How to apply for a passport outside Ukraine in 2025? Current rules

The number of cases when Ukrainians need to apply for a passport outside Ukraine is growing, and the rules for such issuance are constantly changing. Find out who needs to return to Ukraine to get a passport and who can get a document abroad

Legal advice for Ukrainians

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In 2025, Ukrainians will be able to apply for a passport abroad. In most countries, the Centres of the State Enterprise ‘Document’ or diplomatic missions will help with this issue. Here's how, where and to whom Ukrainians can apply for passports in other countries.

Where to go abroad to get a passport?

When travelling abroad, Ukrainians can apply for a passport in two ways:

1. Through a diplomatic mission of Ukraine.

2. Through the Passport Service centres in Warsaw, Krakow, Gdansk, Wroclaw, Prague, Bratislava, Berlin, Cologne, Munich, Valencia, Madrid, Barcelona, Milan and Istanbul.

What has changed when obtaining a passport abroad?

The main changes in obtaining a passport abroad by Ukrainians concerned persons liable for military service aged 18 to 60 and the timeframe for issuing passports. According to the rules established last year, when applying to a passport service abroad, employees of such a service are obliged to check the availability and relevance of military registration documents of all men of military age.

At the same time, according to CMU Resolution No. 163 of 14.02.2025, men aged 25 to 60 who applied for a passport abroad before 24 April 2024 will be able to register for military service remotely, without personal presence and without undergoing a military medical examination. The issuance of passports to these individuals has already resumed. 

In the case of men aged 18-25 who apply for passports abroad, they will be automatically registered for military service without undergoing a military medical examination.

We wrote that the Government of Ukraine is working on allowing the issuance of passports to categories of men who need it without the mandatory availability of military registration documents.

Read how to apply for a passport for a child here.

Rules for obtaining a passport abroad for men

Issuance of a passport outside Ukraine is carried out by appointment on the website of the Ministry of Foreign Affairs of Ukraine. And all men liable for military service now need to be verified through the Reserve+ application to confirm the availability of valid military registration documents, which is mandatory.

At the same time, you can apply for a passport through the Passport Service both by electronic means and without it.

You can apply for documents at any branch of the State Enterprise ‘Document’ abroad. See the full list here.

Please note! Earlier, the Cabinet of Ministers simplified the military registration procedure for Ukrainians abroad. Details are available here.

When do I need to apply for a foreign passport?

Cases when you need to apply for a foreign passport:

◦ first receipt;

◦ change of surname or name;

◦ expiry of the passport;

◦ absence of free pages in the passport;

◦ damage to the passport or its unsuitability for further use;

◦ an error in the information entered in the passport.

Validity period of a passport

A passport is issued to persons under the age of 16 for four years, and to persons over the age of 16 for ten years. However, a citizen of Ukraine can apply for his or her first passport at any age, starting from birth.

Upon expiry of the passport, it will be considered invalid.

Please note! When entering the EU, Schengen countries, and most countries of the world, the validity of the passport must be valid for at least 3 months in advance.

In order to avoid problems when crossing the border, or to quickly resolve migration issues while outside Ukraine, we advise you to contact migration lawyers.

What documents are required to obtain a passport outside Ukraine?

The list of documents required for obtaining a passport by persons aged 16 and over:

1. A military registration document with an up-to-date VIN code for men aged 19-60;

2. Previous passport to be exchanged (if the passport is not issued for the first time) + copy of the 1st page + copy of the page with consular registration + mark of permanent residence (if any);

3. Internal passport of a citizen of Ukraine in the form of a booklet or ID-card + copy (in case of impossibility to submit an internal passport, a birth certificate is submitted) + copy;

4. A document confirming permanent residence or temporary stay abroad + a copy, as well as a document confirming the registration of the place of residence abroad.

5. Certificate of residence registration in Ukraine + copy;

6. Certificate of assignment of the registration number of the taxpayer's account card (RNOKPP; if available) + copy;

It should be noted that in the case of issuing a passport to replace a lost/stolen passport, the application must be accompanied by a document (protocol, certificate, etc.) issued by the competent authority of the state in which the passport was lost or stolen, confirming that the owner has applied for its loss or theft. Such a document is submitted without legalisation and translation into Ukrainian.

If a passport is issued in connection with a change in personal data (surname and/or name), a document confirming such a change (marriage certificate, divorce, court decision, etc.) must be attached to the application. In this case, the issuance of a foreign passport for a new surname and/or name must be preceded by the renewal of an internal passport (ID card).

If the applicant has not previously been issued an identity document confirming Ukrainian citizenship and/or entitling him/her to leave and enter Ukraine, a certificate of registration as a citizen of Ukraine (unless the parents were citizens of Ukraine at the time of birth) is submitted when applying for a passport for travelling abroad for the first time.

