Apostille: What it is and when you need it for Ukrainian documents

If you are a foreigner living or planning to live in Slovakia, you may need official confirmation of your Ukrainian documents for use in Slovakia. One of the most important tools in this process is the apostille — a special stamp that recognizes the validity of a document abroad without further legalization. In this article, we will explain what an apostille is, when Ukrainians in Slovakia need it, and how to get one correctly.

What is an apostille and when is it needed

Apostille is a special stamp provided for by the Hague Convention of October 5, 1961, which confirms the validity of an official document for further use abroad without the need for consular legalization.  

When an apostille is needed:

• when a Ukrainian document needs to be presented to a Slovak government or administrative body (e.g., for a residence permit, employment, study, university admission, marriage registration, etc.);

• when a Slovak document needs to be shown to Ukrainian or foreign authorities that require official confirmation;

• when a document is issued in one country and used in another — according to the rules of the Hague Convention.

An apostille is placed

In Ukraine, the procedure for affixing an apostille is approved by the joint order№125/209/293/139/999/5dated 17.03.2023 (as amended on 06.05.2025).

An apostille is placed on official documents issued in Ukraine that require confirmation of the authenticity of the signature, the authority of an official, and, if necessary, the seal/stamp. These documents include:

1. Court documents originating from Ukrainian courts.

2. Documents from justice bodies and state archives.

3. Documents from educational institutions:

   • Documents issued by the Ministry of Education and Science (MON), its territorial bodies, other central executive bodies in the field of education and science;

   • Documents from educational institutions, organizations providing educational services.

4. Documents drawn up by notaries (state and private), including:

   • Notarized signatures;

   • Certification of copy authenticity;

   • Certificates of the date of presentation of a document;

   • Statements of facts.

5. Documents from the Ministry of Internal Affairs of Ukraine (MIA) and its territorial bodies, including:

   • Service centers of the MIA;

   • Accredited key certification centers.

6. Documents from the State Migration Service (citizenship, refugee status, migration processes).

7. Documents from the State Tax Service and its territorial bodies.

Other official documents not covered by the exceptions according to the order.

An apostille is NOT placed

An apostille is not affixed to originals of the following documents:

1. Documents that identify a person and confirm citizenship:

   • Passport of a citizen of Ukraine;

   • ID card;

   • Temporary/permanent residence permit;

   • Refugee certificate, etc.

2. Labor book.

3. Firearm permits, vehicle registration certificates.

4. Regulatory legal acts, official correspondence, legal opinions, clarifications.

Original documents issued by USSR institutions (except for education and academic degree documents issued by the Ukrainian SSR).

Apostille on copies / translations

In some cases, an apostille can be affixed to a copy or translation of a document if the following conditions are met:

• Documents that are not apostilled in their original form can be submitted as a notarized copy or translation, prepared according to the requirements.

• Educational documents — an apostille on a copy or translation is possible only after the apostille on the original.

• Civil status documents (birth, marriage, death certificates) — copies or translations can only be apostilled after the apostille on the original.

USSR documents (except Ukrainian SSR) are apostilled as a copy or translation with notarization, but not in original.

Restrictions on USSR documents

• Original documents issued by bodies of the former USSR are not subject to apostille.

• However, it is possible to apostille:

  • Notarized copies of such documents;

  • Translations certified in accordance with the current legislation of Ukraine.

How to get an apostille on official documents in Ukraine

To get an apostille on official documents drawn up in Ukraine and intended for use abroad, you must contact the relevant authorized body, as defined by Resolution of the Cabinet of Ministers of Ukraine No. 61 of January 18, 2003. The distribution of powers and the procedure for paperwork depend on the type of document:

• Ministry of Justice of Ukraine – apostilles documents issued by justice bodies, courts, state archives, or drawn up by notaries. These include, in particular: birth, marriage, death certificates, extracts from registers, court decisions, notarial documents, archival certificates, etc.

• Ministry of Education and Science of Ukraine – affixes apostilles on documents issued by educational institutions, state educational and scientific institutions (diplomas, certificates, attestations, curricula, academic transcripts, etc.).

• Ministry of Internal Affairs of Ukraine – is responsible for certificates of no criminal record (extracts from the information-analytical system).

• State Migration Service of Ukraine – provides apostilles on documents related to migration processes (certificates from the demographic registry, permits, citizenship, etc.).

• State Tax Service of Ukraine – certifies certificates of tax residency status, extracts from the State Register of Individuals and Taxpayers regarding income, etc., with an apostille.

Ministry of Foreign Affairs of Ukraine – apostilles all other types of documents that do not fall under the jurisdiction of the ministries mentioned above.

Apostille application procedure

Where to apply

Depending on the type of document, you should apply to the relevant body (e.g., to the Ministry of Justice for notarial or court documents, to the Ministry of Education and Science for diplomas, to the Ministry of Foreign Affairs for general cases). Documents can be submitted in person, through a representative, or by mail if permitted (more details can be found on the official websites of the institutions mentioned above). 

Who can apply

• Natural persons (citizens of Ukraine or foreigners).

• Legal entities or their authorized representatives (upon submission of a letter of application).

Required documents

1. Application for apostille affixing (in the established form).

2. Original document to be apostilled, or its copy/photocopy certified according to legislation.

3. Document confirming payment of the administrative fee (details can also be found on the official websites of the institutions), or a document exempting from payment (and its certified copy).

4. Document identifying the applicant (passport, ID card, foreigner's document).

5. For legal entities — a letter of application on the organization's letterhead.

Timelines and deadlines

• Standard period – up to 20 working days, if additional samples of signatures/seals are needed or information needs to be verified.

• Expedited processing – up to 2 working days, if the document contains all the necessary elements for verification (register, seal, signature).

Cost

• For natural persons — 0.2 of the subsistence minimum for able-bodied persons (as of 2025 — UAH 610).

• For legal entities — 0.35 of the subsistence minimum (UAH 1060).

Receiving the result

• The apostille is affixed directly to the document (on the back or on a separate sheet) or an electronic apostille is issued.

• Ready documents can be collected in person, through an authorized representative, or by mail. All details can be found at this link 

An Apostille is the key to using Ukrainian documents without problems in Slovakia and other countries that signed the Hague Convention. Knowing when and how to get an Apostille will help you avoid unnecessary bureaucratic difficulties and quickly process documents for study, work, residence, or family registration. Remember that correctly paperwork of an Apostille ensures a legal and smooth resolution of your affairs abroad.

By the way, an Apostille on Ukrainian documents can also be obtained at the "Passport Service" in Bratislava. We explained how to join the e-queue, how much it costs, and how the center differs from the consulate in our guide to the Passport Service in Bratislava.