The loss or theft of a residence permit in Ukraine can cause serious inconvenience, but there are clear procedures for restoring the document. Find out how to act in such situations and avoid problems, as well as what is needed to exchange the document when personal data changes or the residence permit expires

Legal advice on the preparation of documents for entry and stay in Ukraine

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The loss or theft of a residence permit in Ukraine can be a stressful situation for foreigners and stateless persons. However, there is no need to panic - there are clear procedures for restoring the document. In this article, we will look at what to do in case of loss or theft of a residence permit, where to go, what documents are required, and how to avoid possible problems. We will also provide useful tips on how to exchange a residence permit in case of change of personal data or expiration of its validity.

Residence permit lost or stolen: what to do?

In case of loss or theft of a residence permit, a foreigner or stateless person shall be issued a new residence permit to replace the lost or stolen one in accordance with the procedure established for its exchange.

To obtain a document in such circumstances, a person needs to submit an application to the relevant state institution. These may be:
– Territorial bodies of the State Migration Service of Ukraine;
– Territorial subdivisions of the SMS;
– State Enterprise “Document”;
– Administrative service center.

In case of loss or exchange of a passport document, as well as loss or theft of a residence permit, a foreigner or stateless person or their legal representatives must notify the SMS or a territorial body/territorial subdivision of the SMS in writing within three business days, and in case of theft - also the National Police.

Procedure for obtaining a new residence permit:

1. Reportingthe loss/stealing

2. Submission of an application

3. Obtaining a new residence permit

What documents are required to obtain a residence permit in case of its theft or loss?

In order to exchange or issue a temporary residence permit in connection with its loss or theft, a foreigner or a stateless person shall submit the following documents

✅ the residence permit to be exchanged (except in cases of loss or theft)

✅ a valid passport document of a foreigner (or passport documents - in case a foreigner has simultaneous citizenship (nationality) of several states (multiple citizenship) or a document certifying a stateless person);

✅ translation into Ukrainian of a page of a foreigner's passport or statelessness document with personal data, certified in accordance with the procedure established by law;

✅ documents confirming the circumstances or legal facts under which the certificate is subject to exchange (except as provided for in subparagraphs 3 and 4 of paragraph 7 of this Procedure, namely: expiration of the temporary residence permit and its unsuitability for further use), documents issued by the competent authorities of foreign countries must be legalized in accordance with the established procedure, unless otherwise provided for by international treaties of Ukraine;

✅ a document certifying the identity of the legal representative and a document confirming the authority of the person as a legal representative (in case of submission of documents by the legal representative) (originals shall be returned upon submission, copies shall be attached);

✅ a document confirming the payment of the administrative fee (original) or a document on exemption from its payment (original is returned upon submission, a copy is attached);

✅ a valid health insurance policy for the entire period of validity of the residence permit and a copy thereof (to be submitted if the residence permit is exchanged due to its expiration);

✅ a document certifying registration in the State Register of Individuals - Taxpayers, with data on the registration number of the taxpayer's account card (if any);

✅ an extract from the register of the territorial community (if available).

In case the residence permit is exchanged due to the expiration of its validity, the documents specified in clause 33 of the Procedure for issuing a temporary residence permit shall be additionally submitted.

A foreigner or a stateless person may also submit other documents confirming the existence of grounds for obtaining a residence permit or confirming the information specified in the application form, in particular, the place of residence (documents confirming the ownership of housing, a lease (sublease, rental) agreement, etc.).

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What are the reasons for exchanging a residence permit?

A residence permit is subject to exchange in the following cases

– in case of changes in the information entered in the residence permit (personal data, etc.)

– detection of an error;

– expiration of the residence permit;

– the certificate is unsuitable for further use (the certificate/photo has damage that does not allow visual identification of the person, reading the surname, name, date and place of birth, who issued the certificate, the signature of the official and the date of issue, damage to the series and number that does not allow establishing the details of the certificate, corrections, damage that blocks the possibility of reading, as well as making changes to the information of the contactless electronic medium), as well as in the absence of a part of the certificate;

– reaching the age of 25 or 45 (for documents without an electronic medium);

Deadlines for submitting documents for the exchange of a residence permit

In the event of circumstances (events) in connection with which the residence permit is subject to exchange (except for the expiration of the validity period), documents for its exchange shall be submitted within one month from the date of occurrence of such circumstances (events).

If a foreigner's passport document or a document certifying a stateless person needs to be exchanged due to a change of surname and/or full name or patronymic, or discrepancies in the records, the documents for the exchange of the certificate shall be submitted no later than one month after the receipt of a new foreigner's passport document or a document certifying a stateless person.

In case of expiration of a residence permit, documents for its exchange may be submitted no later than 15 business days before the date of its expiration. In such a case, the residence permit to be exchanged shall be returned to the foreigner or stateless person after the documents are received and surrendered by them when obtaining a new residence permit.

Please note! If there are less than 15 working days left before the expiration of the residence permit, the documents for its exchange shall be submitted only to the territorial body/territorial subdivision of the SMS. At the same time, the territorial body/territorial subdivision of the SMS extends the period of temporary residence of a foreigner or stateless person for the period necessary to consider such an application in accordance with the procedure established by law.

Visit Ukraine lawyers are ready to provide you with comprehensive legal support. We offer written and oral consultations, as well as comprehensive legal support in the process of obtaining a residence permit. Contact us for professional assistance and quick resolution of your issues. You can order a consultation and support by following this link.

We remind you! Obtaining Ukrainian citizenship can be complicated and time-consuming, as it is a multi-stage process that requires consistency. Read what is required to obtain the status of a citizen of Ukraine and how VU lawyers can help in this regard in our previous article.

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Ihor Usyk is the Head of Legal Department at Visit Ukraine

On the Visit Ukraine portal, you can get legal advice on migration law. Our lawyers will answer all your questions and, if necessary, help you collect, submit and receive the documents you need. You can order a specialist consultation or full legal support by following this link.