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List of documents for persons under 16 years of age:

1. The child's previous international passport to be exchanged (if any) + a copy of the 1st page (in case of issuing a passport for the first time, a certificate of registration as a citizen of Ukraine or other document confirming the citizenship of Ukraine shall be submitted);

2. For persons under 10 years of age, a 10x15 cm photo for scanning a digital image of the face must be submitted;

3. Child's ID card (if any) + copy;

4. Birth certificate (a document issued by the competent authorities of a foreign country must be submitted with a legalised translation into Ukrainian certified by an Apostille stamp of the competent authority of the foreign country in which the translation was made or by a Ukrainian notary);

4.1 If the birth certificate was issued by the Civil Registry Office of Ukraine (or by the Consulate of Ukraine abroad) and both parents were citizens of Ukraine at the time of birth and this is stated in the certificate, the original birth certificate is sufficient.

4.2 If at least one of the parents was not a citizen of Ukraine at the time of the child's birth, a certificate of registration as a citizen of Ukraine is required. It is issued by the State Migration Service of Ukraine at the place of residence of one of the parents or by the consulate of Ukraine in the country of birth of the child and is withdrawn when applying for a passport of a citizen of Ukraine for the first time.

4.3 If the birth certificate or document was issued by foreign authorised institutions abroad, legalisation and notarised translation into Ukrainian may be required.

4.4 If the birth certificate or document was issued by institutions in countries and regions not recognised by Ukraine (Kosovo, the Autonomous Republic of Abkhazia, the Autonomous Region of South Ossetia, ORDLO, the Autonomous Republic of Crimea within the Russian Federation), it may be necessary to apply to a court to establish the fact of birth and obtain Ukrainian citizenship.

5. Document confirming permanent residence or temporary stay abroad (if any) + copy;

6. A document proving the identity of the legal representative and a document confirming the authority of the person as a legal representative, in particular, a document issued by an authorised body of a foreign state confirming the authority of the person to represent the interests of the child in obtaining a passport for travelling abroad - in case of submission of documents by the legal representative, except in cases where the legal representative is one of the parents + a copy.

7. Individual tax number of the individual taxpayer (if any);

A foreign passport may be issued to a child under 12 years of age without his/her presence, provided that a colour photograph of 10x15 centimetres in size is provided for scanning a digital image of the face.

Timeframe for issuing and receiving a passport outside Ukraine

Among the positive changes for those who are outside Ukraine and want to obtain a passport are the terms of issuance. From now on, the process of issuing a document is regulated and should not exceed 3 months.

The foreign document prepared and delivered to the Embassy or Consulate is stored in the institution for up to 1 year, after which, if not received by the applicant, the document will be destroyed. At the same time, the State Enterprise ‘Document’ keeps the finished passports for three months.

Prices for passports for Ukrainians abroad in 2025

Prices for the production of the document are published by the State Enterprise ‘Document’:

Spain (Barcelona, Madrid, Valencia)

Urgent: UAH 1682 (administrative services, etc.), EUR 80 (service fees), UAH 400 (sending the document).

Non-urgent: UAH 1042, EUR 80 and UAH 400.

Germany (Berlin, Cologne, Munich)

Urgent: 1682 UAH (administrative services, etc.), 80 EUR (service fees), 400 UAH (sending a document).

Non-urgent: UAH 1042, EUR 80 and UAH 400.

Slovakia (Bratislava)

Urgent: 1682 UAH (administrative services, etc.), 80 EUR (service fees), 400 UAH (sending a document).

Non-urgent: UAH 1042, EUR 80 and UAH 400.

Poland (Warsaw, Wroclaw, Gdansk, Krakow)

Urgent: 1682 UAH (administrative services, etc.), 375 PLN (service fees), 400 UAH (sending a document).

Non-urgent: 1042 UAH, 375 PLN and 400 UAH.

Italy (Milan)

Urgent: UAH 1682 (administrative services, etc.), EUR 80 (service fees), UAH 400 (sending a document).

Non-urgent: UAH 1042, EUR 80 and UAH 400.

Czech Republic (Prague)

Urgent: 1598 UAH (administrative services, etc.), 1900 CZK (service fees), 400 UAH (sending a document).

Non-urgent: 1042 UAH, 1900 CZK and 400 UAH.

Turkey (Istanbul)

Urgent: 1682 UAH (administrative services, etc.), 2485 UAH (service fees), 400 UAH (sending a document), 395 liras (unified state package for issuing documents)

Non-term: 1042 UAH, 2485 UAH, 400 UAH and 395 liras.

Remember! A national or international passport issued in Ukraine can be issued only in person and only by the authority to which the documents were submitted (such documents are not issued through the Embassy).

If you need help with legalization, employment or returning to Ukraine, please contact Visit Ukraine lawyers. Our migration specialists will help you sort through the documents, find the best options for your stay and avoid legal problems.

We remind you! In order to travel abroad, in most cases, Ukrainians must have a passport with them. There are cases when Ukrainians decide to extend the validity of their passport instead of applying for a new document. We told you whether you are allowed to enter the EU with such a passport.

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