Documents for Moving to the EU 2026: Translation & Apostille

Documents for moving to the EU are the first thing every Ukrainian faces when planning temporary or permanent relocation to a European Union country. Whether an application for temporary protection status, a residence permit, university admission, employment, or family reunification succeeds often depends entirely on how correctly the document package is collected, translated, and legalized.

In 2026 the rules changed significantly: temporary protection was extended until March 4, 2028, and Ukraine’s Ministry of Justice introduced a new electronic apostille procedure.

In this article we break down exactly which documents you will need, when an apostille is required, how it differs from consular legalization, and why it is better to entrust the process to the professionals at the Translate Innova translation bureau rather than handling it yourself.

Temporary Protection in 2026: What Has Changed

In late July 2026, the Council of the European Union officially approved extending the temporary protection scheme for Ukrainian citizens until March 4, 2028. This decision provides legal certainty for millions of Ukrainians who left the country because of the full-scale invasion. As of the end of May 2026, more than 4.38 million Ukrainian citizens held temporary protection status across EU countries.

At the same time, the rules have become stricter for new applicants. Ukrainians applying for temporary protection for the first time must now confirm that they left the country legally and have no outstanding issues with military registration. In addition, since March 2026 a new rule applies: a person who has already received temporary protection in one EU country cannot automatically claim the same status in another member state — the receiving country is entitled to refuse and suggest the person return to where protection was originally granted.

These changes make a correctly prepared document package more important than ever. The more complete and accurately it is compiled, the lower the risk of refusal or delay when a migration authority in another country reviews the application.

Which Documents Are Needed to Move to the EU: The Full List

The exact list of documents depends on the purpose of relocation — temporary protection, study, employment, family reunification, or permanent residence. However, there is a base package almost everyone will need.

Personal documents

international (foreign travel) passport of a Ukrainian citizen;
domestic passport (ID card) or old-style passport;
criminal record certificate;
military registration document (for men of conscription age, taking into account the new 2026 requirements);
birth certificate (for children, and in cases where a domestic passport is unavailable).

Family documents

marriage certificate or divorce certificate;
children’s birth certificates;
documents confirming guardianship or custody (if a child is traveling with one parent or a guardian);
notarized consent of the other parent for a child to travel abroad, if required by the destination country.

Educational documents

secondary school leaving certificate;
higher education diploma together with the transcript listing subjects and grades;
certificates from an educational institution, academic records, documents on academic degrees;
documents for children continuing their schooling abroad, such as report cards and academic performance certificates.

Income, property, and employment documents

employment record book or a certificate from the employer;
income certificate;
bank account statements;
property or vehicle ownership documents, if they will be used to prove financial capacity.

Medical documents

medical insurance;
vaccination certificates, especially important for children who will attend kindergarten or school;
medical records extracts if there are chronic conditions.

Almost every one of these documents, once issued in Ukraine, requires two additional steps before it can be used abroad: apostille certification (where required by law) and a professional translation into the language of the destination country, with notarization.

Apostille for EU Documents: When It Is Required and How It Works in 2026

An apostille is a special stamp that certifies the authenticity of a signature, seal, or stamp on an official document and gives it legal effect in another country that is a party to the 1961 Hague Convention. Most European Union member states are parties to this convention, which makes an apostille the standard method of legalizing Ukrainian documents for use in the EU.

Since February 1, 2026, a new apostille procedure has been in force in Ukraine, approved by Ministry of Justice Order No. 3177/5 of November 20, 2025. The main change is the transition to the Electronic Apostille Register: applications are now submitted and processed through the register’s software, which speeds up and standardizes the procedure across all regions of the country.

An apostille is issued within up to three business days, starting from the day after the application is registered in the register. As of 2026, the fee is tied to the subsistence minimum for able-bodied persons and amounts to UAH 670 for individuals and UAH 1,160 for legal entities.

A document can be submitted for apostille certification in person — at any civil registry office, through a notary, or, if the document is archival, through the State Archival Service of Ukraine. Even though the register itself is electronic, the physical apostille stamp is still affixed to the original document: a separate sheet bearing the stamp is attached to it.

Documents subject to apostille include those issued by courts, civil registry authorities, educational institutions, Ministry of Justice bodies, and other government agencies: birth, marriage, and divorce certificates; diplomas and school certificates; criminal record certificates; court decisions; notarized powers of attorney, and more.

Apostille or Consular Legalization: Which One Do You Need?

If the destination country is a party to the Hague Convention — and every EU member state is — an apostille is sufficient. Consular legalization, a more complex and time-consuming procedure carried out through diplomatic missions, applies only to countries that have not joined the convention. For relocation to Poland, Germany, Czechia, Spain, Italy, or any other EU country, in the vast majority of cases it is enough to apostille the document in Ukraine and then have it translated into the language of the destination country.

It is important to understand that some institutions in EU countries require the apostille to be affixed before translation — in that case the translator also translates the text of the apostille itself. In other cases, the document is translated first, and the apostille is then affixed to the notarized translation. The correct order depends on the specific receiving institution’s requirements, and a mistake at this stage often means having to redo the entire procedure.

