In modern conditions, when millions of Ukrainians cross the state border for various reasons — leaving the country to receive temporary protection, reuniting with family, employment or study — there is a need to officially confirm the fact of their presence outside Ukraine or, conversely, uninterrupted residence on its territory. Therefore, the topic of how to obtain a border crossing certificate is quite relevant (certificate of crossing the border of Ukraine).
Such confirmation is the border crossing certificate issued by the State Border Guard Service of Ukraine. This document contains information about the dates, times, and checkpoints through which the person entered Ukraine or exited beyond its borders. Obtaining such a certificate is an important procedure for processing social payments, benefits, residence documents abroad, and also for resolving other legal issues. Understanding the order of application, necessary documents and authorities that provide this information allows saving time and avoiding unnecessary difficulties.
The Essence of the Border Crossing Certificate as an Official Document
The border crossing certificate is an official written document issued by the Main Center for Processing Special Information of the State Border Guard Service of Ukraine. It contains information about the person who crossed the border: surname, first name, patronymic, date of birth, citizenship, passport document details, as well as data on the direction of crossing the border, date and time, and the checkpoint. This document is not an identity document but confirms the legal fact of a person's stay abroad or in Ukraine during a specified period.
The border crossing certificate is issued exclusively based on a written request from the individual regarding themselves or regarding their minor children. The information contained in the database of the State Border Guard Service of Ukraine is confidential and is not provided to third parties without the consent of the individual. Information about individuals who crossed the state border is stored in the database for ten years from the date of its entry.
When and Why Confirmation of Crossing the State Border is Needed
Confirmation of the fact of crossing the state border is necessary in many life and legal situations. Most often, such a certificate is required for:
- Processing social payments and benefits that depend on the fact of permanent residence in Ukraine.
- Obtaining residence documents (temporary or permanent protection, residence permit) in foreign countries, including in the European Union.
- Confirming the period of residence abroad to maintain eligibility for certain benefits or statuses.
- Documentary confirmation of the legality of residence in European countries.
- Processing inheritance or resolving other property issues that require confirmation of the person's presence during a specified period.
- Confirmation of the absence of the fact of crossing the border, i.e., uninterrupted residence in Ukraine.
In some cases, foreign countries require a notarized translation of the certificate and the affixing of an apostille for the document to be used on their territory.
Authorities Providing Information about Border Crossing
The only authorized body that collects, processes, and provides information about crossing the state border of Ukraine is the State Border Guard Service of Ukraine. The preparation and issuance of certificates are directly managed by the Main Center for Processing Special Information of the State Border Guard Service of Ukraine, located in Kyiv. It is here that written requests must be sent. It is important to note that information about temporary restrictions on leaving the country, such as debts for alimony or other court decisions, can be separately verified through special online services on the official website of the State Border Guard Service of Ukraine.
How to Obtain a Border Crossing Certificate of Ukraine
There are several ways to obtain a border crossing certificate. Citizens can personally visit the public reception of the Administration of the State Border Guard Service of Ukraine, send a written request by mail to the address of the Main Center for Processing Special Information of the State Border Guard Service, or send a request by email, attaching a scanned application with their handwritten signature or signed with an electronic digital signature. To expedite the information retrieval process, one can seek the assistance of a lawyer who has the right to submit a lawyer's request. The processing time for an individual’s application may take up to thirty days. It should be noted that information about temporary restrictions on leaving can also be verified online in real-time through the 'Personal Account' on the website of the State Border Guard Service, by logging in using an electronic signature or BankID.
Procedure for Application and Required Data for the Request
To obtain a certificate, it is necessary to submit a written application (request) addressed to the Main Center for Processing Special Information of the State Border Guard Service. The application must include the following details:
- surname, first name, and patronymic of the applicant;
- citizenship;
- date of birth;
- passport document details;
- residential address;
- the period for which information about the border crossing is required.
The application should also indicate a convenient method for receiving the response: by postal address, by email, or in person. A photocopy of the passport for leaving the country must be attached to the application, specifically the first page with a photograph and personal information. The application must contain consent for the processing of personal data. If the request is submitted through a representative, a written consent of the person regarding whom information is requested must be added.
Format and Content of the Received Certificate
The border crossing certificate provided by the Main Center for Processing Special Information of the State Border Guard Service of Ukraine is an official document of a strictly established form. It is prepared on a special form which has security features that prevent forgery. The upper part of the document contains the outgoing data: registration number of the certificate, date of issuance, name of the issuing authority. An informational block follows, containing information about the person for whom the information is provided.
This block includes the surname, first name, and patronymic, date of birth, citizenship, series and number of the passport document based on which the border crossing was carried out. The main part of the certificate is presented in the form of a table where for each border crossing event, the date and time of the event, direction (entry to Ukraine or exit from Ukraine), checkpoint, and the mode of transport used by the person are specified. If there is no information about the border crossing during the requested period, a certificate of the absence of data is issued. The document is signed by an authorized official and sealed with a stamp. For the use of the certificate in foreign countries, a notarized translation of the document may be required, as well as the affixing of an apostille confirming the authenticity of the signature and seal. The apostille is affixed in the Ministry of Foreign Affairs of Ukraine or in territorial justice bodies. The certificate has no expiration date; however, some institutions may require that the document be issued no later than three to six months before the submission time.
Timeframes for Providing Information and Features of Obtaining
The timeframe for providing a border crossing certificate directly depends on the method of application and the volume of requested information. When applying in person to the public reception of the Administration of the State Border Guard Service of Ukraine, the certificate may be issued on the same day or within three to five working days. When sending a request by mail, one should consider the delivery time of the letter: the total time from sending to receiving a response may take from two to four weeks. When applying via email without using a qualified electronic signature, the processing time for the request may reach thirty days. The use of an electronic digital signature significantly accelerates the process, as such a request is equated to a written one.
For citizens who are abroad, the most convenient way is to send a request via email followed by receiving a scan of the certificate, certified by the electronic signature of the official. In cases where information about border crossings over an extended period (more than five years) is needed, the timeframe for providing a certificate may be extended to forty-five days due to the need for processing archival data. After receiving the certificate, it is recommended to verify the correctness of the indicated personal data and information about border crossings. In the event of errors or inaccuracies, it is necessary to contact the same authority with a request for corrections. The service for issuing the border crossing certificate is free of charge; however, additional expenses may arise related to notarization of translation, affixing an apostille, or postal forwarding of the document.