You left Mariupol with one backpack. Or Kherson, while it was still under occupation. Or Luhansk, back in 2014. Your birth certificate, diploma, and work record book stayed behind in an apartment you can no longer access. Now you need a certified translation of that exact birth certificate for your German residence permit or Canadian asylum application. Sound familiar?
By various estimates, 5 to 8 million Ukrainians are dealing with a situation where their documents are physically located in Russian-controlled territory. This isn’t the same as a lost or destroyed document - here the problem is different: the original exists, but you can’t reach it. And the solutions are different too. Let’s walk through it step by step - from getting duplicate documents to translating them and submitting to immigration authorities in different countries.
Why Documents from Occupied Territories Are a Separate Problem¶
A lost passport and documents left behind in occupied territory are two entirely different legal scenarios. In the first case, you simply order a duplicate and get it within days. In the second, there are three additional complications:
1. Physical inaccessibility. You can’t just go and pick them up. Even if your apartment is intact - reaching Donetsk, Luhansk, Mariupol, or the occupied parts of Zaporizhzhia and Kherson oblasts is impossible.
2. Registries under Russian control. Archives of DRATS (civil registry) offices that operated in now-occupied territories may be inaccessible to Ukraine’s system. If a civil status record (birth, marriage, divorce) wasn’t digitized before the occupation began, it may not exist in the State Register of Civil Status Acts.
3. Documents issued by occupation “authorities” have no legal force. A certificate issued by the “DPR,” “LPR,” or the Crimean occupation administration after 2014 is a piece of paper with no legal status in Ukraine and most countries worldwide. To get a legitimate document, you need to go through a separate procedure.
According to Ukraine’s Ministry of Justice:
“Citizens of Ukraine residing in temporarily occupied territory submit an application for restoration of a civil status record to any civil registry office located outside that territory - at their choice.”
The key point: you can submit your application to ANY DRATS office in government-controlled territory. But the restoration method depends on whether the record still exists in the register.
Which Documents Most Commonly Get Left Behind¶
Not all documents are equally difficult to restore. Here are the typical situations:
| Document | Where to restore | Difficulty | Approximate timeline |
|---|---|---|---|
| Passport (ID card) | DMS, DP Dokument | Low | 10-20 days |
| International passport | DMS, DP Dokument, consulates | Low | 10-30 days |
| Birth certificate | Diia, DRATS | Low-medium | 3-30 days |
| Marriage certificate | Diia, DRATS | Low-medium | 3-30 days |
| University diploma | University, Ministry of Education | Medium | 1-3 months |
| Work record book | Former employer, Pension Fund | High | 1-6 months |
| Property documents | Court, notary | High | 2-6 months |
| Medical records | Healthcare facility, eHealth | Medium | 2-8 weeks |
First rule: start with ID documents. Without an ID card or international passport, you won’t be able to order other duplicates. More details on restoring your passport abroad in a separate article.
Step 1: Check if the Record Exists in the State Register¶
This is the most critical point. If the record exists in the State Register of Civil Status Acts, getting a duplicate birth certificate, marriage certificate, or death certificate takes just days and costs almost nothing. If the record doesn’t exist - you’ll need a court procedure.
How to check¶
Option 1: through the Diia portal. Log in via BankID, digital signature, or Diia.Pidpys and try to order a re-issuance of the certificate you need. If the system finds the record - you’re good, order the duplicate. If not - you’ll see a message about the record being absent.
Option 2: visit any DRATS office in person or through a TSNAP (administrative services center). They’ll check the register.
Option 3: through a consular office abroad - consulates have access to DRATS and can issue certificate duplicates.
When the record exists (simple situation)¶
Most records created after 2008 (when Ukraine switched to an electronic register) are in the database even if the original archive is in occupied territory. Records from before 2008 may or may not have been digitized.
When the record doesn’t exist (complex situation)¶
If the record was made before 2008 and wasn’t digitized, or if the archive is physically only in occupied territory and wasn’t evacuated - you’ll need to go through the courts. More on that below.
How to Get a Duplicate via Diia or DRATS¶
If the record exists in the register, the procedure is straightforward.
Online via Diia¶
- Go to diia.gov.ua and log in
- Select the service: “Re-issuance of birth certificate” (or marriage, divorce, death)
- Fill out the form - most data auto-populates
- Choose delivery method: DRATS office, Ukrposhta, or courier
- Pay: state fee - UAH 0.51, plus delivery (if needed) - UAH 70-100
Timeline: 3 business days.
Through any DRATS office¶
If you don’t have an electronic signature for Diia, you can visit any DRATS office in government-controlled territory in person. IDPs have a simplified procedure - no need to be tied to your registration address.
Required: passport (or any identity document) + application.
Timeline: 1 business day in person (if the record exists in the register).
Through a consulate (if you’re abroad)¶
Ukrainian consular offices can issue certificate duplicates and extracts from DRATS under martial law conditions. Appointments are made through the eConsul system.
