April 30 is Poland’s tax return deadline for the previous year. Germany gives you until July 31, but if you’re filing with Ukrainian documents for the first time, that date arrives faster than expected. You open the form and there it is: a question about foreign income. Got a salary from a Ukrainian employer? Pension from the Ukrainian Pension Fund? Sold an apartment last year? All of it needs to be documented - and the documents are in Ukrainian.
Here’s what to translate, what format you need, and what happens if you submit the wrong kind.
Who this affects and why it comes up¶
Two scenarios where you can’t get around translating Ukrainian documents.
Scenario 1: you’re a tax resident of a foreign country and have income or assets in Ukraine. If you’ve lived 183+ days in Poland, Czech Republic, Netherlands, UK, or Germany, you automatically become their tax resident. Most of these countries require you to declare your worldwide income - everything you earned anywhere, including Ukraine. Salary from a Ukrainian employer, pension from the Pension Fund, rental income from an apartment in Odesa - all of it may need to be declared.
Scenario 2: you remain a Ukrainian tax resident and earn income abroad. If your centre of life - family, permanent home, business - stays in Ukraine, you need to declare foreign income in Ukraine by May 1 of the following year. And to prove you’ve already paid taxes abroad, you’ll need documents from the foreign tax authority - translated and with an apostille.
Double taxation treaties between Ukraine and most EU countries exist - they let you pay tax only once. But for the treaty to kick in, you have to provide the right documents.
Main documents you’ll likely need to translate¶
Not all at once - just the ones that apply to your situation.
Income certificate from your Ukrainian employer¶
If you worked remotely for a Ukrainian company or received a Ukrainian salary for part of the year, the foreign tax authority wants to know the amount and confirm it was taxed.
Where to get it: from your company’s accounting department. For sole traders (ФОП) - through the Diia app (section “Income Certificate”). The document must show monthly amounts, the 18% personal income tax and 1.5% military levy withheld, and the employer’s details.
Needs a certified translation into the language of the country where you’re filing.
Statements from Ukrainian bank accounts¶
In most EU countries you’re required to declare foreign bank accounts - and PrivatBank, Monobank, Oschadbank, or any other Ukrainian bank counts as “foreign” for you. Some countries additionally require declaring interest income.
Where to get it: in the PrivatBank or Mono app, you can order an annual statement in a few taps. Traditional banks - through online banking or a branch.
Certified translation is needed if there’s interest income or if the authority requires you to declare the account itself.
Pension documents from the Ukrainian Pension Fund¶
If you receive a pension from Ukraine’s Pension Fund (ПФУ), that’s income that may need to be declared abroad. Pensions are typically taxed only in the country that pays them, but you’ll need documents to prove this to a foreign tax authority.
Documents: your pension certificate (if you have one) and a certificate from the Pension Fund showing total payments made during the year. Available through the Pension Fund online portal or at a branch.
Documents about real estate in Ukraine¶
Sold a property in Ukraine last year? Renting it out and receiving rent? Both situations require declaration abroad and supporting documents:
- Purchase and sale agreement - to declare the sale income
- Lease agreement - to declare rental payments
- Extract from the property register - proof of ownership
- Property valuation report - sometimes needed to calculate capital gains
All of this needs to be translated, and usually with official certification.
Ukrainian tax residency certificate¶
A specific document, but important if you want to apply the double taxation treaty. Issued by Ukraine’s State Tax Service - it confirms whether you’re a Ukrainian resident for a specific year.
How to get it: through the taxpayer’s personal account on the STS portal or in person at your local tax office. Processing time: 5-15 working days. Valid for one calendar year.
For submission abroad you need a translation into the language of that country. Apostille - depends on the recipient’s requirements, not always mandatory.
Marriage or divorce certificate¶
Directly affects the tax amount in certain countries. In Germany, for example, marriage allows you to switch to a more favourable Steuerklasse, significantly reducing income tax withheld. Finanzamt requires a marriage certificate for the change - and if it’s Ukrainian, you’ll need a certified translation into German.
Same goes for divorce certificates and court orders - they all affect the tax calculation and eligibility for certain deductions.
Certified or regular translation: what tax authorities actually accept¶
This is where most people go wrong.
A regular translation - even a high-quality one from a good agency - won’t work for official submission to a foreign tax authority. You need a certified translation from a translator with official status in that country.
| Country | What it’s called | Where to find a translator |
|---|---|---|
| Germany | beglaubigte Übersetzung | justiz-dolmetscher.de |
| Poland | tłumaczenie przysięgłe | Polish MoJ registry (ms.gov.pl) |
| Czech Republic | přísežný překlad | soudních tlumočníků registry |
| Netherlands | beëdigde vertaling | wbtv.nl |
| Austria | beglaubigte Übersetzung | sdgliste.justiz.gv.at |
A sworn translator (beeidigter Übersetzer in Germany, tłumacz przysięgły in Poland) is someone who has taken an oath in court and holds official registration. Their signature and stamp on the translation is the certification. No separate notary needed.
