Translating a Ukrainian EDR Extract for Business Registration: Step-by-Step Guide

You’re registering a GmbH in Frankfurt. The notary asks for the equivalent of a Handelsregisterauszug - an official extract from the Ukrainian company register. You download the free PDF from usr.minjust.gov.ua, hand it to a Kyiv translator, and a week later the notary sends it back: “Das ist keine beglaubigte Übersetzung.” It turns out an electronic extract can’t be apostilled, and the translator needs to be a vereidigter Übersetzer - someone who took an oath in a German court, not in Ukraine. Three weeks lost, several hundred euros wasted.

This happens all the time - and not just in Germany. Translating a Ukrainian EDR extract looks simple: get it, translate it, done. But between “get it” and “done” there are several steps where most people go wrong. Here’s each one.

What the Ukrainian EDR Extract Is and What It Contains¶

EDR stands for Єдиний державний реєстр - the Unified State Register of Legal Entities, Individual Entrepreneurs and Public Organizations. It’s the public database maintained by Ukraine’s Ministry of Justice, holding records on every officially registered company and entrepreneur in the country. The register has existed since 2004 under Law No. 755-IV of May 15, 2003.

An EDR extract is the official document confirming a company’s or sole trader’s current status. A foreign partner, bank, or registry wants to know: this company exists, it’s active, and here’s who runs it.

A standard extract contains:

A typical extract for a small LLC runs 2-4 pages. For companies with multiple founders or a long list of activity codes - up to 6-8 pages.

Free electronic vs official paper extract¶

This is the first point where most people go wrong, so let’s be specific.

Free electronic extract - generated instantly at usr.minjust.gov.ua or through the Diia app. Contains the same data as the paper version but with a QR code for online verification instead of a live signature. Fully legally valid in Ukraine. For most domestic purposes - banks, business partners, government bodies - the electronic version is enough.

Official paper extract - ordered through a CNAP service center, notary, or state registrar. Contains a live signature and official stamp of the registrar. Costs approximately 50-500 UAH depending on the service center and region. Issued within 1-3 business days.

Critical: an apostille can ONLY be placed on the official paper extract. Apostilles cannot be placed on an electronic printout - this is a technical requirement of the Hague Convention. If you need an apostilled extract for Germany, Poland, France, or any other Hague country - you start with the paper version.

When You Need a Translated EDR Extract¶

A translation is needed whenever a foreign institution needs to verify your company’s status. The most common situations:

Registering a business abroad. Opening a subsidiary or branch office requires proof that the parent Ukrainian company exists and is in good standing. For the Handelsregister in Germany, KRS in Poland, or Companies House in the UK - the EDR extract is the foundational document.

Opening a corporate bank account. EU banks are required to run KYC/AML checks. Deutsche Bank, ING, Raiffeisen, Sparkasse - all require a current, translated, and certified extract from the company registry. Some want it no older than 30 days; others accept 90.

EU public procurement. Public tenders under EU Directive 2014/24/EU require proof of the bidder’s legal registration. An EDR extract is the standard way to provide it for Ukrainian companies.

Business visas and residence permits. Long-term D visas and entrepreneur-type residence permits in most EU countries require proof that you’re the owner or director of an actually operating company.

Notarial transactions abroad. If the company is signing a property purchase, lease, or partnership agreement through a foreign notary - that notary usually asks for a translated extract to verify the signatory’s authority.

Investor due diligence. Foreign investors check the company before committing money. A translated EDR extract is a standard part of any DD document package.

What Translation Types Exist and Which One You Need¶

This is where confusion hits almost everyone, so here’s a plain explanation.

Sworn translation in Ukraine¶

A sworn translator (присяжний перекладач) in Ukraine personally certifies the accuracy of their translation with their signature and official seal. The translator’s oath is taken under Ukrainian Law on the Judiciary and the Status of Judges.

Suitable for: some EU banks, international contracts where there’s no requirement for a local translator, in combination with an apostille.

