Documents from Ukraine for a residence permit in Italy

For Italian authorities a Ukrainian document goes through two steps: an apostille in Ukraine and a sworn translation into Italian. We handle the Ukrainian part: we obtain the certificates, have them apostilled and deliver them to you or your lawyer in Italy. We have been doing this since 2012, remotely, under a power of attorney.

When Ukrainian documents are needed in Italy

• Italian citizenship by residence or marriage. The application is filed online on the portal of the Italian Ministry of the Interior, together with the birth certificate and the criminal record certificate from the country of origin.

• Family reunification (ricongiungimento familiare). After the Sportello Unico clearance, the family member submits to the Italian consulate the documents proving the family relationship: marriage and birth certificates and other civil status records, translated and legalised.

• Moving from temporary protection to another residence permit. EU temporary protection for Ukrainians has been extended to 4 March 2028, and the Council of the EU has recommended that member states prepare transitions to other legal statuses. A new residence basis means Ukrainian documents are needed again.

• Marriage, child registration, inheritance, recognition of education. Each procedure has its own checklist from the Italian authority, and we collect the Ukrainian documents for it.

Documents we obtain in Ukraine

• Criminal record certificate (extract from the Ministry of Internal Affairs information system) on paper with an apostille. The electronic extract cannot be apostilled, so Italy needs the paper version issued by the Ministry's Unified Information System service.

• Duplicate birth, marriage, divorce and name change certificates and extracts from the State Register of Civil Status Acts. Originals issued by authorities of the Soviet republics are not accepted for an apostille. An apostille can be placed on a copy certified by a Ukrainian notary, and if the receiving authority wants an original document, we obtain a duplicate certificate in the current Ukrainian format.

• Extracts from the Unified State Register and sole proprietor extracts for business owners.

• Information certificate from the real property rights register when ownership in Ukraine must be confirmed.

• Tax residence certificate for tax matters.

Apostille and translation for Italy

Ukraine and Italy are parties to the 1961 Hague Apostille Convention, so consular legalisation is not required: an apostille placed on the original in Ukraine is enough. Documents of justice bodies (civil status certificates, notarial and court documents) are apostilled by the Ministry of Justice, and the paper criminal record certificate by the Ministry of Internal Affairs.

The Italian Embassy in Ukraine describes the next step: the apostilled original is taken to the competent court (Tribunale) in Italy, where a sworn translation (traduzione asseverata) is made, and this is equivalent to legalisation. We therefore deliver the apostilled originals to Italy, and the translation is done there by your translator or lawyer.

The paper criminal record certificate with an apostille is released only by the Ministry's Unified Information System service: in person, to a representative, or by post or courier. Orders placed through the Diia app are currently delivered within Ukraine only, so people in Italy usually act through a representative.

How we work when you are abroad

1. Tell us which procedure and which authority the documents are for. If you already have a checklist from the immigration office, consulate or your lawyer, send it together with a copy of your passport.
2. We match the checklist against what Ukrainian authorities actually issue and confirm which documents we will obtain, in what form and with which apostille.
3. Some documents are released only to the person or their representative. For those we draft a power of attorney, which you sign at a Ukrainian consulate or before a local notary with an apostille.
4. We obtain the documents, have them apostilled by the competent authority and check that names in Latin script match your international passport.
5. We send you scans for review and deliver the originals to you, your representative or your lawyer abroad.

If your case is handled by a lawyer abroad

If a lawyer or consultant in your country of residence handles your case, we work with them directly. The lawyer sends us the list of documents, we obtain the Ukrainian part of the file and keep the firm informed at every step. See For immigration lawyers: documents from Ukraine.

General conditions for Italian residence are described on the page Residence permit in Italy.

Comments