Germany’s legal basis is §87 Abgabenordnung:
Sind Dokumente in einer fremden Sprache beizubringen, so kann die Finanzbehörde verlangen, dass der Steuerpflichtige eine Übersetzung beibringt oder vorlegt, die von einer in Deutschland beeidigten oder ermächtigten Person angefertigt wurde.
In plain English: Finanzamt can demand a translation by a sworn translator - and if you submit the wrong format, they’re fully entitled to send it back.
A common scenario: someone submits translations from a regular agency and Finanzamt sends them back, asking for a sworn translator’s version. That means another €150-200 and a 2-3 month delay. The cause - not knowing there’s a difference between a regular and a sworn translation.
Country by country: what you need to translate and where¶
Germany (Steuererklärung)¶
Over a million Ukrainians now live in Germany. Who must file a tax return:
- Anyone who received income from two or more sources (including Ukraine)
- Anyone who received Lohnersatzleistungen (Kurzarbeitergeld, Elterngeld, etc.) exceeding €410 in the year
- Anyone who wants to reclaim overpaid Lohnsteuer
The average refund for voluntary filers is around €1,000. So even if you’re not required to file, it’s often worth doing.
Deadline: July 31, 2026 for the 2025 tax year (self-filed), October 31, 2026 with a Steuerberater.
What to translate - certified only:
| Document | When needed |
|---|---|
| Income certificate from Ukrainian employer | If you have Ukrainian income |
| Pension documents from Ukrainian Pension Fund | If you receive a pension |
| Statements from PrivatBank/Mono | If you have interest income |
| Marriage certificate | If you want to change Steuerklasse |
| Property purchase/sale agreement | If you sold real estate in Ukraine |
Where to find a translator: justiz-dolmetscher.de - the official registry, searchable by language pair and state.
Cost: from €45-55 for a simple 1-2 page certificate, from €80 for longer or more complex documents.
Poland (Deklaracja PIT)¶
Anyone who spent 183+ days in Poland or has their centre of life there is a Polish resident and must declare worldwide income.
Form: PIT-37 (employees), PIT-36 (entrepreneurs and those with foreign income not taxed in Poland).
Deadline: April 30 (for 2025 income - April 30, 2026).
What to translate: income certificate, pension documents, bank statements. Translation from a tłumacz przysięgły - find one in the Ministry of Justice registry at ms.gov.pl.
Cost in Poland: from 80-150 PLN per page with a sworn translator.
According to GLOBSEC research on double taxation of Ukrainian refugees, many Ukrainians in Poland face real risk of double taxation because they don’t know which documents to submit for a tax credit. The treaty exists, but it only protects those who can assemble the right paperwork.
Czech Republic (Daňové přiznání)¶
Czech Republic hosts around 500,000 Ukrainians. You become a resident after 183+ days.
Deadline: April 1 (paper), April 30 (electronic via mojedane.cz), July 1 (with a daňový poradce).
Translation from a soudní tlumočník - registry at the Czech Ministry of Justice (justice.cz).
Netherlands and UK¶
Netherlands - deadline May 1, platform belastingdienst.nl. Official documents need a beëdigde vertaling.
UK (Self Assessment) - online deadline January 31, paper form October 31. HMRC accepts translations by accredited members of CIOL or ITI.
The reverse scenario: declaring foreign income in Ukraine¶
If you remain a Ukrainian tax resident and earned income abroad, you need to file a declaration in Ukraine.
Deadline: May 1 of the following year. If you can’t make it - apply for an extension to December 31.
What you’ll need:
- Certificate from the foreign tax authority showing the income amount and taxes paid (Bescheinigung über gezahlte Steuern from Finanzamt, or equivalent from the Polish Urząd Skarbowy)
- Official Ukrainian translation of that certificate
- Apostille on that certificate - this one is mandatory since it’s a document from a foreign government body
Without the apostille and translation, taxes paid in Poland or Germany won’t be credited in Ukraine - and you could end up being taxed twice.
As Avitar Legal explains in their guide on declaring foreign income, foreign currency income must be converted to hryvnias at the official NBU exchange rate on the date each payment was received. This means the translation needs to preserve exact dates and amounts, not just a yearly total.
For apostille on Ukrainian documents, go through Ukraine’s Ministry of Justice - via the Diia portal or in person. But an apostille on a foreign document needs to be obtained in that country.
How to get a certified translation: options and prices¶
Option 1: Sworn translator in the country where you live¶
Most reliable for official submission. Search the official registry for your country, and book ahead - good translators have a 3-7 working day queue.
