Child Born in Denmark: How to Prepare Documents for Ukraine

Childbirth in Denmark: First Steps for Parents

The birth of a child is always a joyous occasion, but when it happens abroad, especially in Denmark, parents face additional bureaucratic procedures, particularly if they plan to prepare documents for Ukraine. To simplify this process, it is important to familiarize yourself with the necessary steps and documents in advance.

First of all, after a child is born in Denmark, the parents need to obtain an official document confirming the child’s birth. In Denmark, documents related to the registration of a birth are issued through the local Church Office (kirkekontor) in the relevant parish. The relevant document can also be ordered through the Danish public-service portal, borger.dk.

This certificate is the key document for further processing of the child in Ukraine. It must be obtained in its original form. Please note that the Danish birth certificate is an official document confirming the birth of a child in Denmark.

Apostille on the Danish Birth Certificate: Mandatory Legalization

For the Danish birth certificate to be recognized in Ukraine, it must undergo a legalization procedure. As Denmark is a party to the Hague Convention of 1961, the apostille is used for document legalization. An apostille is a special stamp that certifies the authenticity of the signature, seal, and stamp of an official document issued abroad for its use in another convention member country.

The apostille on the birth certificate in Denmark is affixed by the relevant state authority. Typically, this is the Danish Ministry of Foreign Affairs (Udenrigsministeriet) or another authorized body. The apostille application process can take some time, so it is recommended to address this issue as soon as possible after receiving the birth certificate.

It is important to ensure that the apostille is affixed to the original birth certificate. Without an apostille, the document will not have legal force in Ukraine.

Translation of the Birth Certificate in Ukraine: Requirements for a Certified Translator

After obtaining the Danish birth certificate with an apostille, the next step is to translate it into Ukrainian. There is an important nuance here: the translation must be done by a certified translator in Ukraine, not a sworn translator.

Sworn translators working abroad (e.g., in Denmark) often have a different status and qualification requirements than those recognized in Ukraine for official documents. For Ukrainian state authorities, such as the Civil Registry Office, a translation performed by a translator with relevant education and qualifications, confirmed by a Ukrainian-issued diploma, is required.

Such a translation must be notarized. A notary in Ukraine verifies the translator's signature and certifies that the translation was done by a qualified specialist. This ensures that the document will be accepted by Ukrainian institutions.

Why a Certified Translator in Ukraine?

• Recognition in Ukraine: Ukrainian state institutions (Civil Registry Office, migration service, etc.) require translations performed by specialists whose qualifications are recognized by Ukrainian legislation. A Ukrainian diploma is the key confirmation.
• Notarization: A notary in Ukraine can certify a translation performed by a certified translator, giving it legal force.
• Avoiding Problems: A translation done by an unqualified specialist may be rejected, leading to delays and the need for re-translation.

Notarization of the Translation: The Final Stage

Notarization of the translation is the final, but no less important, stage. After a certified translator in Ukraine has completed the translation of the Danish birth certificate, you need to contact a notary.

The notary, after verifying the document and the translator's signature, certifies the translation. This means the notary confirms the translator's identity and qualifications, as well as that the translation was done correctly according to the original.

What documents are needed for notarization?

• Original Danish birth certificate with apostille.
• Translation done by a certified translator.
• Parents' passports (for identification).

After the translation has been properly certified, the Danish birth certificate can be used to obtain Ukrainian documents for the child and complete the relevant procedures in Ukraine. The specific documents and procedure depend on the type of document being applied for, such as a document confirming Ukrainian citizenship or the child’s passport.

Submitting Documents in Ukraine: Where to Apply

The collected documents (the Danish birth certificate with an apostille and a notarized translation) may be required when applying for various Ukrainian documents for the child. For certain procedures, parents may contact a Civil Registry Office. However, if the child’s birth has already been registered by the competent Danish authorities, the birth is not registered again in Ukraine.

If the parents and child are in Denmark, they may also contact the relevant Ukrainian diplomatic mission to obtain Ukrainian documents. Ukrainian consular offices can perform certain civil status registration procedures and provide document-related services. In particular, they may accept applications and supporting documents concerning the child’s Ukrainian citizenship and passport documents, in accordance with the applicable procedure.