Contents
A duplicate birth, marriage or death certificate, a document reissued in place of a lost one, a duplicate diploma or school certificate, an extract from the state register — abroad these documents are almost always required with an apostille and a certified translation. An error in the translation or in the apostille costs you a second filing, so this part is best left to professionals. Etalon translation agency produces the notarised translation of such documents and adds the apostille.
Document restoration and duplicates — what they are and when you need them
A document retrieval request is the process of obtaining duplicate copies of important papers that have been lost, damaged, or are otherwise unavailable. Such documents, including birth certificates, marriage (divorce) certificates, or educational diplomas, may be needed to confirm personal data, apply for visas, obtain citizenship, or participate in other legal processes. It is important to understand that duplicates hold the same legal weight as originals.
A repeat certificate is needed where the original is lost, damaged, or has to be submitted in another country — on a change of surname, a permanent move abroad, or when a marriage certificate is no longer legible. In each case we handle the translation of marriage certificates, the apostille and any other client-requested services.
Institutions Issuing Duplicates in Ukraine
To obtain duplicates, you need to contact authorized institutions, including:
- Civil registry (DRATS) offices. These offices hold records of births, marriages (divorces), and deaths. Through the civil registry you can obtain a duplicate certificate or a repeat extract for any of these events.
- Medical Institutions: These archives contain data about health conditions, medical examinations, and treatments. You can obtain copies of medical certificates or extracts from medical records here.
- Educational Institutions: Schools, colleges, and universities issue duplicates of diplomas, certificates, and other documentation required when originals are lost or to verify qualifications abroad.
- Court Offices: Court archives can be used to request documents with copies of judgments, orders, and other court papers used to restore rights or appeal decisions.
- Internal Affairs Offices: These offices store data on residence registration, driver's licenses and other official documents; the office itself sets the application procedure.
How to obtain a duplicate: the document restoration procedure
Obtaining a duplicate begins with a request to the relevant government agency — it is the body that issues the document and sets the timeline. At this stage it is crucial to prepare all accompanying papers correctly to avoid refusals or delays. Once the duplicate is in hand, Etalon Translation Agency takes on the apostille and the notarised translation, so the document is accepted abroad the first time.
Once the request for a repeat death certificate is approved, the issuing authority prepares the duplicate. Our team approaches each task comprehensively, also handling the translation of an extract from the state register and all other supplementary services.
Which civil-registry documents we translate and apostille most often
Civil registry documents come up most often, and each follows its own procedure: a duplicate birth certificate, a duplicate marriage certificate, a duplicate death certificate and a divorce certificate or extract. If the record is older or was never digitised, an archival extract is issued instead of a repeat certificate.
Documents to prepare when you apply
- Copy of the Required Document: If you have at least a partial copy of the lost document, it will significantly speed up the process. This can be a copy of a diploma, birth certificate, or any other paper.
- Information About the Person: Details of the individual for whom the certificate of no criminal record in Portugal or other document requiring restoration was issued.
- Name of the Institution and Date of Issuance: This information allows precise identification of where the original was issued and facilitates a prompt request for a duplicate.
- Power of attorney: needed if the request is filed by a representative rather than the applicant.
A foreign authority accepts a civil-registry document only together with an accurate translation and an apostille, and a mistake here costs a second submission. Understanding this, our team carries the document from the first estimate to the finished package. As with the translation of divorce certificates, translation and apostille of civil-registry documents stay affordable for all our clients. Contact us - Etalon agency is at your service!