Pros: 100% accepted by the authority, official accountability. Cons: more expensive, takes time, need to plan 2-3 weeks before the deadline.
Option 2: Translation agency with an accredited sworn translator on staff¶
Some agencies have in-house or partner translators with official status. More convenient than searching yourself, but verify that the beeidigt/przysięgły person is actually signing the document - not just the agency “certifying” it.
Option 3: Translator in Ukraine¶
Significantly cheaper - 300-600 UAH per page plus notarisation. But there’s a risk: Finanzamt or Urząd Skarbowy may reject a translation from a translator who doesn’t have status in their system. If you go this route, confirm in advance with the specific authority whether they’ll accept it.
Option 4: Online - for preparation and understanding¶
If you need to quickly understand what a document says before going to a sworn translator - or want to prepare a draft to check which documents you actually need - ChatsControl produces accurate translations in minutes. Upload a scan or .docx file, get a version with proper terminology. Useful when you have a stack of documents and want to figure out what’s in them before paying for sworn translations on all of them.
For official submission to a foreign tax authority this isn’t enough - but for preparation and understanding your own documents, it’s significantly faster.
Common mistakes and pitfalls¶
Submitting a regular translation instead of a certified one. Finanzamt sends it back. The process stops, the deadline is closing in.
Getting the translation but forgetting the apostille where it’s needed. Particularly relevant for the reverse scenario - proving taxes paid abroad to Ukraine. A document from a foreign authority without an apostille has no legal force in Ukraine.
Translating only part of the documents. There’s an income certificate but no confirmation of tax withheld. Or there’s a bank statement but without an official bank stamp. The authority will ask for the complete package.
Ordering the translation at the last minute. Good sworn translators are busy. If you have 5-7 documents, plan at least 2-3 weeks before the deadline.
Translating into the wrong language. For Polish authorities you need Polish. Even a high-quality English translation won’t work in most cases.
Missing dates and exact amounts. Some countries require converting foreign income to local currency at the exchange rate on the date of receipt. If dates are unclear or missing in the translation, questions will follow.
FAQ¶
Do I need a certified translation for Finanzamt in Germany?¶
Yes. §87 Abgabenordnung gives Finanzamt the right to require a translation from a sworn translator - beeidigter or ermächtigter Übersetzer. Find one at justiz-dolmetscher.de. Cost from €45 per document. A regular translation from an agency without official status can be rejected.
Which Ukrainian documents do I need to translate for a Polish PIT return?¶
The main ones: income certificate from your Ukrainian employer, pension or social benefit documents from the Pension Fund of Ukraine, and bank statements from Ukrainian banks if you have interest income. Translation by a tłumacz przysięgły - registry at ms.gov.pl.
What is a Ukrainian tax residency certificate?¶
A document from Ukraine’s State Tax Service confirming your tax residency status. It’s what makes the double taxation treaty work - so taxes paid in Ukraine get credited abroad, or vice versa. Takes 5-15 working days, valid for one year. For submission to a foreign authority, needs translation into that country’s language.
Is an apostille required on a Ukrainian income certificate for a foreign tax authority?¶
Usually no. For Finanzamt and most EU authorities, an apostille on a Ukrainian income certificate isn’t required - a certified translation is enough. But if you’re submitting a certificate from a foreign tax authority to Ukraine, an apostille is mandatory there.
How much does a certified translation cost for a tax return?¶
In Germany from €45-55 per document. In Poland from 80-150 PLN per page. In Austria from €40. Translation in Ukraine is cheaper (300-600 UAH), but foreign authorities may not accept it.
What are the filing deadlines in different countries?¶
| Country | Deadline |
|---|---|
| Poland | April 30 |
| Netherlands | May 1 |
| Czech Republic | April 30 (online) / July 1 (with advisor) |
| Germany | July 31 (self-filed) / October 31 (with Steuerberater) |
| UK | October 31 (paper) / January 31 (online) |
| Ukraine (foreign income) | May 1 of the following year |
If I’m on temporary protection in Germany, do I need to file a tax return?¶
If you receive only Bürgergeld and have no other income, filing is generally not required. If you have any parallel income - including from Ukraine - it’s worth consulting a Steuerberater. Voluntary filing often results in a refund of overpaid taxes, so even if you’re not required to file, it may be worth checking.
Sources¶
- Tax Guide for Ukrainians After Relocation Abroad - INTEGRITES Legal
- Declaring Foreign Income for Ukrainian Citizens - Avitar Legal
- Tax Return for Ukrainians in Germany - Visit Ukraine
- Solving Double Taxation of Ukrainian Refugees - GLOBSEC Research
- Tax Resident Certificate in Ukraine - Bimaris Legal
- Tax Declaration Guide - Handbook Germany
- Germany’s Official Sworn Translator Registry - justiz-dolmetscher.de
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