Duplicate of a civil status record - obtaining a full extract from the State Register

The content of the document depends on the type of civil status record and the information entered in the Register. The extract may include details of the individual, their parents, their spouse, the date and place of registration of the event, the record number and the authority that issued it.

Information regarding changes is particularly valuable. For example, the document may show a previous surname, corrections to the date or place of birth, additional information about parents, updates to the record or other registration actions.

It is precisely these details that often help to resolve discrepancies between passports, diplomas, certificates, inheritance documents and materials issued by foreign authorities. Even a minor difference in the spelling of a name can sometimes cause the entire procedure to be halted.

Births, marriages, divorces, name changes and deaths are subject to state registration. Information regarding these events is kept in civil status records and may be provided in the form of extracts in cases provided for by law.

The most commonly requested documents are: A birth certificate may be required to confirm parentage and details of the parents. Documents relating to marriage, divorce or a change of name help to trace changes to a surname. A death certificate is used in inheritance, property, legal and consular matters.

• full birth certificate;
• marriage certificate;
• divorce certificate;
• name change certificate;
• death certificate.

The need for detailed information often arises when applying for citizenship of another country, a residence permit, inheritance, a pension, social benefits or family reunification.

A full extract may also be required for a fairly common situation where one surname is listed on the birth certificate, another on the passport, and there is no interim document confirming the change of surname. For the document holder, the connection is obvious, but a foreign authority will only accept official confirmation. In such cases, the extract can become a key part of the chain of evidence.

• confirmation of family ties;
• explanation of different spellings of a surname or first name;
• establishing a maiden name;
• preparing documents for court or a notary;
• registering a marriage or adoption abroad;
• entering details into a foreign register;
• confirming the original data in a civil status record.

Information from civil status records contains personal data, so access to it is restricted. An extract may be requested by the person to whom the relevant record relates, as well as by other applicants who have a legal right to do so and can prove it.

Documents relating to a child may be obtained by parents, adoptive parents, guardians or other legal representatives. Information regarding a deceased person may be provided to relatives and heirs upon presentation of documents confirming kinship or the right to inherit.

An application may be submitted through an authorized representative. In this case, a duly executed power of attorney is required. However, a power of attorney does not in itself confer a right to information: the representative acts on behalf of the person who has a legal basis for obtaining the extract.

The exact set of documents is determined on a case-by-case basis. Usually, an application, a passport or other identity document, and proof of the right to receive the information are required.

It is advisable to provide as much information as possible for the search: if the applicant is enquiring about a relative, birth, marriage or name-change certificates may be required. Sometimes kinship is confirmed by a whole chain of documents.

• the person’s full name at the time the event was registered;
• the date and place of birth, marriage or other event;
• the approximate year the record was drawn up;
• details of the spouse;
• the record number;
• the series and number of the old certificate;
• the name of the Civil Registry Office that issued the document.

A power of attorney is required for representation. Documents of foreign origin, depending on the country of issue and international treaties, may require legalization or an apostille, as well as translation into Ukrainian.

Firstly, the data in the State Register of Civil Status Acts is checked. If the required record is entered in the electronic system and contains sufficient information, a corresponding extract is generated on that basis.

With older documents, the procedure may be more complicated. Some civil status records are kept on paper at civil registry offices or in state archives. In such cases, it is necessary to determine the exact location of the register and submit a request to the relevant repository.

The search becomes more difficult if the locality has been renamed, has changed its administrative status, or if the relevant authority has been reorganized. Every detail is important here – the old name of the town, the approximate year of the event, a copy of the certificate, or even information from other family documents.

The procedures for maintaining the Register provide for the issuance of extracts, and current regulations allow relevant applications to be submitted through designated channels, in particular via the Civil Registry Offices and administrative service centers in the cases provided for.

Old, lost and incomplete records.

The absence of information in the electronic Register does not necessarily mean that the record does not exist. It may be held only in a paper register or may already have been transferred to the archives.

Another common problem is discrepancies. Old records often contain different spellings of names, translations from Russian or other languages, abbreviations, and inaccuracies in dates and place names.

The extract itself does not correct the error. If the civil status record contains incorrect or incomplete information, a separate procedure for making amendments may be required. If the record has been lost, restoration is determined based on documents and other evidence. In the absence of sufficient grounds for an administrative procedure, certain circumstances must be established through the courts. The rules for amending and restoring records require the submission of documents confirming the accuracy of the information.

Records from territories where access to archives is temporarily restricted require a separate approach. In such cases, it is important to assess all available documents and choose a realistic method of confirming the event.

If a full extract is to be submitted abroad, simply obtaining the document may not be sufficient. It is necessary to ascertain the requirements of the country and the specific authority in question.

For countries that are parties to the Hague Convention, an apostille is usually required. It certifies the authenticity of the signature, the authority of the official, and the authenticity of the seal on the official document. For countries with which no such procedure or agreement on simplified recognition of documents is in place, consular legalization may be required.

Once the document has been certified, it is translated. A full extract often has a complex structure, containing official terminology, historical data and registration marks. The translator must accurately convey surnames, dates, the names of authorities and the legal content of the document.

The sequence of steps is also important. In many cases, the apostille is affixed first, and then the document is translated together with the text of the apostille. However, some institutions only accept a translation carried out by a sworn translator in the country of submission. It is therefore advisable to check the requirements before beginning the process.

The STATUS KO Translation Center assists with obtaining full extracts from the State Register of Civil Status Acts at all key stages.

We carry out a preliminary analysis of the available documents, clarify the purpose of the request, and determine which document is required in a specific situation. This helps to avoid wasting time obtaining a duplicate certificate if the authority requires an extended extract, or vice versa.

Where necessary, our specialists assist: for clients residing outside Ukraine, the comprehensive service provided through a representative is particularly convenient. Once the procedure is complete, the client receives the document or a ready-to-submit package for submission to the relevant authority.

• prepare an application and a set of documents;
• confirm family ties;
• arrange representation by power of attorney;
• identify the likely location of the old record;
• organize a request to the Civil Registry Office or archive;
• analyze discrepancies in personal data;
• prepare the document for use abroad;
• carry out translation, apostille or legalization.

To begin the process, please send us copies of your existing documents and briefly describe where and for what purpose you intend to use the full extract. We will verify the source data, explain the procedure and propose a practical solution to your issue.