You’re in Poland filing for a residence permit and suddenly hear: “bring a family composition certificate - translated and certified.” Or you’re in Berlin applying for Kindergeld and the social services office wants something about your household composition. You go to the CNAP website and discover the certificate officially hasn’t existed since 2019. The panic is understandable but unnecessary - the document exists, it just has a different name now. The key is knowing what’s actually being asked for, where to get it, and how to handle the translation so you don’t have to do it twice.
What Happened in 2019 and Why CNAP Says “We Don’t Have That”¶
The “family composition certificate” in its classic form was a document issued by housing offices (ZhEKs) and district administrations until 2019. It listed all registered household members with their degree of family relationship to the property owner.
By Order №1106 of the Ukrainian Ministry of Social Policy (July 17, 2019), this form was abolished. In its place came the “Certificate of Registered Persons in a Residential Premises (House)” - essentially the same document with an updated name and format, now issued by CNAP centers.
So when a foreign institution requests a “family composition certificate” - you submit this new document. Different names, same substance: who is registered at the address and how each person is related to the others.
What the document contains:
| Section | Content |
|---|---|
| Address | Full address of the residential premises |
| Registered persons | Full name and date of birth of each person |
| Dates | Registration and deregistration dates for each person |
| Relationship | Degree of kinship with the owner/tenant |
| Property details | Type and characteristics of premises (if required) |
As iGov.org.ua explains, this document is issued by local authorities or through CNAP centers and confirms that specific persons are registered at a given address along with their family relationships.
The Certificate of Registered Persons in a Residential Premises is a document confirming the registration of household members at an address and their family relationships with each other and with the property owner.
One more detail worth knowing: before 2019, Ukraine had several different forms - Form №3 (registration certificate), ZhEK certificate on registration, family composition certificate from the civil registry office (RACS). Today the single valid form is the registered persons certificate from CNAP. If you have an old “Form №3” or “ZhEK certificate” - foreign authorities may accept it if recent, but it’s more reliable to get the current form.
How to Get the Document - Whether You’re in Ukraine or Already Abroad¶
If You’re Still in Ukraine¶
The certificate is issued by the CNAP (Center for Administrative Services) at your place of registration. What to bring:
- Passport or ID card
- Tax identification number (RNOKPP)
- Document confirming right of ownership or residence (rental agreement, property ownership certificate)
- Birth certificates for children under 14
- If needed: passports or consent from other registered persons
Processing time: usually 1-3 business days, same-day at some CNAP offices. The service is free or has a nominal fee (up to 50 UAH administrative charge).
For private houses: if you’re registered at a private house where records were maintained through an old ZhEK or house register - check with the local CNAP or local authority, as they may keep separate records.
Tip: get 2-3 copies at once if you’re submitting to multiple institutions. Each copy will have its own original signature and seal - and each can be apostilled separately.
If You’re Already Abroad¶
Two practical options:
Via power of attorney. You execute a notarized power of attorney for a relative or acquaintance in Ukraine, and they request the certificate from CNAP on your behalf. The power of attorney can be executed at the Ukrainian consulate in your country of residence - there’s an online booking system, usually wait 2-4 weeks. Or through a local notary with an apostille and translation for sending to Ukraine.
Via Diia. Some certificates are available in electronic form through the Diia app or the diia.gov.ua portal. But here’s the critical point: an electronic certificate with a QR code doesn’t work for most foreign institutions. An apostille can only be placed on documents with a live signature and seal, not on a printed PDF with a QR code. So if you need an apostille + translation package, order a paper certificate from CNAP with original signatures.
If nobody is available in Ukraine: some legal and translation companies offer an “obtain documents on your behalf” service - you provide a power of attorney (executed at the consulate), they use their representative to get the certificate from CNAP, apostille it, and send it to you. This costs an additional 1000-2500 UAH beyond the document itself, but removes the organizational headache.
If You Have No Permanent Registration Due to Displacement¶
If you’re an internally displaced person who is deregistered or has temporary registration only, CNAP can issue a certificate based on temporary registration or an IDP certificate. But if family members are registered at different addresses, the document may not show the complete household composition.
In that case, some foreign institutions accept a set of documents instead of a single family composition certificate: marriage certificate + children’s birth certificates + IDP certificates showing a shared residential address. You need to check this possibility directly with the specific institution.
