Apostille and Sworn Translation for Ukrainian Documents in Belgium

Since the outbreak of the full-scale war in February 2022, hundreds of thousands of Ukrainians have arrived in Belgium under temporary protection. Many face urgent administrative needs involving Ukrainian official documents. This guide explains how the apostille system applies to Ukrainian documents and offers practical guidance given the wartime context.

Ukraine and the Hague Apostille Convention

Ukraine is a contracting state to the Hague Convention of 5 October 1961. Ukrainian public documents can therefore be apostilled without going through full diplomatic legalisation. In normal circumstances, apostilles in Ukraine are issued by the Ministry of Justice and its regional departments, the Ministry of Foreign Affairs, and other competent authorities depending on the document category.

However, the ongoing war has severely disrupted the functioning of Ukrainian civil registry offices, courts, and administrative bodies, particularly in the occupied or frontline regions. Many people have fled without their documents, making it impossible or very difficult to obtain apostilles through normal channels.

Wartime document availability: practical challenges

Belgian authorities are aware of the exceptional situation facing Ukrainian nationals. Temporary protection holders (beneficiaries of the EU Temporary Protection Directive) are generally not required to produce the full set of apostilled documents that would normally be demanded in immigration procedures. Belgian communes and the DVZ/Office des Étrangers have issued specific guidance accommodating the reality that many Ukrainians cannot access their civil registry records.

For those who do have access to their Ukrainian documents - either directly or through relatives still in Ukraine - the following practical points apply:

• Apostilles can still be obtained remotely for some document categories through the Ukrainian Ministry of Justice online portal, which has maintained partial online functionality
• Ukrainian consulates abroad can issue some certified copies and may assist in obtaining apostilles through their channels
• Documents without apostille are often accepted by Belgian authorities for temporary protection procedures if accompanied by a sworn translation and a declaration of circumstances

When is an apostille required for Ukrainian documents in Belgium?

For temporary protection procedures and commune registrations, Belgian authorities have adopted a flexible approach and generally do not require apostilles on Ukrainian documents. A sworn translation is the primary requirement.

For other procedures - such as diploma recognition by Naric, marriage at the commune outside the temporary protection framework, or notarial procedures - the standard requirements may apply and an apostille may be requested. In practice, Belgian authorities exercise considerable pragmatism and will often accept a sworn translation with an explanatory note where obtaining an apostille is demonstrably impossible.

Always check the specific requirements with the requesting authority. TranslateBE can provide sworn translations of Ukrainian documents in Ukrainian Cyrillic, including handwritten documents, older Soviet-era documents, and regional variants.

How to proceed with Ukrainian documents

The recommended approach: scan or photograph your Ukrainian document clearly, including all seals and handwritten annotations. Send it to TranslateBE by e-mail. Our sworn translators will produce a certified translation into French, Dutch, or English. If you also need an apostille, we will advise you on the most realistic route given the current situation. Translations are delivered digitally within 24 to 48 hours and are accepted by Belgian communes, DVZ/OE, and courts.