Launch of the Electronic Apostille Register
A new order from Ukraine's Ministry of Justice will take effect on February 1, 2026, establishing a fully digital Electronic Apostille Register (EAR). This reform digitizes the entire apostille process, introduces a new stamp design, sets strict deadlines for application review, and changes the service fee structure. This move aligns Ukraine with international standards for document legalization, a key step for global business and personal affairs.
Changes to the Apostille Procedure
Under the new regulations, applications for an apostille will be processed within a maximum of three business days. The state fee, previously a flat 51 hryvnias, will now be calculated using a formula tied to the living wage for able-bodied persons, multiplied by a coefficient of 0.2. Based on current projections, the estimated cost for one apostille stamp in 2026 will be approximately 670 hryvnias.
A new stamp design will also be introduced. It will be a perfect circle with a diameter of 4.5 cm, applied in blue ink. Key security features to verify authenticity will include:
- A five-pointed star placed between inscriptions in English;
- A seven-pointed star placed between inscriptions in Ukrainian.
Verification for foreign institutions will be simplified through a scannable QR code on the document. However, certain documents will be ineligible for an apostille, including old Soviet-era documents and laminated papers. Citizens holding such outdated documents are advised to obtain new-format duplicates from the Civil Registry Office (RAЦS).
This reform represents a 'virtually tectonic shift,' as it changes almost everything: the price, the appearance of the stamp, and the approach to old documents.
Iryna Poliakova
She further noted that 'the old Soviet-era green booklet, or birth certificate, can essentially be thrown in the trash,' as authorities will likely refuse to place an apostille on them. The apostille fee will increase automatically each year in line with adjustments to social standards.
The implementation of the Electronic Apostille Register reflects Ukraine's drive to modernize public services, crucial for its integration into the international legal space. Streamlining the procedure and shortening processing times could positively impact businesses and citizens by reducing bureaucratic barriers. However, the increased cost and restrictions on older documents may pose challenges for those unable to adapt to the new requirements quickly.