When and Why This Document Is Required Abroad¶
An important point: the family composition certificate isn’t a standard document in most immigration packages, unlike birth certificates or marriage certificates. There are specific situations where you need it - and you need to know exactly which ones apply to you.
Social Benefits in the EU¶
This is the most common scenario. When applying for: - Poland’s 800+ child benefit - Germany’s Kindergeld - Austria’s Kinderbeihilfe - Czech přídavky na dítě - Slovakia’s prídavok na dieťa
Social services may request confirmation that you and your child actually live together and are members of the same household - especially when submitting documents under rules for sending benefits to Ukraine (when part of the family remained there). The registered persons certificate is one of the standard ways to prove this.
School and Kindergarten Enrollment¶
In a number of municipalities in Poland, Czech Republic, and Slovakia, enrolling a child in a municipal school or kindergarten requires proof of residential address and family composition - especially if the child is enrolling outside their assigned district.
Residence Permit Extensions and Changes in Poland¶
In Poland, some voivodeships ask for household composition documentation when reviewing a temporary residence permit extension or a change of grounds (for example, from humanitarian to family-based). The exact document list varies by voivodeship - check with the specific urząd wojewódzki or their website.
Banking and Insurance¶
Some banks in the EU request household composition when opening a family account or setting up family insurance. Insurance companies may also need it when calculating family premiums or registering dependents.
Ukrainian Consular Services¶
For certain consular services abroad - such as renewing a child’s passport - the Ukrainian consulate may request documents confirming registration in Ukraine.
As Intertranslate translation bureau notes:
Family composition certificates are requested abroad when submitting documents for family reunification, applying for social benefits, enrolling children in educational institutions, and registering with migration authorities. In most cases, the Ukrainian certificate is not accepted without a translation, and for some countries - without an apostille or full consular legalization.
Translation Requirements by Country¶
This is where most mistakes happen: people order a translation “just from a bureau” without certification, then discover it’s rejected. Here are the specific requirements for the main destinations.
Poland¶
Poland requires a sworn translation (tłumaczenie przysięgłe) - performed only by a translator registered with Poland’s Ministry of Justice. The list of translators is on the Polish MoJ website. You can filter by language pair (ukraiński-polski) and find translators who accept online orders.
An apostille between Ukraine and Poland is officially not required thanks to the bilateral legal assistance treaty of 1993. But in practice, some Polish institutions (especially in the immigration sphere) may still require one. If in doubt - get it apostilled: it won’t invalidate the document and may save you a second trip.
A Polish sworn translator can be found directly in Poland or through Ukrainian translation bureaus that have accredited Polish sworn translators. Most accept document scans online and send the translation by post.
Practical tip: if you’re already in Poland - order the translation directly from a tłumacz przysięgły to avoid questions from Polish authorities. If you’re in Ukraine - check whether the bureau has an accredited Polish sworn translator (not just “a Polish translator”), because Poland only recognizes translation by a tłumacz przysięgły, not a translation from a regular translator with a notary.
Germany¶
The situation here is more complex. For official procedures with state authorities, Auswärtiges Amt requires that documents not in German be accompanied by a certified translation from a vereidigter Übersetzer / öffentlich bestellter Übersetzer - a translator sworn in at a German federal court. Find one at justiz-dolmetscher.de - a database of court translators across all German federal states.
Critical nuance: there are no sworn translators in Ukraine under the German system. Ukrainian sworn translators took their oath in Ukraine, not Germany. So for official procedures at the Ausländerbehörde, Standesamt, or in court - you need a translator from the registry of the relevant German federal court.
For social services (Sozialamt, Jobcenter, Jugendamt) requirements are often softer: a notarized translation from a Ukrainian bureau plus an apostille on the original may be accepted. But each institution decides on its own - better to call ahead and ask specifically.
An apostille for Germany - required if the translation is done in Ukraine. It’s issued by Ukraine’s Ministry of Justice through CNAP - cost 200-500 UAH, processing 1-5 business days.
Czech Republic, Austria, Slovakia¶
Requirements are similar to Poland: sworn translation from a translator registered in the relevant registry. For Czech Republic: seznam.justice.cz (registry of court translators and interpreters). For Austria: sdgliste.justiz.gv.at. An apostille on the original document is usually also required.
