Document Checklist After Changing Your Last Name in Ukraine

Changing Your Last Name: What You Need to Know

Changing your last name is a significant step that necessitates updating numerous documents. In Ukraine, this process is governed by the Civil Code of Ukraine, specifically Article 295, which grants citizens the right to choose their surname. After officially registering the name change at the State Registry of Civil Acts, you will need to go through a process of replacing several documents to align them with your new personal data.

This process might seem daunting, but a clear understanding of the sequence of actions and the list of required documents will greatly simplify it. Our goal is to provide you with a comprehensive checklist to help you avoid unnecessary hassle and expedite the process of updating your personal documents.

Priority Documents: Passport and Identification Code

After changing your surname, the first step is to replace your Ukrainian passport. If the surname was changed due to marriage, the marriage certificate serves as the basis for replacing the passport; if the surname was changed independently, the certificate of name change serves as the basis. Under the Procedure for the Issuance, Replacement, Transfer, Withdrawal, Return to the State, and Destruction of a Citizen of Ukraine’s Passport, approved by Resolution No. 302 of the Cabinet of Ministers of Ukraine dated March 25, 2015, a passport must be replaced when the information contained in it changes, including the surname, given name, or patronymic. Documents can be submitted to a territorial office of the State Migration Service of Ukraine or to a Centre for the Provision of Administrative Services that provides passport issuance and replacement services. You must apply for passport replacement within one month of changing your surname.

To get a new passport, you will need:

• Marriage certificate (if the name change is due to marriage) or divorce certificate and marriage certificate (if the name change occurred after divorce).
• Application for passport exchange.
• Document confirming payment of the administrative fee.
• Documents confirming payment of the state duty.
• Old Ukrainian passport.
• Certificate of assignment of the registration number of the taxpayer's accounting card (identification code).

After receiving your new passport, you will also need to contact the State Tax Service to update your taxpayer's accounting card, if required by law. Typically, this happens automatically through information exchange between the SMS and the tax service, but it's worth verifying the current status of this information.

Documents Requiring Update: Driver's License and International Passport

After replacing your Ukrainian passport, you should update other documents that contain your former surname. This includes your driving licence and your Ukrainian passport for international travel.

Driving Licence

If your personal details, including your surname, have changed, your driving licence must be replaced. In accordance with Resolution No. 340 of the Cabinet of Ministers of Ukraine dated May 8, 1993, the driving licence must be replaced no later than 10 days after receiving a new identity document confirming Ukrainian citizenship. You can apply at any service centre of the Ministry of Internal Affairs or use the online Driver’s Cabinet service.

The following documents are generally required to replace a driving licence:

• Ukrainian passport;
• taxpayer registration number (RNOKPP);
• existing driving licence;
• a document confirming the change of personal details, such as a marriage certificate;
• a medical certificate is not mandatory during martial law.

Ukrainian Passport for International Travel

A change of surname is also grounds for replacing a Ukrainian passport for international travel. The procedure is regulated by the Procedure approved by Resolution No. 152 of the Cabinet of Ministers of Ukraine dated May 7, 2014. The State Migration Service of Ukraine states that the application must be accompanied by a Ukrainian passport, the international passport being replaced, a document confirming the circumstances requiring its replacement, and proof of payment of the administrative fee.

To replace an international passport due to a change of surname, you will need:

• Ukrainian passport with your new surname;
• valid international passport that is being replaced;
• a document confirming the change of personal details, such as a marriage certificate or a certificate of name change;
• proof of payment of the administrative fee.

You can submit the documents to a territorial body or office of the State Migration Service, a Centre for the Provision of Administrative Services, or a Passport Service centre operated by the State Enterprise «Document».

Other Important Documents and Banking Services

After updating your main documents, you should also take care of documents and records that contain your former surname. The exact list depends on your individual circumstances and the documents you have.

Education documents: certificates, diplomas, and other education documents do not need to be automatically reissued due to a change of surname. If you need to prove that such a document belongs to you under your new surname, you can provide a document confirming the change of your personal details.

Property documents: a change of surname in itself does not require amendments to the State Register of Real Property Rights and does not affect the validity of a registered ownership right. When carrying out transactions involving real estate, you can provide documents confirming the change of surname.

Vehicle registration documents: if you own a car, you must replace the vehicle registration certificate after changing your surname. This must be done no later than 10 days after receiving a new identity document confirming the change in your personal details. The replacement can be completed at a service centre of the Ministry of Internal Affairs, as well as online through the Driver’s Cabinet or the Diia app.

Bank cards and accounts: notify your bank about the change of surname and update your personal details. Depending on the specific bank’s requirements, you may need to have your bank cards reissued and update the relevant agreements.

Insurance policies: notify your insurance company about the change of surname and ask whether the changes need to be added to your insurance contract or whether the policy needs to be reissued.

Employment record book: if you have a paper employment record book, changes to your surname, given name, patronymic, or date of birth are entered on the first page (title page) at your last place of employment, based on a document confirming the relevant change. This is provided for by Paragraph 2.13 of the Instruction on the Procedure for Maintaining Employment Record Books, approved by Order No. 58 of the Ministry of Labour of Ukraine, the Ministry of Justice of Ukraine, and the Ministry of Social Protection of the Population of Ukraine dated July 29, 1993.

The list of documents and actions may vary depending on your individual circumstances. Therefore, before contacting the relevant institution, it is advisable to check the current requirements and the list of documents you need.

Conclusion

Changing your surname is not just a personal choice but also a legal procedure that requires attention to detail. Timely updating of documents will help avoid inconveniences and ensure full compliance of your personal data with current legislation. Remember the importance of checking document lists with relevant institutions and keeping all receipts and confirmations of fee payments.