Obtaining documents from Ukraine without travelling
If a document you need in Slovakia stayed behind in Ukraine, you do not have to travel for it. We obtain it for you through our own offices in Kharkiv and Kyiv: duplicate civil-registry certificates, criminal record extracts, education documents, archive records and register extracts.
The whole chain can be closed at once, from obtaining the document through the apostille to the sworn translation into Slovak, so you arrive at the authority with what it asked for rather than half of it. Office in Bratislava-Petržalka, all of Slovakia online.
- Civil-registry certificates, criminal record extracts, education documents, archive records
- Handled inside Ukraine through our own offices in Kharkiv and Kyiv
- Document, apostille and sworn translation in one chain rather than three
- We tell you in advance whether a duplicate is really needed, or whether an extract – faster and cheaper – will do
Our guarantees
- 100% acceptance by authorities and institutions in Slovakia and abroad
- Guaranteed delivery by the agreed deadline
- 2-year guarantee on translation quality
- We process requests at weekends too – we reply every day 9:00–18:00
- Free quote in 15 minutes
- Confidentiality of your documents
What we can obtain and where it is held
The first step is not filing a request but establishing which institution holds the record at all. The civil-registry entry is kept by the office that made it, but a repeat certificate is today issued by any registry office in government-controlled Ukraine, by a CNAP centre, by a consulate or through Diia – the place of the original entry governs how long the search takes, not where the request goes. An education document is issued by the school or its legal successor, older records by the state archive of the relevant region.
If you do not know exactly where the entry was made, tell us what you do know: the town, the approximate year, your parents’ names. Tracing an entry is a routine part of the work and what you remember is usually enough.
| Document | Where it is issued | What you receive |
|---|---|---|
| Birth, marriage and death certificates | any registry office in government-controlled Ukraine, a CNAP centre, a consulate or Diia | a duplicate birth (marriage, death) certificate or an extract from the state register |
| Criminal record extract | the Ministry of Internal Affairs of Ukraine | an extract bearing its date of issue, valid for a limited period |
| Education documents | the school or university, or its legal successor | a duplicate diploma, a supplement, or a confirmation of study |
| Archive records | the state archive of the relevant region | an archive certificate or a certified copy of the entry |
| Register extracts | the relevant state register | an extract as at the date it is issued |
Duplicate or extract
Clients usually ask for a “duplicate”, yet an extract from the register is often enough and is both cheaper and quicker. A duplicate is a fresh copy of the document itself; an extract confirms what the register records. In many Slovak proceedings an extract is enough, but the receiving institution always has the last word, which is why we ask it in advance.
The difference is practical. Where an authority asks for proof of birth, an extract normally satisfies it. Where the document has to be replaced permanently, a duplicate makes sense. Tell us what you need it for and we will recommend the cheaper of the sufficient options.
How it works while you stay in Slovakia
The request in Ukraine is filed by your representative, so we need a notarised power of attorney from you. We draft its wording to cover collecting the document and submitting it for the apostille as well, because otherwise the representative collects the paper and is then not entitled to take it further, and the whole thing repeats.
Besides the power of attorney we need a copy of your identity document and as much detail about the entry as you have. We report progress step by step, and if the record turns out to sit in a different archive than expected, the decision to continue is yours.
Apostille and translation in the same chain
A document obtained in Ukraine is usually not enough for a Slovak authority on its own: it needs an apostille and a sworn translation into Slovak. Since the document is already in our hands, we submit it for the apostille immediately and prepare the translation from the finished document, apostille included.
The order matters and many people get it wrong: the apostille attaches to the original and is translated together with it. A translation produced earlier will be incomplete.
Timescales and what stretches them
The timescale is set by the issuing institution rather than by us, and the range is wide: a register extract is a matter of days, tracing an older entry in an archive a matter of weeks. We give a realistic estimate as soon as we know which institution is involved.
Three things stretch a case most often: the entry turns out not to be where it was assumed to be, names in older records are spelled differently from today, and the power of attorney does not cover every step. The first two we work around by tracing; the third we prevent through the wording of the power of attorney.
How we work
- 1Tell us which document and what forThe type of document, the town and approximate year of the entry, and the Slovak procedure you need it for.
- 2We draft the power of attorney and quoteWording that covers collection and the apostille alike, plus a timescale estimate for that particular institution.
- 3The request is filed in UkraineOur office in Kharkiv or Kyiv files it. We report progress step by step.
- 4Apostille, translation and deliveryWe obtain the apostille, prepare the sworn translation into Slovak and deliver to you in Bratislava or by post.
Prices
- Obtaining a civil-registry document duplicate or extract, whichever your procedure actually requiresindividual quote
- Obtaining an education document or archive record including tracing the entry where the exact place is unknownindividual quote
- The whole chain: document, apostille, sworn translation one job instead of three separate ordersindividual quote
We prepare an exact quote once we know which document and which institution are involved – one final figure for the whole job, the fees of the Ukrainian institutions included.
FAQ
Do I have to travel to Ukraine for this?
No. Our office in Kharkiv or Kyiv files the request under your power of attorney. You stay in Slovakia and receive the document already carrying the apostille and the sworn translation.
What if I do not know exactly where the entry was made?
Tell us what you do know: the town, the approximate year, your parents’ names. Tracing an entry is routine work and what you remember is usually enough. If the record turns out to be in a different archive, the decision to continue is yours.
What is the difference between a duplicate and an extract?
A duplicate is a fresh copy of the document itself; an extract confirms what the register records. Many proceedings accept an extract, which is quicker and cheaper, but the institution you file with decides. We advise according to what you need the document for.
Will you arrange the apostille and the translation too?
Yes, and we recommend exactly that: the document is in our hands anyway, so we submit it for the apostille at once and translate the finished document with the apostille attached. That saves you a round of posting papers back and forth.
How long does it take?
It depends on the institution and on how precisely we can locate the entry. If you know the town, the year and the parents’ names, it is days; if the entry has to be traced in an archive, it is weeks. We draft the power of attorney so that it covers collecting the document and the apostille in one go, otherwise the round repeats.
Updated: 2026-09-11