France, Belgium, Netherlands, Spain¶
These countries require translation from a traducteur assermenté / beëdigd vertaler / traductor jurado - a translator appointed by the relevant court or officially certified. An apostille is mandatory. For Spain: traductor jurado MAEC (Spanish Ministry of Foreign Affairs).
USA (USCIS)¶
USCIS for most applications requires a certified translation - a translation with a signed statement from the translator attesting completeness and accuracy. Notarization or apostille are NOT required.
According to USCIS Policy Manual, Volume 1, Chapter 3:
Any document containing foreign language submitted to USCIS shall be accompanied by a full English language translation which the translator has certified as complete and accurate, and by the translator’s certification that he or she is competent to translate from the foreign language into English.
Keep in mind that in U.S. immigration, the family composition certificate is rarely a required document on its own. USCIS generally relies on birth certificates and marriage certificates to prove family relationships. Check the exact document requirements for your specific petition type.
Canada (IRCC)¶
Canada is not a member of the Hague Convention and does not recognize apostilles. Instead, consular legalization is required: first authentication by Ukraine’s Ministry of Foreign Affairs, then by the Canadian consulate.
For some applications, IRCC accepts certified translations from accredited translators who are members of Canadian translation associations (ATIO/CTTIC). Specific requirements for each application type are in the official IRCC guides.
UAE, Qatar, and Other Gulf Countries¶
Apostilles are not recognized - full consular legalization is required: Ukraine’s Ministry of Justice → Ukraine’s Ministry of Foreign Affairs → Embassy of the destination country in Ukraine. This process takes 2-4 weeks and costs 2000-5000 UAH including all fees.
Comparison Table by Country¶
| Country | Translation type | Apostille | Notary |
|---|---|---|---|
| Poland | Sworn (tłumacz przysięgły) | Usually not required | Not required |
| Germany (state bodies) | Vereidigter Übersetzer (DE) | Required if from UA | Sometimes |
| Germany (social services) | Notarized (UA) + apostille | Required | Required |
| Czech Rep. / Austria | Sworn per local registry | Required | Not required |
| France / Spain | Traducteur assermenté / Traductor jurado | Required | Not required |
| USA (USCIS) | Certified translation | Not required | Not required |
| Canada (IRCC) | Certified (ATIO/CTTIC) | Not recognized (consular leg.) | Depends |
| UAE / Qatar | Notarized + consular legalization | Not recognized | Required |
Types of Certification - Which One Do You Actually Need¶
“Notarized”, “sworn”, “certified” - the terminology confusion is one of the main causes of ordering mistakes. Here’s a clear explanation of each type.
Bureau-certified translation¶
The translator signs the translation, the bureau stamps it with a company seal. The cheapest option. Works for internal use or when official certification isn’t required. NOT accepted by most countries’ government bodies.
Notarized translation¶
The translator signs the translation, a notary authenticates the translator’s signature - but doesn’t vouch for translation quality, which is an important distinction. Works for some EU institutions together with an apostille. Cost: translation fee + 300-500 UAH for notarization.
Sworn translation¶
Performed only by a translator who has taken an official oath and is registered in a state registry. The translator personally bears full legal responsibility for accuracy - it’s not just a signature, it’s an official statement with legal consequences. Accepted by government bodies in Poland, Czech Republic, Austria, Slovakia.
Vereidigter Übersetzer for Germany¶
Translation from a translator registered in the registry of German federal courts. Only this type carries the highest legal standing for official procedures in Germany. If you’re in Germany - find a vereidigter directly through justiz-dolmetscher.de.
Certified translation (USA, Canada, Australia)¶
Translation with a signed statement from the translator attesting accuracy. No notary needed, no apostille needed. Standard for USCIS, IRCC (with an accredited translator), and Australia’s Department of Home Affairs.
For USCIS translations you can order online - for example through ChatsControl: you upload the document, AI generates a draft, a human translator reviews and signs a certified statement, and you receive the finished PDF by email. Works well for standard, legible documents, at a lower cost than a traditional bureau ($25-50 per document) and delivered in 2-4 hours. But for sworn translations in Poland or vereidigter in Germany - an online service doesn’t replace a translator from the appropriate state registry.
