On March 2, 2026, Ukraine’s Ministry of Justice quietly launched a system that changes the game for anyone getting documents ready for use abroad. The Electronic Register of Apostilles - every apostille now has a digital copy with a QR code that can be verified online in seconds. In its first month, the updated register processed 30,744 apostilles. And a criminal record clearance certificate with an apostille can already be ordered directly through the Diia app, without leaving your couch. Here’s how it all works, what’s already available, and what’s still in development.
What Is an E-Apostille and How It Differs From a Regular One¶
An e-apostille (electronic apostille) is a digital version of the stamp that certifies a document’s authenticity for use in another country. Technically, it’s a file in ASiC-E format with a qualified electronic signature, carrying the same legal weight as a paper apostille.
Previously, an apostille existed only as a physical stamp or sticker on a document. Now, when you get a paper apostille from the Ministry of Justice, its electronic version is automatically created in the Electronic Register of Apostilles. You can download the e-apostille from the website and send it electronically - no mail, no courier, no queues.
As the Cabinet of Ministers reports:
The Ministry of Justice, together with the state enterprise “National Information Systems,” modernized the Electronic Register of Apostilles, transitioning from a fragmented paper model to a unified digital environment.
In plain English: instead of carrying a piece of paper across countries and worrying it’ll get lost - there’s now a digital copy that can be verified and downloaded anytime.
How the Electronic Register of Apostilles Works¶
The register is available at apostille.minjust.gov.ua (or era.minjust.gov.ua). You can do two things here:
Verify an apostille¶
Enter the apostille number and date of issuance - the system shows whether it’s genuine. Or just scan the QR code on the apostille with your phone - it redirects to a verification page.
This works for all apostilles issued after March 1, 2026. For older apostilles, there’s a separate archive section.
Download an e-apostille¶
If you received a paper apostille from the Ministry of Justice - its electronic version is automatically available in the register. Go to the website, find your apostille by number - and download the file.
As the Judicial-Legal Gazette explains:
The updated apostille will contain QR codes of the signature and seal of the institution that issued it, and each apostille receives a unique QR code for instant authenticity verification.
So now any foreign authority can check in seconds whether your apostille is real. No more “we’re not sure if this is a legitimate document.”
What You Can Already Do Through Diia¶
The full “one-click apostille application” through Diia is still in development, but some services are already live.
Criminal Record Clearance Certificate With Apostille¶
This is the most popular use case - and it’s already fully available online. As the Diia portal announces:
Criminal record clearance certificate with apostille - order online in Diia.
Here’s the process:
- Open the Diia app (latest version)
- Log in via BankID or Diia.Signature
- Go to: Services - Certificates and Extracts - Criminal Record Clearance
- Select the format and check “with apostille”
- Pay and wait
The certificate itself takes up to 10 business days. If you ordered it with an apostille - add up to 5 more business days. Total: 10-15 business days from order to result. You can track the entire process in Diia.
Cost: the criminal record certificate is free. The apostille costs 670 UAH (about 15 EUR) for individuals.
Other Documents Through Diia - When?¶
The Ministry of Justice has officially announced plans to integrate e-apostille with the Diia portal for all document types. As the European External Action Service (EEAS) writes:
The priority is to fully launch the ‘one-click’ service so that Ukrainians can quickly and conveniently receive an electronic apostille and submit documents online through the Diia portal.
So eventually you’ll be able to upload, say, a diploma to Diia and order an apostille for it without visiting the Ministry of Justice or the Ministry of Education. But for now, this only works for criminal record certificates.
For other documents (birth certificates, marriage certificates, diplomas) - the apostille is still obtained through in-person visits to the Ministry of Justice or Ministry of Education. But the electronic version of the apostille is automatically created in the register.
Which Documents Can Already Get an E-Apostille¶
For now, the e-apostille fully functions only within the Ministry of Justice. This means the electronic version is automatically created for:
| Document Type | Authority | E-Apostille |
|---|---|---|
| Civil registry certificates (birth, marriage, divorce, death) | Ministry of Justice | Yes |
| Criminal record clearance | Ministry of Justice | Yes |
| Notarized documents (powers of attorney, certified copies) | Ministry of Justice | Yes |
| Court decisions | Ministry of Justice | Yes |
| Diplomas, school certificates, diploma supplements | Ministry of Education (MON) | Not yet* |
| Ministry of Foreign Affairs documents | MFA | Not yet* |
| Tax residency certificate | State Tax Service | Not yet* |
*The Ministry of Justice is working on connecting MON, MFA, Ministry of Internal Affairs, State Migration Service, and State Tax Service to the Electronic Register. As of April 2026, only the Ministry of Justice is fully integrated.
This is an important nuance. If you need an apostille on your diploma - you still go to MON in Kyiv (25 V. Chornovola St.), and you get only a paper apostille. No electronic version for diplomas yet.
Do Foreign Authorities Accept the E-Apostille?¶
The big question. Legally - yes, an e-apostille carries the same weight as a paper one. As the Hague Conference on Private International Law (HCCH) states:
An e-Apostille cannot be refused simply because it is issued in electronic form.
The e-APP (electronic Apostille Programme), run by the Hague Conference, supports digital verification of apostilles among the 129 member countries of the convention. That’s Germany, Poland, France, Italy, Spain, the US, Canada, Australia - and over 120 others.
But there’s a practical catch: not every specific office in these countries knows how to handle an e-apostille yet. If a small-town Ausländerbehörde in Germany sees a QR code on an apostille for the first time - there might be a delay while they figure it out.
What to Do in Practice¶
The recommendation is simple: get both versions. Paper apostille as your primary document. E-apostille as a backup and for situations where you need to send a document electronically and quickly.