Timeline: 2 weeks to 2 months (depends on consulate workload).
| Method | Cost | Timeline | Digital signature needed |
|---|---|---|---|
| Diia (online) | UAH 0.51 + delivery | 3 days | Yes |
| DRATS (in person) | UAH 0.51 | 1 day | No |
| Consulate | Consular fee (~10-30 EUR) | 2-8 weeks | No |
| Via representative with power of attorney | Power of attorney + UAH 0.51 | 1-5 days | No |
More details on obtaining documents from Ukraine remotely in a separate article.
If There’s No Record: Restoration Through Court¶
This is the most complex scenario, but it’s solvable. A court procedure is needed when:
- The record was made before 2008 and wasn’t digitized
- The DRATS archive is in occupied territory and wasn’t evacuated
- A civil status event (birth, marriage) was registered in Russian-controlled territory after 2014
- The original record was destroyed by military action
How the procedure works¶
According to the civil status record restoration procedure:
-
Submit an application to any DRATS office in government-controlled territory. DRATS will check the register and, if no record exists, issue an official response confirming its absence.
-
Take that response to court. You file an application to establish the fact of civil status registration. This is a “special proceedings” case - simpler and faster than a regular lawsuit.
-
Provide the court with any evidence: document copies (even phone photos), passport stamps, witness testimony, certificates from other institutions. Courts during wartime are quite lenient with evidence requirements.
-
The court decision serves as the basis for restoring the civil status record. You take it to DRATS and get a new certificate.
Timeline and cost¶
- Court fee: UAH 1,073 (1 subsistence minimum as of 2026)
- Review period: 1-3 months (depends on court workload)
- Lawyer (if needed): UAH 3,000-10,000
- IDPs are entitled to free legal aid - no need to pay for a lawyer
As explained by the Ministry of Justice:
“A court decision establishing the fact of civil status registration serves as the basis for restoring the civil status record.”
Documents Issued by Occupation “Authorities”: What to Do with Them¶
A separate and very common situation: you have a child’s birth certificate issued by the “DPR.” Or a marriage certificate registered in Crimea after 2014 by the occupation administration. What do you do with them?
The main rule¶
Documents issued by occupation “authorities” in ORDLO and Crimea have no legal force in Ukraine. This is established by Ukraine’s Law “On Ensuring the Rights and Freedoms of Citizens and the Legal Regime on the Temporarily Occupied Territory of Ukraine”.
But this doesn’t mean the legal fact itself (a child being born, a marriage being registered) didn’t happen. It did - it just needs to be “re-registered” in Ukraine’s legal system.
How to do it¶
- Gather evidence of the legal fact: the occupation “authority” document (as evidence the event occurred), witness testimony, medical documents (for births), photos, any indirect evidence
- File a court application to establish the legal fact
- Obtain the court decision
- Take the court decision to DRATS for registration and to receive a legitimate certificate
The procedure is the same as restoring a civil status record - same timeline and costs (1-3 months, court fee ~UAH 1,073).
For documents issued in Crimea before 2014 - they remain valid, as Crimea was under Ukrainian control at the time of issuance.
How to Translate Restored Documents for Use Abroad¶
Got your duplicate or new certificate based on a court decision? Great. Now you need to prepare it for submission to another country’s immigration authorities.
A duplicate equals an original¶
A certificate duplicate issued by DRATS has exactly the same legal force as the original. An apostille is placed on the duplicate without any issues. Translation is done the standard way. Immigration authorities accept duplicates - this is normal practice.
What you need for translation¶
| Step | What to do | Where | Cost |
|---|---|---|---|
| 1 | Apostille on the duplicate | Ministry of Justice or via Diia | UAH 363 |
| 2 | Sworn/certified translation | Sworn translator or online service | 30-60 EUR per page |
| 3 | Submit to immigration authority | Relevant office | - |
For Germany, you need a translation done by a sworn translator (beeidigter Ubersetzer). For the US and Canada - a certified translation with the translator’s signature and a certificate of accuracy.
If you already have the document (physically or as a scan), one option is ordering the translation online. For example, on ChatsControl you upload a scan or photo of the duplicate, AI creates a draft translation, then a sworn translator reviews it and adds their seal. The finished PDF with the seal arrives by email within 2-4 hours. It’s convenient if you need it fast and you’re abroad, far from a translation office. The downside - it doesn’t work well for handwritten or very blurry scans where the translator needs to verify against the physical original.
More on the difference between notarial and sworn translation in a separate article.
What If You Have No Documents at All: Alternative Evidence for Immigration¶
Sometimes you’re facing the hardest scenario: you can’t get the original (it’s in occupied territory), you can’t get a duplicate (the record isn’t in the register), and even the court can’t help (there’s no evidence at all). What then?
Good news: immigration authorities in most countries understand this and have procedures for such situations.
Germany¶
For Ukrainian refugees under temporary protection per section 24 AufenthG, there’s a process called Glaubhaftmachung (making something plausible). If you don’t have a passport or other photo ID, the Auslanderbehorde sends you to the Ukrainian embassy to get an identity verification certificate.