Translating Documents for the EU: Certified and Notarized Translation

An apostille confirms that a document is authentic, but it does not make it understandable to a foreign institution. That is why the second mandatory step is a professional translation of the documents into the language of the host country (Polish, German, Czech, Spanish, Italian, and others), followed by notarization of the translator’s signature.

A notarized translation is one performed by a qualified translator whose signature is certified by a notary, confirming both the translator’s qualification and the authenticity of the signature. This is the format accepted by migration authorities, educational institutions, civil registry offices, and employers across the EU.

Individual countries have their own specific requirements. In Poland, for example, institutions often require a translation performed by a sworn translator (tłumacz przysięgły) registered with the Polish Ministry of Justice — a standard notarized translation from Ukraine may not be accepted. Germany similarly recognizes translations certified by a translator sworn in before a regional court. The Translate Innova translation bureau takes these nuances into account and prepares translations in the exact format that will be accepted by the specific institution abroad.

Common Mistakes When Handling Documents Yourself

Ukrainians who try to collect and legalize their document package on their own regularly run into the same problems:

the wrong order of steps — translation performed before apostille certification where the reverse order was required, or vice versa;
inconsistent transliteration of the name and surname between the international passport and the translations of other documents, causing the receiving institution to reject the package;
using a translator who is not listed in the destination country’s register of sworn translators, when this is required;
missing translation of the apostille itself and of the notarial inscriptions on the document;
expired certificates — for example, a criminal record certificate is valid only for a limited period;
errors in the apostille application due to unfamiliarity with the new electronic procedure in force since February 2026;
missing legalization for archival documents issued before modern registration authorities were established.

Every such mistake means another trip to the Ministry of Justice, paying for services again, and — most importantly — losing time, sometimes weeks or even months, at exactly the moment when relocation is urgent, temporary protection status needs to be secured, or an educational institution has a strict application deadline.

Why It Is Better to Entrust Translation and Apostille to Translate Innova

Handling the documents for an EU move yourself may seem like it saves time and money, but in practice it often produces the opposite result. The Translate Innova translation bureau supports the entire process — from an initial consultation on which documents are needed to delivering a finished, fully legalized package to the client.

The bureau’s services include:

a consultation on exactly which documents are needed for a specific EU country and purpose of relocation;
verification of the correct order of steps — apostille before or after translation, depending on the receiving country’s requirements;
official apostille certification through Ukraine’s Ministry of Justice in line with the new electronic procedure introduced in 2026, without queues or the client having to visit government offices in person;
professional translation into EU languages by qualified translators with relevant specialization (legal, educational, medical);
notarization of the translation;
preparation of translations in the format required by sworn translators and consular institutions in the specific country;
consistent transliteration of names and surnames across the entire document package;
expedited processing when time is limited.

By entrusting the paperwork to professionals, clients get the assurance that the package will be accepted the first time — without the refusals caused by formal shortcomings that are so common when handling documents alone.

How to Order Translation and Apostille Services from Translate Innova

You can place an order in two convenient ways: by submitting a request or by requesting a callback. A bureau manager will clarify exactly which documents are needed for your situation, explain the timeline and cost, and advise on the optimal order of steps — apostille, translation, notarization — based on the requirements of the specific EU country.

Frequently Asked Questions About Documents for Moving to the EU

Is an apostille required on all documents for moving to the EU?

No. An apostille is required only on official documents issued by government authorities: civil registry certificates, diplomas, school certificates, criminal record certificates, and court decisions. Personal documents such as a passport are not subject to apostille.

How much does an apostille cost in Ukraine in 2026?

As of 2026, the apostille fee is UAH 670 for individuals and UAH 1,160 for legal entities, since the fee is tied to the subsistence minimum for able-bodied persons.

How long does it take to get an apostille?

Under the new procedure, an apostille is issued within up to three business days from the moment the application is registered in the Electronic Apostille Register.

Which comes first — translation or apostille?

This depends on the requirements of the receiving institution in the specific EU country. Translate Innova clarifies these requirements in advance to avoid mistakes and the need to redo the paperwork.

Is temporary protection still in effect in the EU in 2026?

Yes. Temporary protection has been extended until March 4, 2028, though new applicants must now meet additional requirements regarding the legality of their departure from Ukraine and compliance with military registration rules.

Conclusion

Moving to the EU in 2026 requires careful attention to every document — from the correct order of apostille certification and translation to the specific requirements each country has for sworn translators. Mistakes at this stage cost time, money, and peace of mind, while working with professionals allows the entire process to go smoothly and without refusals. The Translate Innova translation bureau takes care of the full cycle — consultation, apostille, translation, and notarization — so that your move to the European Union happens without delays.

To get started, simply submit a request or request a callback, and the bureau’s specialists will take charge of preparing your documents.

Documents for Moving to the EU in 2026: Translation, Apostille and Legalization