Apostille - Required or Not, and When to Get It¶
An apostille is a special stamp confirming the authenticity of the signature and seal of the person who issued the document. It’s issued by Ukraine’s Ministry of Justice through CNAP or a notary.
Cost: 51-500 UAH depending on CNAP and urgency Processing: 1-5 business days; expedited service available (24-48 hours) for an extra fee Where to get it: CNAP at the location where the document was issued, or any notary providing apostille services
Where an apostille is required: most member states of the 1961 Hague Convention - a list of over 120 countries. For a family composition certificate, this includes Austria, Bulgaria, Spain, Netherlands, France, UK, Czech Republic, Slovakia, Hungary, Romania, Croatia, Slovenia, and others. Also Germany - if the translation isn’t ordered directly from a vereidigter translator in Germany.
Where an apostille isn’t required or recognized: - Poland - bilateral treaty with Ukraine (but some specific institutions may still ask - check first) - Canada - not a Hague Convention signatory, apostille not recognized, consular legalization required - UAE, Qatar, Bahrain - also require consular legalization
Critical order of operations: apostille first, translation second. The apostille goes on the original document, and the translator then translates the apostille text along with the document body. If you order a translation without an apostille and then find out you need one - you’ll need to redo the translation, or at minimum have the translator add the apostille text.
For detailed guidance on timing and sequencing, read our guides on apostille or translation - which comes first and apostille costs and timelines in Ukraine.
EU Regulation 2016/1191 - Does It Help You¶
There’s something most people don’t know that might simplify your situation if you’re submitting documents between EU countries.
EU Regulation 2016/1191 (in force since February 2019) eliminated the apostille and legalization requirement for civil status documents between EU member states - birth certificates, marriage certificates, death certificates, name change certificates, and similar. But documents not in that specific list - and a family composition certificate isn’t on it - fall outside the regulation’s scope.
The regulation also introduced multilingual standard forms (IMB forms) for civil status documents that require no translation at all. But a family composition certificate isn’t a civil status document - it’s an administrative certificate, so IMB forms don’t apply to it either.
Bottom line: Regulation 2016/1191 won’t help with your family composition certificate - you’ll need the standard route: apostille + translation. But if you’re also preparing a birth or marriage certificate for submission to another EU country, the apostille might be unnecessary for that document - check it separately.
Costs and Timelines¶
Approximate prices for a 1-2 page certificate. Data from Kyiv and Warsaw translation bureaus, 2026.
| Option | Translation | Notary | Apostille | Total | Timeline |
|---|---|---|---|---|---|
| Bureau-certified (Polish) | 350-600 UAH | - | - | 400-700 UAH | 1-3 days |
| Notarized (Polish) | 350-600 UAH | 300-500 UAH | - | 700-1100 UAH | 2-4 days |
| Sworn in Poland (PLN) | 60-120 PLN | - | - | 60-120 PLN | 2-5 days |
| Notarized + apostille (English) | 400-600 UAH | 300-500 UAH | 200-500 UAH | 900-1600 UAH | 5-10 days |
| Notarized + apostille (German) | 600-800 UAH | 300-500 UAH | 200-500 UAH | 1100-1800 UAH | 5-10 days |
| Vereidigter in Germany (EUR) | from 60-80 EUR | - | - | from 60-80 EUR | 3-7 days |
| Consular legalization (UAE/Canada) | +2000-4000 UAH | - | - | additional | +2-4 weeks |
Express processing (24-48 hours) typically costs 50-100% more than the standard rate.
Translator-to-translator pricing can vary significantly - vereidigter translators in Berlin and Munich may charge 80-120 EUR per page, while in smaller cities it might be 50-70 EUR. If you have time, compare a few options before committing.
Tip: if you’re abroad and can’t retrieve the document yourself, some translation bureaus offer a full-service package: they help obtain the certificate via power of attorney, apostille it, translate it, and send you the complete package by post or as a scan for electronic submission. More convenient than coordinating each step yourself.
Common Mistakes and How to Avoid Them¶
Mistake 1: Ordering without checking the required type. “I need this certificate translated into Polish.” But what kind of certification? Bureau stamp, notarized, sworn? The difference in cost and legal standing is significant. Before ordering, call or write to the institution you’re submitting to and ask: “what type of translation certification do you require?” Three minutes of clarification can save a week and €100+.
