Affidavit of Name Discrepancy: How to Write and Translate a Name Variation Explanation

Your passport says Nataliia, your birth certificate says Наталья, and the diploma translation reads Nataliya. Three documents, three different spellings - and USCIS, IRCC, or the Ausländerbehörde asks: “Is this the same person?” If you don’t provide the right explanation, your application gets returned or delayed for months. Here’s how to write an Affidavit of Name Discrepancy (also known as a “One and the Same Person Affidavit”), where to get it notarized, translated, and what different countries require.

If you’re not sure why Ukrainian names end up spelled differently in the first place, start with our article on why name discrepancies happen. This article focuses on the practical solution: how to create the document that explains those discrepancies.

What is an Affidavit of Name Discrepancy¶

An Affidavit of Name Discrepancy (also called Affidavit of One and the Same Person, Declaration of Name Variation, or Statutory Declaration of Identity) is a notarized sworn statement confirming that different name spellings across your documents all refer to the same person - you.

It’s a legal document where you state: “Yes, Наталія Сергіївна Іванова, Nataliia Serhiivna Ivanova, Nataliya Sergeyevna Ivanova, and Natalya Ivanowa are all me. The differences exist because of changing transliteration standards, translations from different languages, and different naming conventions in different countries.”

As one user on VisaJourney explains:

My wife’s birth certificate is in Russian (USSR era document), but her passport is in Ukrainian. When translated to English, the names come out differently because Russian and Ukrainian use different transliteration rules. We included a simple affidavit explaining this, and it was accepted without any issues.

This document is needed by virtually every Ukrainian filing an immigration application - because without it, the officer sees “different people” and sends the case back.

When you need an Affidavit of Name Discrepancy¶

Not every situation requires a separate affidavit. Here are the specific cases:

Definitely required¶

• Filing I-130, I-485, I-129F with USCIS (USA) - if any document (birth certificate, passport, diploma, police clearance) shows a different name spelling than your primary identification document. USCIS Policy Manual, Vol. 1, Part E, Ch. 5 requires identity verification when any discrepancies exist
• Express Entry or PR in Canada (IRCC) - IRCC explicitly states: if the name on your documents doesn’t match your passport, you need to submit an explanation with supporting documents
• Temporary protection or Niederlassungserlaubnis in Germany - the Ausländerbehörde may request a Namenserklärung (name declaration) or an explanatory letter
• UK visa (UKVI) - UKVI treats inconsistencies between documents as a credibility concern and may refuse without explanation

Helpful but not mandatory¶

• Visa D applications at various embassies - some embassies understand the transliteration issue on their own
• Credential evaluation (anabin, WES, NACES) - a cover letter from the translator is often sufficient
• Opening a bank account abroad - depends on the bank

Typical reasons for discrepancies in Ukrainian documents¶

How to write an Affidavit of Name Discrepancy: step-by-step¶

Required elements¶

Every affidavit must contain:

1. Title - “Affidavit of One and the Same Person” or “Affidavit of Name Discrepancy”
2. Full legal name - as it appears in your primary identification document (passport)
3. Date of birth and place of birth
4. Current address
5. List of ALL name variations - specifying which document each variation appears in
6. Reason for the discrepancy - a specific explanation of why the name is spelled differently
7. Sworn statement - “I do hereby swear and affirm that all the above names refer to one and the same person, namely myself”
8. Date and signature
9. Notarization (jurat or acknowledgement)

Ready-to-use affidavit template¶

Here’s a basic template accepted by USCIS, IRCC, and most immigration authorities:

AFFIDAVIT OF ONE AND THE SAME PERSON

State of ____________
County/City of ____________

I, [FULL NAME AS IN PASSPORT], born on [DATE OF BIRTH] in
[PLACE OF BIRTH, COUNTRY], currently residing at [ADDRESS],
holder of Ukrainian passport No. [NUMBER], issued on [DATE],
do hereby solemnly swear and affirm under penalty of perjury
that the following names all refer to one and the same person,
namely myself:

1. [Variation 1] - as appears in [document name, date issued]
2. [Variation 2] - as appears in [document name, date issued]
3. [Variation 3] - as appears in [document name, date issued]
...

The discrepancy in the spelling of my name is due to:
[REASON - for example:]
- Different transliteration standards used for Ukrainian
  Cyrillic names at different times (pre-2010 vs post-2010
  Ukrainian transliteration rules per CMU Resolution No. 55)
- My birth certificate was issued in Russian language during
  the Soviet era, while my current passport uses Ukrainian
  language, resulting in different base forms of my name
- [other reasons]

I confirm that all the above names refer to one and the same
person - myself - and that no legal name change has occurred.

Signed: ___________________
Date: ____________________

[NOTARIAL BLOCK]
Subscribed and sworn to before me this ___ day of ________,
20___, by [NAME], who is personally known to me / who produced
[ID] as identification.

