DRC Projects

Obtaining a Ukrainian International Passport Abroad: Rules and Changes in 2025

For Ukrainians temporarily or permanently residing outside the country, it is possible to obtain or renew an international passport through diplomatic missions or specialized service centers. As of 2025, the procedure has been updated, particularly for individuals subject to military registration. Details below:

When Is a New International Passport Required?

You should apply for a passport in the following cases:

First-time issuance.
Change of surname/first name.
Expiration of the passport’s validity.
No blank pages remaining.
Damage or invalidity of the document.
Errors in personal data.

Where to Apply Abroad?

Ukrainian diplomatic institutions (embassies, consulates).
"Passport Service" Centers in the following cities:
Europe: Warsaw, Kraków, Gdańsk, Wrocław (Poland); Prague (Czech Republic); Bratislava (Slovakia); Berlin, Munich, Cologne (Germany); Madrid, Valencia, Barcelona (Spain); Milan (Italy).
New centers as of 2025: Vienna (Austria), Lisbon (Portugal), Stockholm (Sweden).
Istanbul (Turkey): The center resumed operations on February 1, 2025, after technical upgrades.
Full list: Passport Service Centers.

Key Changes in 2024–2025

For people liable for military service

Age range: Verification now applies to men aged 18–65 (previously up to 60).
Electronic registration: The state system Diia. Military Registration Document replaces the "Reserve+" app. Data is synchronized automatically.
Exceptions:Individuals with a Permanent Residence Permit (PRP) abroad for over 5 years are exempt from verification.

Simplifications for Other Categories:

Children under 12: Photos can be uploaded via the Ministry of Foreign Affairs (MFA) website.
Women: Signing documents for a child’s passport via the Diia app with a qualified e-signature.

Required Documents

For Applicants Aged 16 and Older

The application must be submitted personally by the applicant. For individuals declared partially or fully incapacitated by a court, the application is submitted by a guardian or legal representative.

Documents to Include:

Previous passport (if renewing).
Domestic passport (booklet format, if available) or ID card (if available).
Document confirming permanent/temporary residence abroad (e.g., residence permit, visa).
Certificate of residence registration in Ukraine or certificate of registration as a temporarily displaced person (if applicable).
Taxpayer Registration Number (TRN) certificate (if available).

Additional Requirements:

Lost/stolen passport: Submit a police report or official document from the country where the loss/theft occurred (no legalization or translation required).
Name change: Attach a marriage/divorce certificate or court decision. The domestic passport (ID card) must be updated first.
First-time applicants: Submit a Certificate of Ukrainian Citizenship Registration, unless both parents were Ukrainian citizens at the time of birth.
Details: MFA Guidelines for Applicants 16+.

For Applicants Under 16

The application must be submitted by a parent, guardian, or authorized legal representative.

Documents to Include:

Child’s previous passport (if renewing).
Child’s ID card (if available).
Birth certificate:
Issued in Ukraine: Original.
Issued abroad: Apostille-certified + notarized Ukrainian translation.
Document confirming residence abroad (if applicable).
Legal representative’s passport + proof of authority (if not a parent):
Notarized power of attorney or foreign authority-issued document (with Apostille and translation if necessary).

Special Cases:

No in-person appearance required if:
The child is under 12.
The applicant has a long-term health condition (confirmed by a medical certificate).
No consular fee for applicants under 16 (only application processing fees apply).
Guidelines: MFA Requirements for Minors.

Processing Times and Fees

*Applies to children under 16 and pensioners.

Passport Validity:

Under 16: 4 years.
16 and older: 12 years (previously 10).

Important: Starting June 1, 2025, passports must contain a new biometric chip for Schengen Zone entry. Pre-2023 passports remain valid until expiration.

How to Avoid Errors?

1.For Children Born Abroad:

Obtain a Ukrainian ID card before applying (instructions).
Translate foreign birth certificates via accredited translators.

2.For Military-Age Individuals:

Check your status via Diia. Military Registration Document 2 weeks before applying.
Attach a copy of your PRP with the issue date (if applicable).

3.Electronic Submission:

Upload all copies in PDF/JPEG format (max 5 MB per file).

Important Notes

Passports with damaged chips are invalid for EU travel as of 2025.
The Istanbul center does not accept paper copies – submit documents electronically.

Useful Resources