Digital apostille and consular services for Ukrainians abroad: what changed in 2026

For Ukrainians living abroad, legalising documents for foreign institutions has always been a painful topic: certificates, civil records, translations, apostille — often this meant coming to Ukraine or queueing at a consulate. In 2026 this procedure has changed significantly.

What happened: the updated Electronic Apostille Register

On 2 March 2026, the Ministry of Justice of Ukraine, together with the state enterprise "National Information Systems", launched the updated Electronic Apostille Register. This is not a new service, but a modernisation of the register within the e-APP programme of the Hague Conference on Private International Law, which Ukraine has been running since 2015. The updated system was presented at the Permanent Bureau of the Hague Conference; the Ministry of Justice delegation was headed by Deputy Minister for Digital Development Olha Riabukha.

This is a transition from a fragmented paper model to a single digital environment where apostilles are centrally stored, verified and confirmed.

What specifically changed in the apostille

• QR codes. The apostille now contains QR codes for the signature and seal of the institution that affixed it, as well as its own unique QR code for quick authenticity verification.
• Electronic version. Alongside the paper apostille, an electronic one is created — an ASiC-E container with a qualified electronic signature (QES). This is an international format compatible with EU requirements (eIDAS); the file can be downloaded as a PDF and provided at the request of a foreign institution.
• Online verification. The authenticity of apostilles issued after 1 March 2026 is verified on the official resource apostille.minjust.gov.ua. For apostilles affixed earlier, an archive is maintained. During verification, a foreign institution sees both the apostille itself and a scanned copy of the document on which it is affixed.
• No need to come to Ukraine. The new system allows the service to be obtained without physical presence in Ukraine and reduces the administrative burden on Ukrainian consulates.

Note two close dates: the register itself went live on 2 March 2026, while online verification covers apostilles issued after 1 March 2026 (older ones — via the archive). From 2 March 2026 the functionality for accepting apostille applications is available for the civil status registration (DRATsS) units of the territorial bodies of the Ministry of Justice and for state notary offices. In the first month of operation, 30,744 apostilles were issued through the updated Register.

Who this concerns

Primarily Ukrainians abroad who need documents for work, study, a residence permit, tenders, marriage or other official procedures in countries that are parties to the Apostille Convention. A digital apostille with QR verification is easier for a foreign institution to recognise, and the service itself no longer requires a personal visit to Ukraine.

Registration of civil acts and documents via Diia and e-Consul

The apostille update is part of a broader shift of consular and registration services online:

• A digital apostille on a criminal record certificate is available via the Diia portal (the service launched in beta mode in 2025 and has been available in the app since then). Cabinet of Ministers Resolution No. 853 of 25 July 2024 amended the Procedure for maintaining the Electronic Apostille Register and extended electronic apostillisation to central government bodies, in particular the Ministry of Internal Affairs. Access requires a verified tax number (RNOKPP) and a passport (or residence permit) in the Diia app.
• Online marriage registration via Diia using a video link — regardless of the spouses' actual location, including abroad.
• Extracts from the State Register of Civil Status Acts can be ordered electronically via Diia; some DRATsS services are available online and at consular offices.
• Registration of a child's birth abroad: if at least one of the parents is a citizen of Ukraine, the child is entitled to citizenship regardless of the country of birth. The act can be registered through a diplomatic mission or consulate (booking the service — via the e-Consul portal) or with the competent authorities of the country of birth. Important: registration with foreign authorities alone does not yet mean automatic entry of the data into the Ukrainian register.
• Online notary services at consulates. Ukrainian citizens abroad can request certain notarial acts at embassies and consulates remotely.

What a Ukrainian abroad should do

1. Check whether the country for which the document is needed is a party to the Apostille Convention — if so, an apostille is sufficient instead of consular legalisation.
2. If you already have a new apostille (issued after 1 March 2026), save its electronic version in ASiC-E / PDF format and, if necessary, send it to the foreign institution together with a link to the online verification.
3. Verify the authenticity of an apostille only on the official Ministry of Justice resource apostille.minjust.gov.ua.
4. To register civil acts (birth, marriage) or order extracts — use booking via e-Consul and the services in the Diia app, clarifying the list of services of the specific consulate.

The exact lists of documents, fees and submission procedures depend on the specific institution and may be updated, so before submission check against the official sources of the Ministry of Justice and the Ministry of Foreign Affairs.