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Family law Issuance of duplicate certificates and extracts from the Civil Registry Office

Sulyk Roman

Head of family law practice

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sulyk@prikhodko.com.ua

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An attorney with extensive experience specializing in complex family disputes. As Head of Practice, he combines deep legal expertise with a personalized approach to every client. He ensures strategic protection of family interests and delivers impeccable results in the most challenging cases.

Issuance of duplicate certificates and extracts from the Civil Registry Office

Issuance of duplicate certificates and extracts from the Civil Registry Office

In practice, citizens often face a situation when the original certificates of registration of civil status acts are lost, damaged, deteriorated from time to time or destroyed.

Such circumstances create the need to obtain duplicate certificates or extracts from the State Civil Registration Service.

This issue is especially relevant for lawyers, because a correct understanding of the procedure for issuing these documents, their legal force and peculiarities of application is critically important for providing quality legal assistance to clients.

A certificate is an official document of the established form, issued by the State Civil Registration Service on the basis of an entry in the register. The original certificate is issued once immediately after the registration of the act.

It certifies the fact of birth, marriage, divorce or death of a person and has the highest legal force among the documents of the State Civil Registration Service.

Duplicate certificate

A duplicate is an exact copy of the original certificate, which is issued by the State Civil Registration Service in the following cases:

loss of the original
damage to the original (tearing, stains, fading, etc.)
destruction of the original (by fire, water, other reasons)
replacing an invalid document

The duplicate has the full legal force of the original and is considered as its equivalent. A special mark “DUPLICATE” is put on the duplicate and the date of its issuance is indicated. Each duplicate receives a corresponding registration number in the journal of issuance of duplicates.

Extract from the Register of Civil Status Acts

An extract is an extract from the register record containing information determined by law about the fact of registration of the act. Unlike a certificate and a duplicate, an extract is not a copy of it, but is an extract of the established form on a special form of the State Civil Registration Service.

Key differences between the lift:

issued an unlimited number of times
more affordable in terms of cost and issuance time
often used for submission to institutions instead of the original
contains a mark of certification

It will also be useful: Obtaining a duplicate birth certificate

Range of entities that have the right to issue documents

The person in respect of whom the registration was carried out has an unconditional right to receive both a duplicate and an extract. This right is permanent, not limited by time and does not depend on the circumstances.
Parents or adoptive parents of a minor child have the right to apply on behalf of the child to obtain a birth certificate, duplicate or extract.
Guardian of an incapacitated person — on the basis of a certificate of appointment of guardianship.
Heirs by law or will have the right to receive an extract
A person with a notarized power of attorney can receive documents on behalf of the principal.
A lawyer with an order from a client — when protecting his interests.
Officials of authorities and institutions — in the performance of official functions.

Terms of issuance of a duplicate

When applying in person: a duplicate is issued on the day of the application, if the request is submitted before 14:00 of the working day
When applying by mail: a duplicate is sent within 5-7 business days
Through electronic systems: a duplicate is prepared within 1-2 business days

Terms of issuance of an extract:

when applying in person: on the day of application
when contacting through electronic systems: on the next business day
upon receipt of an extract with an apostille: 2-3 business days

The issuance of duplicate certificates and extracts from the State Civil Registration Service is an important aspect of administrative and legal regulation, which guarantees citizens the opportunity to protect their rights and interests.