Document Authentication and Legalization Procedures 
& Fees

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

If the document is in the Ukrainian language and requires merely notarization, then it may be signed by the signatory person before a Ukrainian consular officer at the Consulate offices who will thereafter notorize it. The fees for such notarization are $40.00 per document. This procedure is known as the "notarization" process and is substantially similar to the procedures followed here in the US.

Authentication by the US Department of State

All other documents which are issued by American governmental entities, or which are business documents or are documents which have been previously notarized in accordance with the procedures of the various states must be "authenticated" in accordance with the Rules and Regulations for Authentication of Documents promulgated by the Department of State of the United States. These rules are set forth at the end of this document.

Authentication by the Ukrainian Consulate

The Consulate General of Ukraine will legalize only those U.S. documents, each of which has been duly authenticated by the appropriate U.S. authorities. 
The Consulate General of Ukraine in New York can legalize only the documents generated or recorded in those states:

Connecticut, Maine, Massachusetts, New Hampshire, New Jersey, New York, Pennsylvania, Rhode Island or Vermont: 
a) American business documents, or documents relating to the adoption of children from Ukraine, each of which has been duly authenticated by the U.S. Department of State, 
b) All other documents each of which has been certified by the Secretary of State of the respective State.
2.  A photocopy of the entire original must also accompany each document Submitted to Consulate General of Ukraine for legalization. 
When submitting and documents heaving any pages with overlapping attachments, you must provide a photocopy of each such page both with and without the attachment. In doing so, care must be taken not to remove any staples. Photocopies of multi-page documents must be in exact sequential order as the original, collated and stapled, and attached to the original document with a clip.

3.  Fee Structure for Legalization of Documents
 

For legalization of each document relating to the enforcement of rights an individual (physical person) but not an individual acting on behalf of a legal entity

$60*

+$10 
for acceptance of the set of documents (application fee) (non-refundable) plus a consular fee

For legalization of each document relating to the enforcement of rights juridical person (legal entities) in Ukraine 

$120*

+$10 
for acceptance of the set of documents (application fee) (non-refundable) plus a consular fee

* For expedite service of less than nine business days, each of the respective fee is doubled.

4. The Consulate General of Ukraine accepts processing fees only in the form of money order made payable to the “Consulate General of Ukraine in New York”.
5. If the documents are to be returned by mail or courier service, the Consulate General of Ukraine must be provided with a pre-paid self-addressed envelope. Any mail service is acceptable except DHL. The FedEx, UPS, Airborn Express, Express Mail are preferable. 
The Consulate General of Ukraine disclaims any responsibility for any mail that is lost, damaged, misdirected or delivered late.
6. The documents, which you are intended to submit for legalization, should be delivered to the Consulate General of Ukraine on its business hours. 
The processing time is nine business days. At the specific request of a submitting party for expedite service documents will be legalized at the same (up to three documents) or next day. 

!!! IMPORTANT !!! LEGALIZATION REQUIREMENTS (Additional information)

Expedited Service
At the specific request of a submitting party, documents will legalized at the same or next day (up to three documents). For expedite service of less than nine business days, each of the respective fee is doubled. 
Please also be advised that documents received on Saturday, Sunday or a legal Ukrainian or American holiday are considered received on the following business day.

Rules and Regulations for Authentication of Documents promulgated by the
Department of State of the United States

United States Department of State

The Department of State is responsible for providing authentication services to U.S. citizens and foreign nationals on all documents that will be used overseas. Documents include: company bylaws, powers of attorney, trademarks, diplomas, transcripts, invitations, letters related to degrees, distributorship agreements, statements of non-marital status, articles of incorporation, good standing certificates, certificates of merger, home studies, job certifications, letters of reference, deeds of assignments, patent applications, etc.

The Authentication Office (of the Department of State) is responsible for singing and issuing certificates under the Seal of the United States. It also ensures that requested information will serve in the interest of justice and is not contrary to U.S. policy.

This office (FMSS/GS/AUTH) is located at 518 23rd Street, NW, SA-1 Columbia Plaza, Washington, D.C. 20520, tel.: (800) 688-9889.

Request for Authentication Services

A request for authentication services under 22 CFR., Part 131, should include the reason for authentication and the name of the country where those documents will be used.

Prior Certification (general documents)

1. acknowledged before a notary public;
2. certified by the clerk of court of the county in which the notary is commissioned ; and
3. certified by the Secretary of State of the State in which the document is executed.

Prior Certification (special documents)

A. Birth, marriage, and death certificates and court files (divorce decrees, probated wills, judgments, etc.)

1. certified by the custodian of those records;
2. certified by the Secretary of State of the State in which the documents are recorded. The Secretary of State should be registrar to certify to the officials signing the document under the impressed Seal of the State.

B. Documents executed by a Federal agency

Certified under the official seal of the agency.

C. Educational documents

1. An official of the school, college, or university, preferably the registrar, must certify the document as being an official record or a true copy of the original document;
2. The official's signature must be notarized;
3. The clerk of court of the county where the notary is commissioned must certify the authority of the notary;
4. The Secretary of State of the State in which the document is being executed will certify to the clerk of court, under the impressed Seal of the State.

Another procedure that may be used for educational documents, if acceptable in country of intended use:
1. make a copy of the document and certify that it is a true copy of the original;
2. acknowledge before a notary;
3. have certified by the clerk of court of the county in which the notary is commissioned;
4. have certified by the Secretary of State of the State in which the document is executed.

D. Animal health certificates

Must be certified under the official Seal of the United States Department of Agriculture in the State in which the document originates.

For all documents being authenticated, the following must be complied with:

1. All seals and signatures must be originals.
2. All certifications must contain a jurat stating what is being certified.
3. Rubber stamp seals are not acceptable on State certificates.
4. State certifications using a mechanically subscribed signature must have one original signature subscribed by a deputy.
5. All dates must follow in consecutive order on notary, clerk of court, and Secretary of State certifications.
6. All documents in a foreign language must be accompanied with a certified (notarized) English translation.
7. If a copy of a document is used, it must include the statement that it is a true and accurate copy.

Fees
The authentication fee is $ 5.00 a document. A check or money order made payable to the United States Department of State should be submitted with the document. (A personal of company check is acceptable).

Location

Number of documents that can be authenticated while you wait:
Each customer is limited to 15 documents a day on a while-you-wait basis. Two lines are available.

• Line 1 (Express Line): 4 documents or less
• Line 2: 5-15 documents.

Documents received by mail
Authentication takes about 1 week from the receipt to the return of documents received by mail. Include a telephone number where you can be reached during the day, in case of problems, and the name of the country where the documents will be used.

Documents forwarded to an Embassy or Consulate by the Authentication Office
The Authentication Office will mail documents directly to the Embassy or Consulate in the United States if proved with a transmittal letter for them, the fee, and a pre-addressed, stamped envelope for the Embassy or Consulate to return the documents to the customer.

This page is maintained for the Ukrainian Consulate by Myroslaw Smorodsky, Esq. of BRAMA. All inquiries may be E-Mailed to him at myroslaw@access.digex.net

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