Obtaining a death certificate: what relatives need to know

Obtaining a death certificate often happens at a time when the family is already under severe stress. Because of this, it is easy to make mistakes, miss deadlines, or fail to gather all required documents. At the same time, a properly issued death certificate is essential for arranging the funeral, handling inheritance matters, receiving social benefits, re-registering housing and property, dealing with pensions, and more.

In this article, we have compiled basic information on which documents are required, where to apply, what the deadlines are, what to do if the death occurred abroad or in a temporarily occupied territory, and the common mistakes you should avoid.

What a death certificate is and why it is needed

Purpose of the document

A death certificate is an official document issued after the state registration of death by the Civil Status Acts Registration Office (DRACS; Ukrainian: DRATS). It confirms the fact of death of a specific person and indicates the date and place of death, as well as other details entered into the State Register of Civil Status Acts. Without this document, the person is treated as alive for official purposes, and any legal actions related to the death become difficult or impossible.

Legal consequences

A death certificate is required, in particular, for:

• arranging a funeral (including obtaining a burial place in a cemetery);
• opening an inheritance case with a notary;
• cessation of pension and other social payments received by the deceased;
• receiving burial assistance and other social payments for family members;
• re-registering title to housing, a vehicle, or other property of the deceased;
• resolving issues related to bank accounts, loans, deposits, and insurance payouts;
• updating records in registries (taxpayer number, voter register, etc.).

In most cases, the first link in the chain is the death certificate itself—without it, a notary, court, the Pension Fund, or social services simply cannot proceed. In more complex situations, when disputes arise between relatives regarding inheritance terms or there are doubts about the fairness of an inheritance agreement, it may be necessary to challenge it in court.

What documents are needed to obtain a death certificate

Medical certificate of death / paramedic certificate

The key document on the basis of which the Civil Status Acts Registration Office registers a death is the medical certificate of death (Form No. 106/o). It is issued by the medical facility where the person died or by a doctor who treated the patient at home.

In rural areas, or if the death was certified by a paramedic, a paramedic certificate of death may be issued.

Key points:

• the certificate is issued free of charge;
• it must correctly state the person’s details, the date and place of death, and the cause of death;
• if the document is lost or completed with errors, you can contact the medical facility for a duplicate or for corrections.

If there are no medical documents (for example, the death occurred long ago, during hostilities, in a temporarily occupied territory, in an accident/disaster, etc.), the fact of death is established through court proceedings, and the court decision becomes the basis for state registration of death.

Passport of the deceased and/or the applicant

To register a death, you usually submit the passport of the deceased (or an ID card, foreign passport, or another identity document—if available) and the passport/ID card of the applicant (a relative, representative, or another interested person).

If the deceased person’s passport was lost or destroyed (for example, during shelling or a fire), this does not prevent death registration. In such cases, the Civil Status Acts Registration Office uses other documents containing the person’s details and may request additional confirmation (certificates or a court decision).

Additional documents

In standard cases, documents confirming family ties are not always required for death registration: the law allows not only a close relative but also another interested person to apply (a neighbor, a social worker, an employer, etc.).

However, in practice they may ask for:

• a birth certificate (to confirm the applicant is a son or daughter);
• a marriage certificate (if the applicant is a spouse);
• a power of attorney—if a representative applies.

In complex situations (missing documents, disputed circumstances, a death long ago, a death in a temporarily occupied territory, etc.), other evidence may also be needed—certificates, photos, witness statements, or a court decision.

Step-by-step procedure

Where to apply

In Ukraine, state registration of death is carried out by local Civil Status Acts Registration Office (DRACS/DRATS) departments at the place of:

• death;
• the deceased person’s last registered place of residence;
• discovery of the body.

In some communities, Administrative Service Centers (CNAPs/TSNAPs) provide civil status registration services—in that case, they coordinate with the Civil Status Acts Registration Office.

Abroad, the death of a Ukrainian citizen may be registered at a Ukrainian consular office at the place of the deceased person’s residence, the place of death, or the place of burial.

If the death occurred in a temporarily occupied territory, you generally must first establish the fact of death through court proceedings (any local court in government-controlled territory of Ukraine), and then apply to the Civil Status Acts Registration Office with the court decision.

Submitting the application and deadlines

An application for state registration of death may be submitted by:

• a family member of the deceased;
• their representative;
• another interested person (for example, a representative of a medical facility, social services, or a housing organization).

General deadlines:

• within 3 days of the death—if the death occurred in a medical facility where the medical certificate is issued immediately;
• within 5 days—if the death occurred outside a hospital (at home, outdoors, etc.) and time is needed to prepare medical documents.

If, for valid reasons, it was not possible to apply within these deadlines (for example, the family learned about the death later, was abroad, or could not leave a dangerous area), registration is still carried out. However, if more than 1 month has passed, additional confirmation or a court decision is usually required.

Receiving the certificate and the extract

After the application and documents are submitted, the death is usually registered on the day of application, and the death certificate and an extract from the State Register of Civil Status Acts are issued immediately after the information is entered.

Important:

• the death certificate is issued free of charge;
• when receiving it, carefully check the spelling of the surname, name, patronymic, the date of birth and death, and the place of birth/death—errors later require a separate correction procedure;
• if needed, you can request a repeat extract or a duplicate certificate if the document is lost.

Timeframes and processing times

Standard timeframe (up to 3 days)

In a typical situation (death in a hospital, a promptly issued medical certificate, passports available):

• within 1–3 days, relatives receive the medical certificate of death from the medical facility;
• on the day of application, they receive the death certificate.

So, with prompt action by the family, the process takes only a few days.