Notary Public: ___________________
My commission expires: ___________
[Notary Seal]

Writing tips¶

Be specific. Don’t write “different transliteration systems” - write “my birth certificate (Series I-ТП No. 123456, issued by Kyiv City RACS on 15.03.1990) contains my name in Russian as Наталья Сергеевна, while my current international passport (No. FE123456, issued on 01.06.2022) contains the Ukrainian version Наталія Сергіївна. When transliterated to Latin script, these produce different spellings.”

Link to documents. For each name variation, specify the exact document where it appears - including the document number, date of issue, and issuing authority.

Keep it simple. One or two paragraphs of explanation is enough. The officer isn’t going to read three pages of text.

As an immigration attorney advises:

Keep it simple and direct. State the facts: here are the different spellings, here’s why they differ, here’s proof it’s the same person. Immigration officers review hundreds of cases - a clear, concise affidavit works better than a lengthy essay.

Country-specific requirements: what to submit where¶

USA (USCIS)¶

Document: Affidavit of One and the Same Person Notarization: recommended (not strictly required for all forms, but increases credibility) Language: English What to attach: - Copy of passport (name page) - Copy of document where the name differs - Certified translation of documents where the name is in another language

Notarization cost: $5-15 per signature (varies by state). New York charges up to $2, California up to $15. Online notarization costs $25-50

Where to notarize abroad: US Consulate in your country of residence or a local notary + apostille

As one user reports on VisaJourney:

My father’s passport and marriage certificate are in Ukrainian with his last name transliterated one way, but his military records have a different transliteration from the Russian version. We prepared a simple affidavit explaining both transliterations come from the same Cyrillic name. USCIS accepted it.

Canada (IRCC)¶

Document: Letter of Explanation (LoE) + Statutory Declaration (for serious discrepancies) Notarization: required for Statutory Declaration; not required for LoE Language: English or French

IRCC uses the passport as the primary name document. If other documents show a different name, you need a Letter of Explanation covering: - Which specific documents have different spellings - Why (change in transliteration, different languages) - That it’s all the same person

As one applicant writes on canadavisa.com:

I included a one-page letter explaining that my name appears differently on my birth certificate (issued in USSR-era Ukraine in Russian) vs my current Ukrainian passport. I listed both versions, explained the transliteration difference, and attached the birth certificate with its certified translation. Application was processed without RFE.

Cost: Letter of Explanation - free (write it yourself). Statutory Declaration at a notary - CAD $25-75.

United Kingdom (UKVI)¶

Document: Cover letter / Supporting letter Notarization: not required, but recommended for serious discrepancies Language: English

UKVI doesn’t have a formalized format for this. But inconsistencies between documents can be treated as a credibility concern, so it’s better to submit a preemptive explanation:

• Cover letter with a detailed explanation
• Copies of all documents where the name differs
• Translations with certification statements

Tip: write the cover letter yourself, not through the translator. This shows you’re aware of the issue and proactively addressing it.

Germany (Ausländerbehörde)¶

Document: Namenserklärung (name declaration) or explanatory letter Notarization: depends on the specific Amt Language: German

Germany has a specific approach. A Namenserklärung is a separate procedure for establishing the correct spelling of your name in German documents. It’s needed when: - Your passport name differs from your birth certificate name - You need to establish which spelling will be official in Germany

For the Ausländerbehörde, you typically need: - Beglaubigte Übersetzung (certified translation) of all documents by one translator - An explanatory note from the translator stating that the different spellings refer to the same person - Copies of originals

Cost: translation and translator’s explanation - included in translation price (30-60 EUR per page). Namenserklärung - 25-50 EUR (government fee).

Australia¶

Document: Statutory Declaration Notarization: required (must be witnessed by an authorised person) Language: English

For Australian immigration, documents must be translated by a NAATI-accredited translator. When a NAATI translator provides a certified translation, they usually add a note about alternative name spellings. But if the discrepancy is significant, you’ll need a Statutory Declaration.

Translating the affidavit: what you need to know¶

If you’re writing the affidavit for an English-speaking country¶

You write the affidavit directly in English. What needs translating are your OTHER documents (birth certificate, diploma, certificates) where the different name spellings are visible.

This is critical: the translator must include BOTH spellings in the translation - the original Cyrillic and the Latin transliteration. A good translator will also add a translator’s note:

Translator's Note: The name "Наталія Сергіївна Іванова"
as it appears in this document is transliterated as
"Nataliia Serhiivna Ivanova" according to the current
Ukrainian transliteration standard (CMU Resolution No. 55
of 27.01.2010). This is the same person whose name appears
as "Nataliya Sergeyevna Ivanova" in other documents
translated from Russian-language originals.

If you’re writing the affidavit for a German-speaking country¶

The affidavit (or Eidesstattliche Erklärung - a sworn declaration) should be in German, or you can have the translator include the explanation in their Beglaubigte Übersetzung. In Germany, a sworn translator (vereidigter Übersetzer / beeidigter Übersetzer) has the authority to add official notes to translations - and their word carries legal weight.

