You left Ukraine in February 2022 with one suitcase and documents on your phone. Or maybe without them - because when a shell hits your building, you don’t think about paperwork. Now you’re in Germany, you need to apply for a residence permit, enroll your kid in school, get your degree recognized - and you’ve got no documents. No birth certificate, no diploma, no marriage certificate. Sound familiar? This guide is for you.
Which documents can be restored and where¶
Good news right away: almost all documents can be restored. Even if the originals burned down, even if they’re stuck in occupied territory, even if you’re abroad. Ukraine has set up several parallel restoration mechanisms since the war started - so people don’t have to travel to a war zone for a piece of paper.
Here are the main document types and where to go:
| Document | Where to apply | Can you do it remotely? |
|---|---|---|
| Birth certificate | Civil registry (DRACS), CNAP, Diia | Yes - via Diia or consulate |
| Marriage certificate | Civil registry (DRACS), CNAP, Diia | Yes - via Diia or consulate |
| Divorce certificate | Civil registry (DRACS), CNAP, Diia | Yes - via Diia or consulate |
| Ukrainian passport | State Migration Service, DP “Document” | Yes - via consulate or DP “Document” abroad |
| International passport | DP “Document” | Yes - via consulate |
| University diploma | University or Ministry of Education (MON) | Partially - application by mail or email |
| School certificate | School or local education department | Partially - application by mail |
| Driver’s license | MVS Service Center | No - requires personal presence |
| Property documents | Notary, CNAP, court | Via authorized representative |
Restoring via Diia - the fastest way¶
If you have access to the Diia app and a verified electronic signature (Diia.Pidpys, BankID, or KEP) - this is the easiest path for restoring birth, marriage, divorce, and name change certificates.
How it works¶
- Open the Diia portal or app
- Select “Reissue of certificate”
- Fill out the electronic application (5 minutes)
- Pay the state fee online
- Choose how to receive it: pick up at the nearest civil registry office or delivery by Ukrposhta
Timeline: up to 3 business days.
Cost: state fee is 0.51 UAH (yes, that’s not a typo), plus civil registry service fees - total comes to about 200 UAH (~5 euros). That’s for a reissued certificate, not an extract.
Catch for those abroad: Diia only works with a Ukrainian phone number and BankID. If you’ve already switched to a German SIM card, you might need to restore access via KEP or through the consulate.
Restoring via CNAP or civil registry office¶
If Diia doesn’t work for you - head to any DRACS (civil registry office) or CNAP (administrative services center). Key word here is “any”: since 2022, you can apply wherever you actually live, not where you’re registered.
What to bring:
- Any ID document (even an electronic passport in Diia counts)
- A copy of the lost document (if you have one - a phone photo works too)
- Application form (filled out on the spot)
Timeline: up to 5 business days via CNAP, up to 1 month if a request to another region is needed.
Important: if you’re an internally displaced person (IDP), the process is simplified. Many cities have dedicated IDP support points that help with document restoration for free.
Restoring via the Ukrainian consulate in Germany¶
For those who can’t or don’t want to travel to Ukraine - there’s the consular route. Germany has 5 Ukrainian diplomatic missions: the embassy in Berlin plus consulates general in Frankfurt, Munich, Hamburg, and Düsseldorf.
What you can get through the consulate¶
- Duplicate birth certificate
- Duplicate marriage / divorce certificate
- Extract from the civil status registry
- Notarial services
What you’ll need¶
- Valid international passport (or internal passport)
- Meldebescheinigung (German registration certificate) translated into Ukrainian
- Copy of the lost document (if available)
- Copy of your tax ID number (if available)
Consular fee: 9 euros for processing the application + 73 UAH (~2 euros) for issuing the registry extract.
Timeline: 1 to 3 months. The consulate doesn’t issue the document itself - it sends a request to Ukraine, receives the response, and issues the duplicate. Slower than Diia, but doesn’t require a trip.
Booking an appointment: through the online booking system on the embassy website. Queues can be long - book 2-4 weeks in advance.
Restoring a university diploma¶
Diplomas are trickier than birth certificates. There are a few different scenarios.
Scenario 1: Your university is still operational and accessible¶
Apply directly to your university for a duplicate. You’ll need:
- Application addressed to the rector
- Passport copy
- Copy of the lost diploma (if you have one)
- Document confirming why you lost it (destruction certificate, IDP status)
The university checks the data in EDEBO (Unified State Electronic Database on Education - a registry that stores information about all diplomas issued after 2000) and issues a duplicate.
Scenario 2: Your university is closed, relocated, or in occupied territory¶
Send an application to the Ministry of Education and Science (MON):
- By mail: 01135, Kyiv, Peremohy Ave, 10
- By email: ez@mon.gov.ua
MON will identify a successor institution to issue the duplicate. If the information exists in EDEBO, the process takes 1-2 months.
Scenario 3: No records exist anywhere¶
If there’s no information about your diploma in EDEBO or in the university archives (e.g., archives destroyed or in occupied territory) - you’re left with the court route. You need to establish the legal fact of having obtained your education through a court. For this you’ll gather:
- Witness testimony (classmates, professors)
- Photocopies of your diploma, grade book
- Any supporting documents (student ID, dean’s office certificates)
Based on the court decision, MON will require a designated institution to issue a duplicate.
Court route timeline: 3-6 months.
Documents from occupied territories: court procedure¶
There’s a separate situation when documents aren’t just lost but are in territory controlled by Russia. Or when civil status events (birth, marriage, death) happened in occupied territory and were recorded only by the occupation “authorities.”