Not suitable for: business registration in Germany, France, Spain, and several other countries - those require a translator sworn in by THEIR court, not Ukraine’s.

Notarially certified translation in Ukraine¶

An older and still common format: a translator produces the translation, a Ukrainian notary certifies the translator’s signature. Legally, the notary isn’t confirming translation quality - only that the signature is genuine. For most EU countries, this doesn’t replace the requirement for their own sworn translator.

Local sworn translator in the destination country¶

For registration in the Handelsregister, KRS, Companies House, or Registro Mercantil - a translator sworn in that specific country is usually required:

• Germany: vereidigter Übersetzer (database at justiz-dolmetscher.de)
• Poland: tłumacz przysięgły (Ministry of Justice registry)
• Spain: traductor jurado (MAEC-appointed)
• France: traducteur assermenté (appointed by the Court of Appeal)

If you use a local sworn translator - an apostille on the extract may still be required, but the translation itself will be accepted without question.

The “apostille + Ukrainian sworn translation” approach¶

There’s an effective alternative to using a local sworn translator: apostille the official paper extract in Ukraine, then order a Ukrainian sworn translation. Most foreign registries and banks accept this package (apostilled original + Ukrainian sworn translation) - but verify this with the specific institution before assuming.

As noted in Hague Convention implementation practice: an apostille authenticates the document and the signature of the issuing authority, but has no bearing on the translation. Translation and apostille are two separate steps that don’t substitute for each other.

Step-by-Step: From Extract to Ready Package¶

Step 1. Find out what the specific institution actually requires¶

Before ordering anything - establish the exact requirements:

• Which translation form do they accept? (local sworn translator vs Ukrainian sworn + apostille)
• How fresh must the extract be? (30 days, 90 days, “current”)
• Do they need the apostille on the translated document, or is apostille on the original enough?
• How many copies?

These questions will save weeks. Send them in writing to the registrar or bank before you order a single document.

Step 2. Get the official paper extract from the EDR¶

If an apostille or official document is needed for a foreign institution - paper is required, not electronic.

Where to order: - CNAP (administrative services center) - available in any city in Ukraine - A notary authorized for registration actions - State registrar

Timeline: 1-3 business days. Cost: 50-500 UAH.

If you’re abroad - you can order via a trusted person holding a notarially certified power of attorney, or through some CNAP centers that offer online services.

Step 3. Get the apostille (if required)¶

The apostille is applied by Ukraine’s Ministry of Justice or authorized notaries on documents issued within the MoJ system - and EDR extracts fall exactly into that category.

How to apply: - Through the MoJ portal - Through a CNAP service center - Through a notary (some notaries have this authority) - Through a trusted person with a power of attorney

Cost: approximately 1,700 UAH in state fees (check the current amount at the MoJ website - it changes). Standard processing: 5 business days. Expedited (1-2 days): through an intermediary, 3,000-5,000 UAH total.

Note: an apostille has no expiry date - it certifies the registrar’s signature and seal, not the current accuracy of the data. If the extract is too old to satisfy an institution’s freshness requirement, that’s a problem with the extract date, not the apostille.

Step 4. Order the translation¶

Options depending on the destination country:

Option A: local sworn translator Take the apostilled extract (or non-apostilled if the institution doesn’t require it) and send a scan to a sworn translator in the destination country. They translate and certify with their official seal. Price: 30-60 EUR per page in Germany, 80-120 PLN in Poland.

Option B: sworn translator in Ukraine A Ukrainian sworn translator produces the translation and certifies it with their signature and seal. Price: 200-400 UAH per page + 150-300 UAH for certification = 800-2,000 UAH for a 3-4 page extract. Suitable for banks and partners in combination with an apostille.

