Obtaining duplicate documents

In most cases, the necessary information can be recovered, and the document reissued. However, the procedure will depend on the type of document, the year and place of issue, as well as the availability of information in the state register or archive. Therefore, it is best not to start by making random inquiries to various authorities, but rather by analyzing the situation and determining the correct procedure.

In everyday language, a ‘duplicate’ often refers to any document issued in place of a lost original. From a legal perspective, the forms of re-issuance may vary.

Depending on the situation, the applicant may be issued with:

• a replacement certificate;
• a duplicate educational qualification;
• an extract from the state register;
• an archive certificate;
• or another official document confirming a specific fact.

A reissued document usually contains the same legally significant information as the original and may be submitted to government bodies, educational institutions, banks, employers or foreign organizations. A simple copy or photograph of the original does not have such legal force.

The need for reissuance arises due to the loss, theft, damage or destruction of a document. Sometimes the reason is a change of surname, discrepancies in personal details or a requirement by an institution to provide a document in the current format.

The possibility of reissuance depends on the type of document, the issuing authority and the preservation of the relevant records. Most often, clients apply to have documents reissued that confirm their civil status, education, employment history or other legally significant circumstances.

The most commonly requested include:

• birth certificates;
• marriage or divorce certificates;
• certificates of change of name;
• death certificates;
• diplomas and their supplements;
• school leaving certificates and other educational documents;
• archival certificates;
• documents confirming employment history;
• driving licenses and vehicle registration documents.

There is no single procedure applicable to all cases. To obtain one document, an application and a passport may suffice, whilst for another, an archive search, confirmation of a change of surname, additional certificates or the execution of a power of attorney may be required.

Civil Status Registration Authorities issue replacement certificates and extracts based on records of birth, marriage, divorce, change of name or death.

You can apply in person, through an authorized representative, or, where applicable, use the available online services. If the applicant is outside Ukraine or is unable to visit the relevant authority in person, a representative may collect the document based on a duly executed power of attorney.

In practice, difficulties most often arise in connection with old civil status records, a change of surname, different spellings of a first name in documents, or the absence of information in the electronic register. In such situations, it may be necessary to check archive records or provide additional confirmation of the link between previous and current personal details.

Before submitting an application, it is important to determine exactly what the client needs: a replacement certificate, an extract from the register or archive confirmation of a specific fact.

How to replace a degree, school leaving certificate or supplement.

The loss of an educational document is particularly problematic when it is urgently needed for employment, admission to an educational institution, confirmation of qualifications or moving abroad.

To obtain a duplicate diploma or supplement, you usually need to contact the educational institution that issued the original. If the institution has been reorganized, you must identify its legal successor. If the institution has been wound up, has no legal successor, or is located in a temporarily occupied territory, the procedure may involve contacting the education authority or another authorized body.

The procedure for reissuing the document also depends on the year of issue and the availability of data in educational registers. If no electronic records are available, the fact of enrolment and the completion of studies are confirmed by archival documents, official orders, examination records and other preserved materials.

Even an old copy of a diploma, a photograph of a school leaving certificate, the series, number or approximate year of issue can significantly speed up the search.

A separate procedure applies to driving licenses, vehicle registration certificates, archive certificates, proof of employment history and other official documents.

Transport documents are reissued at the relevant service centers. To confirm employment history, it may be necessary to contact a former employer, the successor organization, an archive institution or a government body to which personnel records have been transferred.

Please note: not every lost document can be reissued in the same form. Sometimes, instead of a duplicate, the applicant is provided with an extract from the register, an archive certificate or other official confirmation.

Therefore, the first step should be to identify the institution that issued the original or currently holds the relevant information.

It is not always necessary to return to Ukraine in person to replace a document. In many cases, an authorized representative may submit the application and collect the issued certificate, reference, extract, or duplicate.

To do this, a power of attorney with clearly defined powers must be drawn up. It is advisable to include in the text the right to contact specific authorities, submit and sign applications, obtain information and collect the issued documents.

If the power of attorney is certified by a foreign notary, an apostille or consular legalization, as well as a translation into Ukrainian, may be required for use in Ukraine. The specific procedure depends on the country of issue and the international agreements applicable in this situation.

Wording in the power of attorney that is too general or imprecise can sometimes lead to it being rejected. It is therefore advisable to finalize its content before having it notarised.

The exact list will depend on the document to be restored. For a preliminary assessment of the situation, the following are usually required:

• a copy of the applicant’s passport;
• TIN, if available;
• the full name of the document holder;
• the date and place of issue;
• the series and number, if known;
• the name of the issuing authority;
• documents confirming a change of surname or first name;
• proof of kinship, if a relative is applying;
• a power of attorney, if a representative is acting on behalf of the applicant.

A photograph, scan or old copy of the lost document is particularly helpful. Even partially legible details can make it easier to locate the record.

The absence of a complete set of documents does not necessarily mean that the document cannot be replaced. In many cases, the required information can be found in registers, archives or at the institution that holds the original records.

There is no single timeframe for all procedures. When the information is contained in an up-to-date electronic register, and the applicant’s personal details match, the process can be completed quite quickly.

Older official records, archive inquiries, locating the legal successor to a dissolved organization, or restoring a document issued in another region will take longer. The process is also complicated by errors in the surname, date of birth, transliteration, or other personal details.

A realistic timeframe can only be given after the initial information has been verified. This approach allows you to immediately understand which authorities you will need to contact, what supporting documents to prepare, and whether an additional archive search is required.

Obtaining a document in Ukraine is often only the first step. For it to be accepted by a foreign authority, you may need to have its authenticity verified and the document translated.

Depending on the country of destination, the following may be required:

• an apostille;
• consular legalization;
• a translation into the relevant language;
• notarisation of the translation;
• certification of the copy;
• fulfillment of any additional requirements set by the receiving authority.

The order of these steps matters. In some cases, the apostille is affixed before the translation; in others, the requirements may be more complex. That is why, even before starting the procedure, it is advisable to clarify in which country and at which institution the final document will be submitted.

Thorough preparation helps to avoid situations where a duplicate that has already been obtained has to be reissued due to overlooked formalities.

A procedure that appears straightforward at first glance is sometimes complicated by circumstances that cannot be foreseen without prior verification.

Among the most common problems are:

• discrepancies in the spelling of the surname, first name or patronymic;
• changes to personal details following marriage or divorce;
• the absence of an entry in the electronic register;
• the winding-up of the institution that issued the original;
• the transfer of the archive to another authority;
• the need to confirm kinship;
• insufficient powers granted in a power of attorney;
• damage to or loss of archive materials.

In such situations, it is important to understand exactly which legal fact needs to be confirmed. Sometimes you first need to obtain an archive certificate, confirm a change of surname or find the successor organization, and only then request a duplicate.

Obtaining a duplicate may involve several interrelated stages: locating the relevant institution, preparing an application, drawing up a power of attorney, obtaining archival confirmations, and subsequently preparing the document for use in Ukraine or abroad.

The specialists at the STATUS KO Translation Center analyze the circumstances of each specific case, determine the possible course of action, and help organize the retrieval of certificates, educational documents, archive references, and other official documents.

Where required, we also provide:

• the preparation and translation of a power of attorney;
• the collection of a document via an authorized representative;
• the translation of the final duplicate;
• notarisation;
• apostille certification;
• consular legalization;
• and the dispatch of the final package to the client in Ukraine or abroad.

For a preliminary assessment, provide a copy of the document, a photograph of it, or the key details: title, year and place of issue. We will assess the situation, explain the steps involved, and propose a practical approach to working together.