One translator for the entire package - the golden rule¶

If you’re submitting multiple documents (birth certificate + diploma + police clearance), get ALL of them translated by the same translator. Here’s why:

1. One translator ensures a consistent transliteration standard across ALL translations
2. They’ll spot the discrepancies themselves and add the appropriate note
3. A single translator’s statement covering the entire package is far more convincing than explanations from three different translators

This is one of the most important practical tips. Many name discrepancy problems arise precisely because different documents are translated by different translators - each using their own transliteration approach.

How much it costs: real numbers¶

Total cost for a typical case (one affidavit + translation of 3-4 documents with discrepancy notes): $150-350 if DIY, $400-700 through an attorney.

Common mistakes when writing the affidavit¶

1. Incomplete list of name variations¶

You listed two variations, but your police clearance has a third one - and the officer asks again. Review ALL your documents and collect ALL spellings before filing.

2. Vague explanation of reasons¶

“Different transliteration” isn’t an explanation. “My birth certificate was issued in 1988 in the Ukrainian SSR in Russian language. When transliterated to English from Russian, my name reads as ‘Natalya.’ My current passport, issued in 2022, uses Ukrainian language, producing the transliteration ‘Nataliia’ per CMU Resolution No. 55 of 2010” - that’s an explanation.

3. No supporting documents¶

The affidavit itself is just a STATEMENT. It must be backed by copies of documents showing each name variation. Without attachments, the affidavit may be rejected.

4. Different translators with different transliterations¶

As mentioned above, this creates additional discrepancies on top of those that already exist. One translator for the entire package.

5. Forgetting to address the patronymic¶

For USCIS, the patronymic falls under “middle name” or “other names.” If some of your documents include the patronymic (newer Ukrainian passports include the patronymic) while others don’t (the travel passport may omit it), explain this in the affidavit.

Where to get a translation with proper formatting¶

For translating documents from a package with name discrepancies, choose one of three paths:

Sworn translator offline - the ideal option if you’re in Germany, Austria, or another country requiring a beeidigter Übersetzer. Translator database: justiz-dolmetscher.de for Germany. Price: 30-60 EUR per page. The translator can personally review all documents and write a detailed Vermerk (note).

Certified translation online - for the US, Canada, UK, and Australia. Services like ChatsControl work with certified translators experienced with Ukrainian documents. You upload a scan or photo, the translator sees the original with Cyrillic text, produces a translation with proper transliteration, and adds a Certificate of Translation Accuracy with an explanation of name variations. You get the result as a certified PDF by email. Pricing is comparable to offline bureaus (~30-50 EUR per page), turnaround ranges from a few hours to 2 days. The advantage is that the translator sees ALL your documents at once and can ensure consistent transliteration throughout.

Translation bureau - the classic option, available everywhere. Make sure the same translator handles your entire package and that the bureau has experience with post-Soviet documents.

FAQ¶

Do I have to notarize the Affidavit of Name Discrepancy?¶

It depends on the country. For USCIS - recommended but not always required (a notarized affidavit carries more legal weight). For Canada (Statutory Declaration) - yes, required. For UKVI - no, a cover letter is sufficient. For Germany - depends on the specific Amt. General rule: if you can get it notarized, do it. It costs $5-15 and eliminates any questions.

Can I write the affidavit myself, or do I need a lawyer?¶

You can absolutely write it yourself - it’s legal and perfectly acceptable. A lawyer is only needed if the situation is complex (e.g., an official name change in one country that wasn’t registered in another). For a standard transliteration issue, the template from this article + your specific details = a ready document.

How many name variations should I list in the affidavit?¶

All of them. Go through every document you’re submitting (birth certificate, passport, diploma, police clearance, employment records) and write down every unique spelling. It’s better to include an extra variation than to miss one.

What if my patronymic appears in some documents but not others?¶

Address this as a separate point in the affidavit. Explain that the patronymic (middle name derived from the father’s first name) is part of the full legal name in Ukraine but isn’t mandatory in the travel passport (since 2016). Its presence or absence doesn’t mean these are different people.

Do I need an affidavit if the difference is just one letter?¶

Yes, even a minimal difference can cause problems. An error in even one letter of a name can delay an immigration application by months. It’s better to submit a simple one-page affidavit than to wait for a Request for Evidence (RFE) from USCIS or a similar query from IRCC.

Will USCIS accept an affidavit prepared in Ukraine?¶

Yes, if it’s notarized. But notarization in Ukraine requires an apostille for use in the US. The simpler option is to prepare the affidavit in the country where you currently live, get it notarized there, and submit it with the rest of your documents. If you’re in a country without a US consulate nearby, Remote Online Notarization (RON) is allowed by many US states.

How often does USCIS deny applications because of name discrepancies?¶

USCIS doesn’t deny applications because of name discrepancies per se - they issue a Request for Evidence (RFE) asking you to explain. But an RFE delays processing by at least 60-90 days. Submitting the affidavit upfront with your main package avoids this delay entirely.

Do I need a separate affidavit for each country, or just one?¶

One affidavit per package. But the format should match the requirements of the country you’re filing in. For USCIS - affidavit format with jurat. For Canada - Statutory Declaration. For the UK - supporting letter. The content is the same (list of names + explanation), but the form differs slightly.