Option C: online service with a sworn translator If you’re abroad or want to save time - you can upload a scan of the extract to an online service like ChatsControl. AI produces a draft, then a sworn translator in Ukraine reviews and signs it. Price is comparable to offline bureaus; turnaround is 2-4 hours instead of 2-3 days. Works when the institution accepts a Ukrainian sworn translator (with apostille). Doesn’t work if they specifically require a vereidigter Übersetzer or traducteur assermenté from their own country.

Step 5. Check before submitting¶

Three things to verify manually:

1. Director’s name: the transliteration in the translation must exactly match the name in the passport you’ll be submitting alongside it. If the passport says “PETRENKO IVAN OLEKSANDROVYCH” - the translation must be identical, not “Ivan Petrenko” without the patronymic.

2. Company name: some translators translate the name literally (ТОВ “Сонце” → “Sontse LLC”); others leave it in Ukrainian in quotes. Ask the registrar which form they prefer before the translation is done.

3. Extract date: if the institution requires freshness within 30 or 90 days - count from the extract’s issue date, not the translation date.

Country Requirements¶

Note: bank requirements often differ from registry requirements even in the same country. Deutsche Bank and Commerzbank, for example, typically accept certified translations from any qualified translator - unlike the Handelsregister, which insists on a vereidigter Übersetzer. Always confirm with the specific institution.

Germany details¶

A vereidigter Übersetzer is someone who took an oath before a Landgericht (regional court) and received authorization to certify translations with an official seal. Don’t confuse this with a “sworn translator” in Ukraine - these are different oath systems in different jurisdictions.

You can find vereidigter Übersetzer for Ukrainian-German on justiz-dolmetscher.de - the official database of state justice ministries. There are currently around 130-150 specialists for the Ukrainisch-Deutsch language pair.

Important: if you already have an apostilled EDR extract, many vereidigter Übersetzer will accept a scan for translation and send the finished document by mail. A personal visit is not required.

Poland details¶

Poland is one of the most popular destinations for Ukrainians registering a business. The KRS (Krajowy Rejestr Sądowy) for sp. z o.o. or spółka akcyjna requires either a translation by a tłumacz przysięgły, or an apostilled extract + sworn Ukrainian translation. The second option is cheaper and faster. The registry of tłumaczy przysięgłych is maintained by Poland’s Ministry of Justice.

Freshness requirement for KRS: not formally standardized, but registrars want a document no older than 3 months. Banks (PKO, ING, mBank) typically want 30-90 days.

United Kingdom details¶

The UK is the most flexible major destination. Companies House accepts “certified translations” - a translated document accompanied by a signed statement from the translator confirming their competence and the accuracy of the translation. No specific qualification or official registration is required. No apostille is needed either (the UK is a Hague country but KYC practice has evolved to accept non-apostilled documents for most commercial purposes).

That said, individual banks may have stricter requirements - always check directly.

Prices and Timelines¶

Typical budget for opening a bank account in Poland: paper extract (300 UAH) + apostille (1,700 UAH) + Ukrainian sworn translation (1,500 UAH) = 3,500 UAH (~80 EUR) and 8-12 business days.

Typical budget for registering a GmbH in Germany: same as above + translation by vereidigter Übersetzer (120-150 EUR) = ~220-240 EUR and 10-20 days.

Common Mistakes¶

Mistake 1: downloading the free PDF instead of the official paper extract. Electronic extracts can’t be apostilled. If the institution requires an apostille - stop and order the paper version before anything else.

Mistake 2: confusing extract freshness with apostille freshness. An apostille doesn’t expire - it certifies the registrar’s signature. But the extract itself ages - an institution may reject a document if the company status data is 4 months old. Order the extract once you know the exact submission date.

Mistake 3: not aligning name transliteration across documents. The director’s and founders’ names in the translation must match exactly how they appear in every other document in the package. If the passport says “Viktoriya” and the translation says “Viktoriia” - those are treated as different names. Agree on the transliteration convention before ordering.

Mistake 4: ordering notarially certified instead of sworn translation. A notary certifies the translator’s signature, not the quality of the translation. Some EU countries explicitly require a sworn translator, not simply a notarially certified one. These are different things.

