How to make an affidavit: step-by-step instructions for legalizing foreign documents
When preparing documents for submission to foreign institutions, Ukrainian citizens and residents often encounter situations where standard methods document legalization — apostille or consular procedure — are not applicable. This may be due to the format of the document, its country of origin, or the lack of the ability to obtain official confirmation in Ukraine. It is then advisable to use the procedure for drawing up an affidavit — a universal tool that is widely recognized abroad and allows you to officially confirm circumstances that do not have another form of legalization of documents issued abroad. In such cases, it is important not only to know about the existence of this procedure, but also to understand how to make an affidavit correctly — in compliance with current legislation, notarization, and translation for international use.
What is an affidavit and when is it needed?
An affidavit — is a written statement signed by the applicant under oath in the presence of a notary or other authorized person. The document sets out facts that have legal or evidentiary significance. The affidavit certifies the truthfulness of the information specified in the application and can be submitted to foreign institutions as official confirmation of certain data. This form of legalization is especially relevant in the following cases:
- If the document is not subject to official legalization (for example, an internal passport);
- When the country is not a party to the Hague Convention and the apostille is not recognized (for example, in some Asian or African countries);
- If the original is lost - the contents of the document can be certified through an affidavit.
- To confirm facts without official sources: unregistered marriage, child care, family ties.
- If foreign documents have flaws in their design - there is no signature, seal or details.
An affidavit has legal force only if it is properly executed, so we recommend contacting Admiral translation agency — we know all the requirements of foreign institutions and will help you prepare the document without the risk of rejection.
Who has the right to issue an affidavit in Ukraine?
An affidavit in Ukraine can be issued by both citizens of Ukraine and foreigners who temporarily or permanently reside on its territory. For Ukrainian citizens, this is often necessary in cases where it is necessary to legalize documents or confirm facts for submission to foreign institutions. Foreign citizens, in turn, resort to this procedure in cases of interaction with Ukrainian or international bodies, when official confirmation of certain circumstances is required.
If you are not sure how to issue an affidavit, contact the specialists of the “Admiral” bureau.
How to draw up an affidavit correctly
To avoid mistakes and correctly prepare a document that will actually be accepted by foreign authorities, you should follow a clear procedure, which includes:
- Collecting information. You need to prepare the factual data that you want to confirm. This can be personal information, family circumstances, educational data, etc.
- Preparing the text of the affidavit. The document must be clear and understandable.
- Notarization. The document must be signed in the presence of a notary. It is the notary who certifies the identity of the applicant and confirms the authenticity of the signature.
- Translation. If the document is intended for use abroad, it should be translated into the appropriate language. In such cases, it is useful to contact specialized services — for example, translation of personal documents or translation of certificates and statements.
- Additional legalization (if necessary). If the document will be used in a country that does not recognize Ukrainian notarization, additional formalization may be required - an apostille or consular legalization.
Following these steps guarantees the correct execution of the affidavit and its acceptance by foreign authorities. If you need professional help, contact the Admiral translation agency - we will ensure quality and compliance with all requirements.
List of documents for drawing up an affidavit
Before visiting the notary, prepare the following documents:
- Passport or other identification document. This can be an internal passport of a citizen of Ukraine, a foreign passport or an ID card.
- Identification code — required if the affidavit is related to tax or administrative issues.
- Documents confirming the stated facts. These may be originals or notarized copies of relevant documents that have legal significance.
- In the event that the affidavit is drawn up on behalf of a legal entity - the company's constituent documents.
- Power of attorney, if the application is submitted by a representative of a legal entity.
Proper preparation of these documents will help avoid delays and misunderstandings during the execution of the affidavit and ensure its proper legal force both in Ukraine and abroad. We recommend that you clarify the price of services in advance at the “Admiral” bureau - it depends on the complexity of the case, the language of translation and the requirements of foreign institutions.
Legalization of Foreign Documents: Why an Affidavit is the Solution
The process of legalizing foreign official documents often presents difficulties due to differences in approaches between countries. For example, documents from some countries cannot be apostilled due to the lack of relevant agreements. In such cases, legalization of documents issued abroad can be performed precisely through an affidavit.
An affidavit is an effective method of legalization that is recognized in various jurisdictions, as an affidavit has evidentiary value due to its sworn signature. It allows you to confirm facts when other methods of legalization are unavailable.
Choose the translation agency “Admiral” if you need not just help with documents, but full support of the process — from drawing up an affidavit to its translation and legalization in accordance with the requirements of a specific country. We guarantee reliability, accuracy and speed of processing, so that you can prepare and submit documents without the risk of being rejected.
