How to Get a Certificate of No Criminal Record Online in Ukraine: A Complete Guide

The Certificate of No Criminal Record (full name – Extract from the information-analytical system "Accounting for information on bringing a person to criminal responsibility and the presence of a criminal record") is one of the most common documents required for various legal procedures in Ukraine and abroad. It confirms that a person has no criminal record, is not wanted, and has not been brought to criminal responsibility. Previously, the process of obtaining it was quite bureaucratic, but thanks to the digitalization of public services, today it can be done quickly and conveniently online.

Why is a Certificate of No Criminal Record Needed?

This document is mandatory in many life situations. Here are the most common ones:

• Employment: Some employers, especially in government agencies, financial organizations, educational, and medical fields, require a certificate of no criminal record as part of a candidate's background check.
• Obtaining a Visa or Residence Permit: For traveling abroad, obtaining a visa to many countries, or applying for a residence permit, consulates and migration services often require confirmation of no criminal record.
• Document Processing: When obtaining a permit for weapons, processing adoption, guardianship, custody, as well as when changing citizenship.
• Participation in Tenders and Public Procurement: Legal entities and individual entrepreneurs participating in government tenders must provide certificates of no criminal record for their executives and beneficiaries.
• Obtaining Licenses and Permits: For obtaining certain types of licenses (e.g., for security activities) or permits.

Understanding these needs highlights the importance of quick and unhindered access to this document.

How to Get a Certificate of No Criminal Record Online: Step-by-Step Instructions

Thanks to the Diia portal, the process of obtaining a certificate of no criminal record has become as simple and accessible as possible. You only need a computer or smartphone with internet access and an electronic signature (QES).

Step 1: Authorization on the Diia Portal

Open the website diia.gov.ua. Click the "Log in" button in the upper right corner. You can authorize using BankID (through your bank), Diia.Signature, or a QES file key. Choose the method that is convenient for you.

Step 2: Search for the Service

After successful authorization, in the search bar on the Diia portal, enter "Certificate of no criminal record" or "Extract on no criminal record." Select the appropriate service from the list.

Step 3: Filling out the Application

On the service page, click "Order extract." The system will automatically retrieve your personal data from the registers (full name, date of birth, place of residence) if available. Check them for correctness. You will need to specify:

• The reason for requesting the certificate (e.g., for work, for a visa, for document processing).
• The type of extract (full or abbreviated). For most purposes, a full extract is required.
• Contact information (email, phone number).

Carefully check all entered data to avoid errors that may lead to rejection of the service.

Step 4: Confirmation and Waiting

After filling in all fields, confirm the application using your electronic signature (QES). The application will be sent for processing. Usually, the certificate is generated within a few minutes or hours, but the official term can be up to 30 calendar days. After processing, you will receive a notification by email or in your personal Diia account. The ready extract will be available for download in PDF format.

Terms and Cost of Obtaining

Obtaining a certificate of no criminal record through the Diia portal is absolutely free of charge. This is a significant advantage, as previously, urgent processing required payment. Regarding terms, as already mentioned, the official term is up to 30 calendar days. However, in practice, in most cases, the extract is generated much faster – from a few minutes to several business days. This depends on the system load and the time of day when the request is submitted.

Using the Certificate Abroad: Translations, Apostille, and Legalization

If the certificate of no criminal record is needed for use outside Ukraine, the process of its preparation may be somewhat more complex and include additional steps:

Document Translations

To submit the certificate to foreign institutions, it must be translated into the appropriate language. It is important that the translation is performed by a professional translator who has the appropriate qualifications. Often, the translation is required to be done by an accredited translator or translation agency.

Notarization of Translation

After translation, to give the document legal force abroad, the translation often needs to be notarized. The notary confirms the authenticity of the translator's signature, not the content of the document itself. This is standard practice for many official documents.

Apostille

For countries that are parties to the Hague Convention of 1961, the apostille procedure is used instead of consular legalization. An apostille is a special stamp that confirms the authenticity of the signature of the person who signed the document and the seal of the institution that issued it. In Ukraine, the apostille for certificates of no criminal record is affixed by the Ministry of Internal Affairs. The apostille procedure is significantly simpler and faster than full consular legalization.

Consular Legalization

If the country for which the certificate is needed is not a party to the Hague Convention, then it is necessary to go through the consular legalization procedure. This is a more complex process that includes several stages: certification of the document by the Ministry of Justice, then by the Ministry of Foreign Affairs of Ukraine, and then by the consulate or embassy of the country where the document will be used. Each stage confirms the authenticity of the previous certification.

It is important to clarify in advance the requirements of the institution where the certificate will be submitted regarding the need for translation, notarization, apostille, or consular legalization to avoid delays and additional costs.

Conclusion

Obtaining a certificate of no criminal record online through the Diia portal is a modern, fast, and convenient way to get the necessary document without unnecessary bureaucratic obstacles. This service is free and saves time and effort. Do not forget about additional steps such as document translations, notarization, apostille, or consular legalization if the certificate is needed for use abroad. Thanks to digitalization, Ukrainians have access to quality public services, which significantly simplifies interaction with government agencies.