Mistake 2: Apostille after translation instead of before. Correct order: apostille on the original first, then translation that includes the apostille text. If you order a translation without an apostille and then realize you need one - you’ll need to redo the translation.
Mistake 3: Electronic Diia certificate. For the vast majority of foreign institutions, a printed PDF with a QR code doesn’t work. You need a paper original with a live signature and seal - only that can be apostilled.
Mistake 4: Expired document. Most institutions want a certificate no older than 3-6 months because household composition may have changed. If you have an old certificate - get a new one before ordering the translation.
Mistake 5: Incomplete translation. A complete translation means translating EVERYTHING: the issuing authority’s name, the date, stamps, official’s signature, and the apostille text if present. An incomplete translation is one of the most common reasons for rejection at embassies and government offices. Some bureaus do “abbreviated” translations to cut costs - verify upfront that everything will be translated.
Mistake 6: Wrong translator type for Germany. A sworn translator in Ukraine is not the same as a vereidigter Übersetzer in Germany. A Polish urząd may accept a Ukrainian sworn translation, but the Ausländerbehörde in Germany may not - they are different systems with different registries.
Checklist: Before You Order a Translation¶
Save this list - it will help you avoid wasting money:
- [ ] Confirm with the receiving institution what type of translation certification they require
- [ ] Check whether an apostille is required for your destination country
- [ ] Ensure the certificate was issued no more than 3-6 months ago (depending on requirements)
- [ ] Order a paper certificate with live signatures (not an electronic one)
- [ ] If an apostille is needed - get it first, then order the translation
- [ ] Confirm the translation will be complete (including stamps, signatures, apostille text)
- [ ] Verify the translator has the correct status for your destination country (sworn PL, vereidigter DE, traducteur assermenté FR, etc.)
FAQ¶
How much does a sworn translation of this certificate cost in Poland?¶
A sworn translator (tłumacz przysięgły) in Poland charges 30-60 PLN per standard page (up to 1800 characters). The registered persons certificate is usually 1-2 pages, so the full cost is 60-120 PLN plus postage if sent by mail. Most sworn translators accept document scans online.
Do I need an apostille if submitting to Poland?¶
Ukraine and Poland have a bilateral legal assistance treaty that waives the apostille requirement for civil status documents. But some Polish institutions (especially in the immigration sphere) may still require it - depending on the specific body and procedure. If in doubt - apostille it: it won’t invalidate the document and may avoid unnecessary complications.
Can I order the translation online without leaving home?¶
Yes, most translation bureaus accept scans and send the completed translation by post or courier. For certified translation (USA, Australia) - online services work completely. For sworn translations (Poland, Czech Republic) - the translator doesn’t require your physical presence either, but you need a translator from the relevant state registry. For vereidigter translators in Germany - most also accept scans online.
Can I use a certificate that’s 2 years old?¶
Usually not. Most institutions want a document no older than 3-6 months since household composition may have changed. If you have an old certificate - get a new one before ordering the translation.
What if I’m a displaced person with no permanent registration?¶
CNAP can issue a certificate based on temporary registration or an IDP certificate. But if family members are registered at different addresses, the document may not reflect the complete household. In that case, check with the institution whether they’ll accept a set of separate documents: marriage certificate + children’s birth certificates + IDP certificates - instead of a single family composition certificate.
The requirement says “notarized translation” - is that the same as a sworn translation?¶
No, these are different things. A notarized translation means a notary authenticates the translator’s signature but doesn’t vouch for translation quality. A sworn translation means the translator personally bears full legal responsibility for accuracy and holds official status in a state registry. For Poland, Czech Republic, and Austria you need a sworn translation - not just a notarized one.
Do I need to translate the entire document including stamps and seals?¶
Yes, absolutely. The translation must be complete: every stamp, every seal, the official’s signature, the issuing authority’s name, dates, and the apostille text if present. Any incompleteness is grounds for rejection.
Want to learn more about preparing documents for specific countries? Read our guides on translating documents for family reunification in Germany, translating documents to prove family relationships for immigration, and apostille on Ukrainian documents for the USA and Canada.
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