Mistake 5: forgetting a second copy. Some registries and banks take the original package and don’t return it. Order two translation copies upfront - one for the registrar, one for your records.

Mistake 6: leaving KVED codes untranslated. KVED (Klasyfikatsiya vydiv ekonomichnoi diialnosti - the Ukrainian classification of economic activities) is the Ukrainian equivalent of NACE codes. A translator must translate the activity descriptions, not just leave the numeric codes “62.01”, “63.11”, etc. Foreign banks and registries read the descriptions; they don’t look up what a KVED code means. If your finished translation shows only numbers - ask for a redo.

As one of our clients found out after two weeks waiting on the Handelsregister: the notary rejected the translation because the director’s name appeared as “Oleksandr” in the EDR extract and “Alexander” in the passport. Two different forms of the same name - two weeks of delay. A single pre-submission check would have caught this.

When One Extract Isn’t Enough¶

For a full business registration abroad, the EDR extract is just one document in the package. You’ll typically also need:

• Articles of association (translated + apostilled)
• Founders’ meeting resolution authorizing the foreign subsidiary
• Power of attorney for the representative (notarially certified + apostilled)
• Passports of director and founders (translated, apostilled in some countries)
• Tax debt clearance certificate (for some registries)

For the complete picture on corporate document packages for business registration abroad, see our full guide to translating corporate documents.

Also worth understanding: the correct sequence - apostille before or after translation - to avoid redoing work.

FAQ¶

Can the free electronic EDR extract be apostilled?¶

No. An apostille can only be placed on the official paper extract - the one with a live signature and official stamp from the state registrar. The free PDF from usr.minjust.gov.ua or the Diia app contains only a QR code for electronic verification; Ukraine’s Ministry of Justice doesn’t apostille it. If you need an apostille - order the official paper version.

How fresh does the EDR extract need to be for opening an EU bank account?¶

It depends on the bank. Most banks in Poland, Czech Republic, and Estonia accept extracts no older than 3 months (90 days). Some Austrian and Swiss banks want 30 days. Some have no explicit requirement, though fresher is always safer. Confirm with the specific bank before ordering.

How much does an EDR extract translation cost in Ukraine?¶

For a 2-4 page extract: a translation bureau or sworn translator charges 800-2,000 UAH. Add approximately 1,700 UAH for the apostille. The full package (paper extract + apostille + sworn translation) runs 3,500-5,000 UAH (~80-120 EUR).

Do EU institutions accept an EDR extract without an apostille?¶

Depends on the institution type. Some EU banks (particularly those actively opening accounts for Ukrainian businesses) accept a sworn Ukrainian translation without an apostille - they consider the translation certification sufficient. Company registries (Handelsregister, KRS) typically want either an apostille or a translation by their own country’s sworn translator. Without an apostille, the rejection risk from a registry is higher.

Can the translation be ordered online from abroad?¶

Yes. If you have a scan of the official extract - the translation can be ordered online. A Ukrainian sworn translator receives the scan, produces the translation, certifies it with signature and seal, and sends the finished document by mail or courier. Timeline: 2-5 days including delivery. The apostille, however, requires the original paper document - organize that before leaving Ukraine, or handle it through a trusted person with a power of attorney.

Does a sole trader (ФОП) also have an EDR extract?¶

Yes - individual entrepreneurs (ФОП, FOP) are registered in the EDR just like legal entities. An FOP extract is shorter - typically 1-2 pages and contains: full name, individual tax number (RNOKPP), address, registration date, KVED activity codes, and status. Translation follows the same rules, but notarial certification requirements may vary by country.

Do the KVED activity codes in the extract need to be translated?¶

Yes. The translator must translate the text descriptions of the economic activities, not just leave the numeric codes. A foreign bank or registry won’t look up what “62.01” means - they read the descriptions. If a finished translation shows only numbers without descriptions, ask for a corrected version.