Apostille in Ukraine: When You Need It, Where to Get It, and How to Prepare Documents Correctly for Foreign Institutions

An apostille is a special stamp that verifies the authenticity of a Ukrainian document for use abroad. Most countries that have joined the Hague Convention accept documents with an apostille without the need for additional legalization. That is why proper apostille processing is essential when applying to foreign universities, government institutions, medical centers, or when seeking employment abroad.

In this article, Translate Innova explains when an apostille is required, where it is issued in Ukraine, and how to avoid common mistakes when translating and preparing documents.

When an Apostille Is Required

You need an apostille in most cases when submitting Ukrainian documents to countries that recognize the Hague Convention. It is most commonly required for:

  • admission to foreign universities;
  • employment abroad;
  • marriage registration and other family procedures;
  • academic qualification verification;
  • submitting documents to foreign government authorities;
  • medical procedures or treatment overseas.

The main purpose of an apostille is to confirm that a document is genuine and issued by an authorized Ukrainian institution.

Where to Get an Apostille in Ukraine

Important: an apostille cannot be issued by just any organization — it is processed only by designated ministries. The specific authority depends on the type of document.

Ministry of Justice of Ukraine

Issues apostilles for:

  • civil status documents (birth, marriage, divorce certificates);
  • court decisions and certificates;
  • powers of attorney, contracts, and other notarized documents.

Ministry of Education and Science of Ukraine (MES)

Issues apostilles for academic documents:

  • diplomas, school certificates;
  • diploma supplements;
  • academic transcripts;
  • archival certificates from educational institutions.

Ministry of Internal Affairs of Ukraine (MIA)

Issues an apostille for only one document:

  • the criminal record certificate.

Apostille and Translation: What You Need to Know

In most cases, a document with an apostille must also be translated into the language of the destination country. There is a key rule to follow:

Translation must be done after the apostille is issued.

First, the apostille is placed on the original document or a notarized copy, and only after that is the document submitted for translation.

Many clients mistakenly translate documents first — and end up having to redo the entire process.

Some countries (e.g., Italy, Portugal, Turkey) have additional translation requirements or do not accept electronic apostilles. Therefore, it is important to check the specific requirements of the destination country in advance.

How to Avoid Common Mistakes

Translate Innova handles apostille services and document translations on a daily basis, and we emphasize several important points:

  • If the destination country is not part of the Hague Convention, full consular legalization — not an apostille — is required.
  • Certain documents can be apostilled only in their original form (for example, documents issued by the MIA).
  • There is no “universal apostille” — each document follows its own procedure.
  • Different countries may require different formats: paper apostille, electronic apostille, double apostille, notarized translation, etc.

How Translate Innova Can Help

We support our clients throughout the entire process of preparing documents for international use:

  • determine whether an apostille is required in your specific case;
  • advise whether the apostille should be placed on the original or a notarized copy;
  • provide professional translations according to the requirements of the destination country;
  • help avoid mistakes that may lead to rejection by foreign authorities;
  • ensure your documents are prepared correctly the first time.

Our goal is to make sure your documents are accepted without delays or repeated submissions.

Conclusion

An apostille is a small stamp with significant importance. The success of your international applications often depends on correct apostille processing. To avoid delays and issues abroad, it is essential to understand where to obtain an apostille, which documents require translation, and what requirements apply in the destination country.

If you need assistance, consultation, or document translation — contact Translate Innova. We will provide the best solution tailored to your needs.

Submit a Request
Request a Call