Restoration of documents from the registry office remotely: what Ukrainian refugees need to know

For Ukrainians who are abroad, the loss of documents issued by the RAC can become a serious obstacle. Documents such as birth, marriage or name change certificates are often required for local documents, identity verification or contracts. In countries where refugees are located, the requirements for providing documents are strict, so their absence makes it difficult to access social services, medical care or legalization of status.

The legislation of Ukraine provides for the possibility of restoring documents from RACs remotely, which has become a salvation for many. This process allows citizens to obtain the necessary documents without a physical presence in Ukraine, even if they are in distant countries.

What documents can be restored

RACs of Ukraine allow recovery of the following documents:

• birth certificate;
• marriage certificate;
• divorce certificate;
• name change certificate;
• a certificate of absence of marriages (required for marriage abroad).

Each of these documents may be necessary in different life circumstances. For example, a birth certificate is key to verifying children’s citizenship, and a certificate of non-marriage is often requested by RAC authorities in host countries.

The process of restoring documents from the RAC remotely

The procedure begins with gathering information. It is important to provide as much information as possible about the lost document. Usually this is the full name of the person for whom the document was issued, the date and place of registration of the act (for example, birth or marriage). If the record number in the deed book is known, it will significantly speed up the search process.

Next, you should issue a request to the RAC. This can be done in two main ways. The first option is through an authorized person in Ukraine. This can be a relative, an acquaintance or a lawyer who will act on your behalf. In this case, you will need a power of attorney, legalized or apostilled in the country of your stay.

The second option is to apply through a consular institution of Ukraine abroad. Consulates help with submission of requests, transfer of information to RACs and receipt of ready documents.

After submitting the request, you need to pay the state fee. This can be done through banking institutions in Ukraine or using electronic payment systems. It is important to confirm the payment with the corresponding receipt, which is attached to the application.

The finished document can be obtained in several ways: in person, through an authorized person in Ukraine, or by international postal delivery. Postal companies such as DHL, FedEx or “Ukrposhta” allow you to quickly deliver documents abroad, but it is important to specify the correct address and process the shipment.

Peculiarities and complexities of the process

Despite the availability of the procedure, the recovery process can be complicated by bureaucratic obstacles, especially when it comes to old or archival records. In such cases, it is useful to contact legal organizations that specialize in helping Ukrainians abroad.

To avoid problems in the future, Ukrainians living abroad are advised to:

Always make copies of important documents, including certificates and passports.

Find out in advance about the requirements for documents in the host country.

If a document is lost, act immediately to minimize delays.

Why it is important to act in a timely manner

Documents issued by RACs are key to solving many legal issues. A timely renewed certificate or certificate will help to avoid delays in submitting documents to local authorities, concluding marriages or resolving family matters.

It is important for Ukrainians abroad to know that they can get the necessary documents without returning home, using remote mechanisms. This opportunity provides greater mobility and allows you to focus on adapting to a new life without wasting time and resources on bureaucracy.

Retrieving documents from the RACs remotely is an important mechanism that allows Ukrainians abroad to maintain access to their rights and opportunities. Despite bureaucratic complications, this process provides a legal link with Ukraine even in difficult circumstances. It is important to act in a timely manner, contact proven sources of help and be ready for new challenges.