The Ministry of Justice of Ukraine has approved a new procedure for affixing apostilles: what will change from February 1, 2026

The Ministry of Justice of Ukraine has approved a new procedure for affixing apostilles to official documents intended for use abroad. The corresponding order, No. 3177/5, dated November 20, 2025, will enter into force on February 1, 2026, but not before its official publication.

With the introduction of the new procedure, the apostille mechanism, which has been in effect since 2015, as well as related regulations, including requirements for the submission of signature samples and seal impressions, will cease to be effective.

The key innovation is the transition to an electronic format: apostilles will be affixed using the software of the Electronic Apostille Registry. The new procedure also regulates the process for populating the registry with official signature samples, seal and stamp impressions, and public key certificate data.

The entry of information into the register is carried out by various bodies depending on the category of officials:

— The Ministry of Justice of Ukraine - in relation to officials of the Ministry of Justice;

— territorial bodies of the Ministry of Justice - in relation to employees of state civil registration authorities, state registrars of legal entities, sole proprietors and public organizations, as well as notaries;

— State Archival Service of Ukraine - in relation to officials of archival institutions;

— courts - in relation to judges.

A decision to affix an apostille or to refuse one must be made within three business days of the application's registration in the Electronic Apostille Registry. The procedures for accepting and reviewing documents, issuing results, and retrieving information about the affixed apostille from the registry are also detailed.

The service fee has also been updated. It is calculated as a percentage of the subsistence minimum for able-bodied individuals as of January 1 of the relevant year.

Given the transition to an electronic registry and new formal requirements, you can contact me to assist you with the correct and risk-free apostille processing of Ukrainian documents for use abroad.

+491712147808