What’s accepted as alternative evidence: - Certificate from the Ukrainian embassy (Identitatsbescheinigung) - Eidesstattliche Versicherung (sworn statement in lieu of evidence) - Document copies (even phone photos) - Witness statements from other persons
United States¶
USCIS recognizes that Ukrainian TPS holders and asylum applicants from conflict zones may not have standard document sets. They accept as alternatives:
- Affidavit from the applicant explaining why documents are unavailable
- Secondary evidence: copies, photos, database extracts
- Country conditions documentation: reports about the situation in Ukraine
- Any partial evidence
Canada¶
IRCC has a flexibility policy for refugees applying through Express Entry and humanitarian programs. If you don’t have documents:
- Explanatory letter stating the reasons
- Affidavit from the applicant or witnesses
- Any partial documents (even screenshots from Diia)
| Country | Alternative evidence accepted | Key authority |
|---|---|---|
| Germany | Embassy certificate, eidesstattliche Versicherung, copies | Auslanderbehorde |
| USA | Affidavit, secondary evidence, country conditions | USCIS |
| Canada | Explanatory letter, affidavit, partial evidence | IRCC |
| UK | Witness statements, partial documents | Home Office |
More on alternative evidence for refugees without documents in a separate article.
Checklist: Step-by-Step from A to Z¶
Here’s a concrete action plan if your documents are stuck in occupied territory:
Step 1. Make sure you have at least one identity document (ID card or international passport). If not - restore your passport first through DMS or DP Dokument.
Step 2. Determine exactly which documents you need for your immigration procedure. Usually it’s: birth certificate, marriage certificate (if applicable), diploma, criminal record check.
Step 3. Check whether civil status records exist in the State Register via Diia or DRATS.
Step 4a. If the record exists - order a duplicate via Diia (3 days) or DRATS (1 day).
Step 4b. If there’s no record - go to court to establish the fact. Gather all available evidence (document photos, passport stamps, witness testimony). IDPs are entitled to free legal aid.
Step 5. Get the certificate duplicate from DRATS (based on the register record or court decision).
Step 6. Get an apostille on the duplicate (UAH 363, through the Ministry of Justice or Diia).
Step 7. Order a sworn or certified translation of the duplicate - through a translation agency, freelancer, or online service.
Step 8. Submit the translated documents to the immigration authority. If some documents are still missing - prepare an affidavit or explanatory letter about the reasons.
FAQ¶
Do document duplicates have the same legal force as originals?¶
Yes. A certificate duplicate issued by DRATS has full legal force equal to the original. An apostille is placed on it without problems, and it’s accepted for translation and submission to any authority. This is established in Ukraine’s Law on State Registration of Civil Status Acts.
How much does it cost to restore documents from occupied territories?¶
If the record exists in the register: state fee of UAH 0.51 via Diia or DRATS. Free for IDPs. If a court procedure is needed: court fee of ~UAH 1,073 + lawyer from UAH 3,000 (or free through the free legal aid system).
Can I get a duplicate via Diia if the record was made in occupied territory?¶
Yes, if that record was digitized and entered into the State Register of Civil Status Acts before the occupation. Most records from after 2008 are in the electronic register. For older records (before 2008) that weren’t digitized - no, you’ll need a court procedure.
What do I do with “DPR” or “LPR” documents?¶
Documents issued by occupation “authorities” have no legal force in Ukraine and aren’t recognized by most countries. But the underlying fact (a child’s birth, a marriage) can be confirmed through a Ukrainian court, which will issue a decision for DRATS to register the act. After that, you’ll receive a legitimate certificate.
Will German authorities accept a duplicate instead of an original?¶
Yes. For the Auslanderbehorde and other German agencies, a duplicate with an apostille and sworn translation has full legal force. Ukrainian refugees get additional flexibility - if you don’t even have a duplicate, you can get a certificate from the Ukrainian embassy.
Can I translate a document that only exists digitally in Diia?¶
It depends on the receiving country. Some countries (like Estonia and Lithuania) accept digital documents from Diia directly. Most EU countries, the US, and Canada still require a paper duplicate with an apostille. So it’s better to order a physical duplicate and translate that.
How long does the entire process take from start to finished translation?¶
If the record exists in the register: 1-2 weeks (duplicate via Diia in 3 days + apostille + translation). If court is needed: 2-5 months (court 1-3 months + getting the certificate + apostille + translation). If you’re abroad and doing everything through a consulate and representative - add 2-4 weeks per stage.
Useful Resources¶
- State Register of Civil Status Acts - check if records exist
- Diia portal - certificate re-issuance - order duplicates online
- MFA - duplicate issuance under martial law - consular services
- DP Dokument - overseas centers - passport services for Ukrainians abroad
- Free legal aid - free lawyer for IDPs
- Germany for Ukraine - registration and residence - info for Ukrainians in Germany
- USCIS - Temporary Protected Status Ukraine - TPS for Ukrainians in the US
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