Why this is a problem¶
Documents issued by occupation “authorities” have no legal force in Ukraine. A birth certificate issued by the “DPR” or “LPR” is a piece of paper with no legal status. To get a legitimate document, you need to establish the legal fact through a Ukrainian court.
How it works¶
- File an application with the court where you currently live (not where the event happened)
- Gather evidence: medical certificates, witness testimony, photographs, any documents you have
- The court reviews the case under special proceedings
- Based on the court decision, the civil registry issues an official certificate
Court fee: approximately 908 UAH (~22 euros).
Timeline: 2-4 months.
Free legal aid is available through the hotline 0 800 213 103 or Telegram bot @LegalAidUkraineBot.
What to do next: translating restored documents for Germany¶
Alright, your document is restored. Now you need to get it translated and certified for use in Germany. Here’s what you need to know.
Apostille¶
Most documents for Germany require an apostille - a special stamp that confirms the document’s authenticity for international use.
Duplicate certificates have the same legal force as originals, so getting an apostille on a duplicate is straightforward. You can do it:
- Through the online apostille system of Ukraine’s Ministry of Justice
- Via an authorized representative in Ukraine
- Through an intermediary
Apostille cost: about 500 UAH (~12 euros).
Certified translation (beglaubigte Übersetzung)¶
For German institutions - Ausländerbehörde, Jobcenter, Familienkasse, universities - you need a certified translation by a sworn translator (vereidigter Übersetzer / beeidigter Übersetzer). That’s a translator who has taken an oath in a German court and has the right to certify translations with their official stamp.
You can find one on justiz-dolmetscher.de or order a certified translation online via ChatsControl.
Translation costs¶
| Document | Approximate translation cost |
|---|---|
| Birth certificate | 35-50 euros |
| Marriage certificate | 40-55 euros |
| Diploma (without supplement) | 45-60 euros |
| Diploma supplement | 50-90 euros (depends on page count) |
| School certificate | 40-55 euros |
| Court certificate | 40-60 euros |
More on pricing in our article about document translation costs.
Which institutions require what¶
| Institution | Documents needed | Apostille required? | Certified translation required? |
|---|---|---|---|
| Ausländerbehörde | Passport, birth certificate | Preferred | Yes |
| Jobcenter | Passport, education documents | No | Yes |
| Familienkasse (Kindergeld) | Child’s birth certificate | Preferred | Yes |
| University (Anerkennung) | Diploma + supplement | Yes | Yes |
| Standesamt | Birth certificate, marriage certificate | Yes | Yes |
What if the document can’t be restored at all¶
Sometimes it happens: archives are destroyed, the university no longer exists, the court can’t establish the fact due to lack of evidence. What then?
Eidesstattliche Versicherung (statutory declaration)¶
In some cases, German institutions accept an Eidesstattliche Versicherung - a statutory declaration under oath where you confirm certain facts (for example, that you really did graduate from a particular university). Providing false information carries criminal penalties, which is why German institutions trust these declarations.
Court decision as evidence¶
If you have a Ukrainian court decision establishing a legal fact - that document can be translated and submitted in Germany. It carries legal weight and is accepted as proper evidence.
Anerkennung without a full document package¶
For qualification recognition (Anerkennung) when documents are lost due to war, BAMF and regional chambers can conduct a qualification analysis based on available evidence - your CV, reference letters, practical exam (Kenntnisprüfung). This is provided for by the Recognition Act (Anerkennungsgesetz), which specifically accounts for refugee situations.
Common mistakes - so you don’t repeat them¶
On forums for Ukrainians in Germany, you’ll regularly find stories where people waste months because of simple errors:
“I ordered a translation of my duplicate, then found out I also needed an apostille.” Classic mistake. Before ordering a translation, always check with the institution you’re submitting to - whether they need an apostille. For Standesamt and Ausländerbehörde - it’s almost always required.
“I restored my birth certificate through the consulate, but my name is transliterated differently than in my passport.” This is a common issue - different transliteration systems (Ukrainian, Russian, Latin) produce different spellings. Check in advance and ask the consulate to use the same transliteration as in your international passport.
“I submitted documents without a translation - they sent them back.” German institutions don’t accept foreign-language documents without a certified translation. Even if the clerk understands Ukrainian - rules are rules.
FAQ¶
How much does it cost to restore documents lost due to war?¶
Via Diia - about 200 UAH (~5 euros) per certificate. Via the consulate in Germany - from 9 euros. Via court (for documents from occupied territories) - about 908 UAH (~22 euros) in court fees. Restoring a diploma at your university is free, though an administrative fee may apply for the duplicate.
Does a duplicate document have the same legal force as the original?¶
Yes. A duplicate birth certificate, marriage certificate, or diploma has full legal force - it’s equivalent to the original. You can get an apostille and have a certified translation made for Germany without any issues.
How do I restore documents from occupied territory?¶
Through a court at your place of actual residence in Ukraine (or via an authorized representative if you’re abroad). The court establishes the legal fact (birth, marriage, education) under special proceedings. Based on the court decision, the civil registry issues an official certificate. Free legal aid is available through the hotline 0 800 213 103.
Does the Ausländerbehörde accept documents without an apostille?¶
It depends on the specific Ausländerbehörde and the situation. For temporary protection (§24 AufenthG), they often accept documents without an apostille - they understand it’s hard to get one during a war. But for Niederlassungserlaubnis or Einbürgerung, you’ll need an apostille.
How do I translate a restored document for Germany?¶
You need a certified translation (beglaubigte Übersetzung) from a sworn translator. A regular translation or machine translation won’t be accepted. You can find a translator on justiz-dolmetscher.de or order one online through ChatsControl.
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