delivery.

Before work begins, the client receives a clear breakdown of the stages involved and a preliminary cost estimate.

Yes. An authorized state body issues a duplicate certificate based on a valid birth record.

No, but it makes the search much easier. Even a photograph or the details you have kept can be helpful.

Yes, through a representative with duly authorized powers of attorney or via a Ukrainian consular office.

No. If the error is in the birth record, you must first go through the amendment procedure.

This depends on the requirements of the organization to which the document will be submitted. Before applying, it is worth obtaining a precise list of requirements.

Yes. A comprehensive service helps ensure the correct sequence of steps is followed and avoids unnecessary costs.

Obtain your document without unnecessary back-and-forth.

Losing a birth certificate is a solvable problem. However, the procedure can be complicated by an outdated register entry, discrepancies in personal details, the applicant being abroad, or the requirements of a foreign authority.

That is why it is important to understand from the outset which document you need to obtain, who is entitled to apply, and what additional steps will be required.

Contact the STATUS KO Translation Center. We will analyze your situation, help you obtain a replacement birth certificate, prepare it for use in Ukraine or abroad, and arrange delivery of the finished document.

For a preliminary assessment, provide your date and place of birth, any details you have about the original birth certificate, the country where you are currently residing, and the purpose for which you require the document.