Document Authentication and Legalization Procedures


Quite often, American citizens and business persons require that certain documents be "legalized" or "authenticated" so that they can be used in Ukraine. The procedures to be followed depend on the nature of the documents and are similar to the requirements of all other governments throughout the world.

Notarization of Documents

If the document is written in Ukrainian and requires merely notarization, it may be signed by the signatory person before the Consul of Ukraine at the Consulate Office who will thereafter notarize it.

This procedure is known as the "notarization" process and is substantially similar to the procedures practiced in the United States.


CERTIFICATION OF PUBLIC DOCUMENTS

The Convention, abolishing the requirement of consular legalization for foreign public documents came into force for Ukraine on December 22, 2003.

The present Convention shall apply to public documents which have been executed in the territory of one contracting State and which have to be produced in the territory of another contracting State. Special certification called Apostille (hereinafter - apostille) is affixed to these documents.

Documents completed with an apostille certification must be submitted directly to a member nation to the Convention without any further action or certification (consular legalization).

The present Convention shall not apply to:

a) documents executed by diplomatic or consular agents;

b) administrative documents dealing directly with commercial or customs operations.

According to the Instruction of the Cabinet of Ministers of Ukraine of 18/01/2003 # 61 On Authorization for Apostille certification for public documents an apostille for the documents issued in Ukraine is placed by:

the Ministry of Education and Science, Youth and Sport of Ukraine for public documents issued by the educational institutions, state bodies, enterprises, offices and organizations in the field of education and science.

the Ministry of Justice of Ukraine for documents issued by the judicial bodies and courts and also for the documents issued by the public notaries in Ukraine.

the Ministry of Foreign Affairs of Ukraine for all other types of documents.

postille is placed to:

documents issued by a state court of Ukraine;

for the documents issued by the prosecutors offices, judicial bodies of Ukraine;

administrative documents;

for the documents on education and academic status;

documents executed before a notary public;

official certificates which are placed on documents signed by persons in their private capacity, such as official certificates recording the registration of a document or the fact that it was in existence on a certain date and official and notarial authentications of signatures.

The updated information on the list of Member-states to the Convention is placed at the web-site of the Hague Conference on International Private Law http://www.hcch.net/index_en.php?act=conventions.status&cid=41#nonmem

In the U.S. the authorized authority to place an Apostille is the office of the Secretary of State or Office of the Lieutenant Governor (Utah, Hawaii)


List of State Authentication Authorities

Arizona
Office of the Secretary of State
Business Services Division, Notary Section

1700 W. Washington, 7th Floor
Phoenix, AZ 85007-2888
602 542-4086/ 602 542-4758
http://www.sosaz.com/notary
Designated Authority: Secretary of State; Assistant Secretary of State.

California
Office of the Secretary of State
Business Programs Division
Notary Public Section

P.O. Box 942877
Sacramento, CA 94277-0001
916-653-3595
http://www.ss.ca.gov/business/notary/notary.htm
Designated Authority: Secretary of State; any Assistant Secretary of State; any Deputy Secretary of State.

Colorado
Office of Secretary of State

1560 Broadway, Suite 200
Denver, CO 80202
303-894-2680
http://www.sos.state.co.us/pubs/info_center/2001fees.htm
Designated Authority: Secretary of State; Deputy Secretary of State.

Hawaii
Office of the Lieutenant Governor

State Capitol, 5th Floor,
Honolulu, Hawaii 96813
808-586-0255
http://www.state.hi.us/ltgov/page8.html
Designated Authority: Lieutenant Governor of the State of Hawaii.

Idaho
Office of Secretary of State
Notary Department

Box 83720
Boise, ID 83720
208- 332-2810
http://www.idsos.state.id.us/notary/apostill.htm
Designated Authority: Secretary of State; Chief Deputy Secretary of State; Deputy Secretary of State; Notary Public Clerk.

Montana
Office of Secretary of State

Room 225
Box 202801
State Capitol
Helena, MT 59602
406-444-5379
http://sos.state.mt.us/css/index.asp
Designated Authority: Secretary of State; Chief Deputy Secretary of State; Government Affairs Bureau Chief.

Nevada
Secretary of State

101 N. Carson Street, #3
Carson City, NV 89701-4786
775-684-5708
http://sos.state.nv.us/notary/apostille.htm
Designated Authority: Secretary of State; Chief Deputy Secretary of State; Deputy Secretary of State.

New Mexico
Office of the Secretary of State

State Capitol North Annex, Suite 300
Santa Fe, NM 87503
505-827-3600
http://www.sos.state.nm.us/notary-cert.htm
Designated Authority: Secretary of State

Oregon
Office of Secretary of State

255 Capitol St.
Suite 151
Salem OR 97310
503-986-2200.
http://www.filinginoregon.com/notary/index.htm
Designated Authority: Secretary of State; Deputy Secretary of State; Acting Secretary of State; Assistant to the Secretary of State.

Utah
Office of the Lieutenant Governor

210 State Capitol
Salt Lake City, UT 84145-8414
801-538-1040
http://governor.state.ut.us/lt_gover/internationaltemplate.html
Designated Authority: Lieutenant Governor; Deputy Lieutenant Governor; Administrative Assistant.

Washington
Office of the Secretary of State
Corporations Division
Apostille and Certificate Program

PO Box 40228
Olympia, WA 98504-0228
360-586-2268
http://www.secstate.wa.gov/apostilles
Designated Authority: Secretary of State; Assistant Secretary of State; Director, Department of Licensing.

Wyoming
Office of Secretary of State

The Capitol
Cheyenne, WY 82002-0020
307-777-5342
http://soswy.state.wy.us/authenti/authenti.htm
Designated Authority: Secretary of State; Deputy Secretary of State.



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2004 Consulate General of Ukraine in San Francisco / . -