As the My Apostille portal notes:
Even if a country doesn’t issue e-apostilles itself, many authorities within Hague Convention countries are happy to accept them.
The trend is clearly moving toward e-apostille acceptance. But for now, the paper version is your safety net.
Step-by-Step Guide: How to Get an E-Apostille in 2026¶
Option 1: Criminal Record Certificate (Fully Online Through Diia)¶
- Update the Diia app to the latest version
- Log in via BankID or Diia.Signature
- Navigate to: Services - Certificates and Extracts - Criminal Record Clearance
- Select format and check “with apostille”
- Pay (670 UAH for the apostille)
- Wait 10-15 business days
- Get the result in Diia + download the e-apostille
Option 2: Other Ministry of Justice Documents (In Person + E-Apostille Automatically)¶
- Prepare the original document
- Visit the civil registry office or a state notary office
- Submit the application + original + payment receipt (670 UAH)
- Wait 3-5 business days
- Receive the document with a paper apostille
- Go to apostille.minjust.gov.ua - the e-apostille is automatically available for download
Option 3: Ministry of Education Documents (Diplomas, Certificates)¶
- Prepare the original diploma/certificate + supplement
- Visit MON in Kyiv or send by mail
- Pay 670 UAH per document (the diploma and supplement are two separate apostilles!)
- Wait up to 5 business days
- Receive paper apostille only (e-apostille for MON isn’t live yet)
How Much Does It All Cost in 2026¶
| Service | Cost (Individual) | Cost (Legal Entity) |
|---|---|---|
| Apostille per document | 670 UAH (~15 EUR) | 1,160 UAH (~26 EUR) |
| Criminal record certificate via Diia | Free | - |
| Apostille on certificate via Diia | 670 UAH (~15 EUR) | - |
| Document translation with apostille | 300-1,500 UAH (Ukraine) / 30-60 EUR (Germany) | - |
The apostille cost is tied to the subsistence minimum: 0.2 for individuals, 0.35 for legal entities. The subsistence minimum for working-age adults in 2026 is 3,328 UAH. So 670 UAH is the rounded value (3,328 x 0.2 = 665.6 ≈ 670). As MinFin reports, this formula has been in effect since January 1, 2026.
Before May 2025, an apostille cost 51 UAH. Then the price jumped to 610 UAH, and from 2026 - to 670 UAH. That’s the first significant increase in 20 years, and it adds up fast - a package of 4-5 documents costs 2,680-3,350 UAH just for apostilling.
After the Apostille - Translation¶
An e-apostille is just the first step. To submit documents abroad, you still need a translation. And the order matters: apostille first, then translation. The translator must translate both the document itself and the apostille text.
Translation requirements depend on the destination country: - Germany - translation by a sworn translator (beeidigter Übersetzer), searchable at justiz-dolmetscher.de - USA - certified translation with a certificate of accuracy. More on USCIS requirements - Canada - IRCC-certified translation - France - traduction assermentee (sworn translation) - Italy - traduzione giurata with asseverazione
More on the correct “apostille first, then translation” order and why you shouldn’t do it the other way around.
Common Mistakes With E-Apostilles¶
Thinking e-apostille means applying for an apostille online¶
It doesn’t. An e-apostille is an electronic copy of an apostille that’s already been issued. Full online apostille applications through Diia currently work only for criminal record certificates. For everything else, you still bring the original document in person.
Confusing e-apostille availability between the Ministry of Justice and MON¶
For now, e-apostilles are only automatically generated when apostilling through the Ministry of Justice. MON isn’t connected to the Electronic Register yet. So if you apostille a diploma through MON - there’s no e-apostille, only a paper stamp.
Sending only the e-apostille without the paper version¶
Technically legal. Practically - not all foreign offices are ready to work with electronic apostilles. A German Ausländerbehörde in a major city will likely accept it. A small Gemeinde in Bavaria - maybe not. Bring both paper and digital.
Forgetting to check whether an e-apostille is available for their document¶
The e-apostille is only available for documents apostilled through the Ministry of Justice after March 1, 2026. If you got your apostille from MON or apostilled documents before March 2026 - there’s no e-apostille. Paper only.
FAQ¶
Can I get an apostille through Diia without visiting the Ministry of Justice?¶
Only for criminal record clearance certificates, for now. For all other documents (civil registry certificates, notarized documents, court decisions), you need to visit the territorial justice office or a state notary office in person. The Ministry of Justice plans to expand online submissions, but no specific timeline has been announced.
Does the e-apostille cost extra on top of the paper one?¶
No. The e-apostille isn’t charged separately. When you pay 670 UAH for an apostille, you automatically get both paper and electronic versions. It’s one service at one price.
How do I verify an e-apostille using the QR code?¶
Scan the QR code on the paper apostille with your phone camera - a verification page on apostille.minjust.gov.ua will open. Or go to the website and enter the apostille number and issuance date manually. This works for apostilles issued after March 1, 2026.
Does Germany accept the e-apostille?¶
Legally - yes, Germany is a party to the Hague Convention and is obligated to accept legitimately issued e-apostilles. In practice, most major offices (Ausländerbehörde in Berlin, Munich, Hamburg) accept electronic documents without issues. But for safety, always bring a paper copy as well.
Do I need to translate the e-apostille?¶
Yes. The e-apostille is a digital equivalent of a regular apostille. The translator translates both the document and the apostille text - whether it’s paper or electronic. For Germany, the translation must be done by a sworn translator. For the US, any translator with a certificate of accuracy will do.
What if my apostille was issued before March 2026 and there’s no e-version?¶
Apostilles issued before March 1, 2026 don’t have an automatic electronic version in the new register. They remain valid in paper form - nobody’s canceling them. Some older apostilles may have records in the register’s archive section, but the downloadable e-apostille is only available for new ones.
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