Notarial Registry: How to Verify Your Translation Is Registered

A notarized translation carries legal weight—but only if the notary truly certified it. How do you confirm your document is actually recorded in the state registry and not a forgery with a fake stamp? Let’s walk through it.

What is the Registry of Notarial Acts?¶

The Registry of Notarial Acts (ЕРНД) is Ukraine’s Ministry of Justice database recording every notarial action performed on Ukrainian territory. When a notary attests a translation, witnesses a signature, or certifies a copy, it’s recorded in ЕРНД with a unique entry number.

The order for maintaining this registry is set by Cabinet of Ministers resolution. Registration is not optional archiving—it’s a mandatory part of every notary’s work.

Why it matters: - Prevents forgeries — if your document is in the registry, a real notary certified it - Verifies currency — the registry shows certification date and validity period - Enables recovery — lost the original translation? The notary can issue an official registry excerpt

Three ways to verify your translation¶

Method 1: QR code in Diia (easiest for recent documents)¶

This is modern and free. If your translation was notarized from 2023 onward, it has a QR code.

How to check: 1. Open the Diia app on your phone 2. Go to Notarial Documents or search 3. Tap Scan QR Code and point your camera at the document 4. The system shows the electronic copy with stamp, certification date and time, and notary signature

You’ll see: - Full text of the translation - Exact date and time certified (down to the minute) - Notary’s surname and certificate number - ЕРНД entry number - Immutability — if someone tries to edit the text afterward, the code becomes invalid

This is the most reliable verification because the document lives in a protected system and can’t be altered after certification.

Method 2: Special blank verification (for older paper documents)¶

If your translation predates QR codes or lacks one, verify the blank itself via the Unified Register of Special Blanks.

What you need: - Blank series (letters on the form, e.g., АБ, ВГ) - Blank number (digits on the form)

How to verify: 1. Go to rnb.nais.gov.ua 2. Enter series and number into the search form 3. The system confirms if the blank exists, its type, and issue date

If the blank is registered: - It’s a genuine form issued to a real notary - Information is available about who it was issued to - The document on it has legal standing

If the blank isn’t found—that’s a red flag for forgery.

Method 3: Official excerpt from the registry (via the notary)¶

If your document is lost but you know the notary and approximate date, get an official registry excerpt.

Steps: 1. Visit the notary in person (the one who certified the original) 2. Request an excerpt from the notarial registry for the period when your translation was certified 3. Provide details: date, service type (e.g., “attestation of translator’s signature authenticity”), document number if you remember it

The notary will issue a written excerpt (itself notarially certified) showing your action’s entry in ЕРНД.

Cost: roughly 50–200 hryvnias depending on search scope and region.

Verifying the notary themselves¶

Unsure the notary was actually licensed at that time? Check them in the Unified Register of Notaries.

What to look for:

Name and certificate Enter the notary’s surname or certificate number. The system displays their identification, notarial district, and authority status.

Status: “Active Powers” This is key. If it says powers are terminated, they’re no longer working. If the termination date is before your translation’s certification date, that’s a problem.

Change history The register shows when they got their certificate, any disciplinary action, renewals. Known scandals? Worth knowing.

What notarial actions show up in Diia (and what don’t)¶

Diia displays not all of a person’s notarial documents—only those certified with QR codes. Older files aren’t there.

Shows in Diia: - Documents certified from 2023 onward with QR - Full electronic copy with stamp - Exact certification date and time - ЕРНД entry number

Doesn’t show in Diia: - Pre-2023 documents (even if authentic) - Documents certified on paper blanks without QR - A complete list of any one person’s notarial actions (that’s private data)

If you have a document without a QR but certified earlier—it’s not necessarily forged. Check via the blanks registry or contact the original notary.

Document not showing up in the registry?¶

This happens for a few reasons:

Notary retired or powers terminated Their old records stay in ЕРНД but marked inactive. All their actions remain—contact the regional Ministry of Justice office that maintained that registry section.

Very old document (20+ years) Archive records exist but access is restricted. Submit a request to the archive authority (your regional Ministry of Justice office).

Error in blank series/number or date Double-check the series and number on your document—people often confuse letters. Bring the original to the notary for clarification.

How universities verify notarized translations¶

Foreign universities receiving your diploma translation might:

Simply accept it — most don’t verify authenticity; they trust QR codes and seals.

Contact Ukraine’s Ministry of Justice — if skeptical. Some countries (Germany, France) allow consulates to query our ministry through diplomatic channels, though it’s rare.

Request a registry excerpt — some prestigious programs require an official excerpt as extra proof. It costs money but gives 100% certainty.

If a university asks for verification—provide them with the notary’s official excerpt.

Common errors that block proper registration¶

To avoid issues:

Wrong blank type Notaries must use special forms, not plain paper. No special form? Ask the notary for a registry excerpt instead.

Missing translator’s signature The notary certifies the translator’s signature authenticity, not translation quality. The translation must be signed by the translator themselves, witnessed by the notary.

Incomplete date Registry entries need precise dates. Missing the exact day makes the record incomplete.

Multi-page documents If your document spans multiple pages, they must be bound and sealed together by the notary. Loose pages might not register as a single action.

Frequently asked questions¶

Can everyone see my translation if they know my information?¶

No. ЕРНД is a protected database accessible only to: - The notary who certified it - Ministry of Justice authorities - Courts by order - You personally, by request

People in Diia see only documents they themselves opened via QR. They can’t see other documents for that person.

How long is a translation kept in ЕРНД?¶

Indefinitely, in archives. Notaries maintain registries during their career, then transfer them to the state archive. Old records can be requested from the archive.

Can I delete my translation data later?¶

No. ЕРНД entries are state records. Only courts can delete them, and only in rare cases (e.g., if proven forgery). In normal circumstances, entries remain.

What if a notary refuses to provide an excerpt?¶

File a complaint with your regional Ministry of Justice office. Notaries are legally obligated to provide excerpts. Refusal violates their duty.

Do foreign institutions accept excerpts instead of originals?¶

Depends on the institution. European universities often accept excerpts, especially those with Diia QR codes. Embassies usually require the original notarized translation. Check with your specific institution before certification.