Longer timeframes when court establishment is required or the death occurred in a temporarily occupied territory

Where there is no medical certificate, the death occurred long ago, the event took place in an area of hostilities or a temporarily occupied territory, or there are disputes about the circumstances of death, court establishment of the fact of death is often required.

For wartime and temporarily occupied territories, this is expressly provided for by Ukrainian law: such applications are considered urgently, and the decision is subject to immediate enforcement.

However, in practice, time is needed to prepare the application and documents, the court must schedule a hearing, and after the decision is made, time is needed to obtain a copy and apply to the Civil Status Acts Registration Office. Therefore, the overall timeframe may range from several weeks to several months.

Special cases and nuances

Death abroad—what to do

If a Ukrainian citizen dies outside Ukraine, there are two main options.

The first is to register the death at a Ukrainian consulate at the last place of residence, the place of death, or the place of burial. For this, you submit the medical document/death certificate issued by foreign authorities, its translation into Ukrainian, and legalization or an apostille (if there is no treaty providing simplified document circulation).

The second option is to register the death in Ukraine on the basis of a foreign document. Relatives obtain the foreign death certificate, arrange an apostille or consular legalization, prepare an official Ukrainian translation, and submit the documents to the Civil Status Acts Registration Office to make an entry and obtain a Ukrainian-format death certificate.

It is important to ensure the apostille or legalization stamp is present: without it, the document may be rejected.

Death in a temporarily occupied territory (TOT)

If the death occurred in a temporarily occupied territory where Ukrainian authorities do not operate in practice, first collect all possible evidence: a “certificate” or statement from the occupation authorities, documents from a local hospital, a cemetery certificate, photos of the grave marker, witness statements, etc.

Then file an application with any local court in government-controlled territory of Ukraine (in person or through the “Electronic Court” system using a qualified electronic signature). After legislative changes, such applications may be filed with any court outside the TOT, regardless of the applicant’s place of residence.

The court considers the case urgently and issues a decision establishing the fact of death, which is subject to immediate enforcement. With this decision, you apply to the Civil Status Acts Registration Office, which registers the death and issues a Ukrainian death certificate.

Documents issued by the occupation authorities are not recognized in Ukraine on their own, but they may be used as evidence in court.

Missing documents of the deceased / non-standard situations

There are situations where the deceased person’s passport is missing, there are no medical documents, or the body has not been found, but there are grounds to believe the person died (war, disaster, catastrophe, natural emergency, missing person cases).

If there are at least minimal medical documents or certificates from the police, rescuers, or the military, the Civil Status Acts Registration Office may register the death or direct you to court. In more complex cases, you must apply to court to establish the fact of death or to have the person declared dead after a certain period from the date of disappearance. This is a separate category of cases where it is almost always advisable to involve a lawyer.

Common mistakes and recommendations

Typical reasons for delays

Death registration may be delayed due to:

• late application to the Civil Status Acts Registration Office (especially if more than one month has passed);
• absence of a medical certificate of death or incorrect completion of it;
• errors in the surname, name, patronymic, date of birth, or date of death in medical documents;
• absence of the deceased person’s passport and other identity documents;
• attempting to use a “certificate” from a temporarily occupied territory directly without a court decision;
• a foreign death certificate without an apostille/legalization and without an official translation;
• disputes between relatives about the burial place or other related issues.

How to avoid problems during the process

To minimize risks:

• do not delay applying to the Civil Status Acts Registration Office—if possible, submit the application within the first days after death;
• carefully check the data in the medical certificate and in the death certificate;
• keep copies of the deceased person’s key documents (passport, taxpayer number, property documents);
• in case of death abroad, promptly confirm with the consulate the requirements for legalization and translation of documents;
• in case of a TOT or missing documents, consult a lawyer promptly regarding the court procedure.

FAQ

What documents are needed to obtain a death certificate?

Usually required:

• a medical certificate of death (Form No. 106/o) or a paramedic certificate, and in certain cases—a court decision establishing the fact of death;
• the deceased person’s passport (ID card)—if available;
• the applicant’s passport (a relative, representative, or other interested person);
• if required—documents confirming family ties or authority (marriage certificate, birth certificate, power of attorney).

How soon after death should you apply?

It is recommended to apply to the Civil Status Acts Registration Office:

• within 3 days—if the death occurred in a medical facility;
• within 5 days—if the death occurred elsewhere and time is needed to prepare medical documents.

If these deadlines are missed for valid reasons, registration is still possible, but a court decision may sometimes be required.

Can you obtain a death certificate if the person died abroad?

Yes. The death may be registered at a Ukrainian consulate, which will issue a Ukrainian death certificate, or you can use a foreign death certificate by legalizing it (apostille or consular legalization) and translating it into Ukrainian, and then apply to the Civil Status Acts Registration Office in Ukraine for registration.

What if the deceased person’s documents are missing?

If the deceased person’s passport is missing, the Civil Status Acts Registration Office may use other documents or information (for example, registry data, a birth certificate, or property documents). If medical documents are also missing, in most cases you will need to apply to court to establish the fact of death or to have the person declared dead, and then register the death on the basis of the court decision.

What are the specifics for deaths in a temporarily occupied territory?

Documents issued by the occupation authorities are not recognized in Ukraine, so their “certificates” have no legal force. However, these documents can be used as evidence in court. An application to establish the fact of death in a TOT can be filed with any local court in government-controlled territory of Ukraine (including through the “Electronic Court” system), and after the court decision becomes final, you can apply to the Civil Status Acts Registration Office to obtain a Ukrainian-format death certificate.

How we can help

If the death occurred abroad, in a temporarily occupied territory, during hostilities, or you simply lack documents, it can be very difficult to navigate the nuances on your own. “Pravovyi Lider” lawyers help prepare applications for the Civil Status Acts Registration Office and the court, collect the necessary evidence, support the death registration procedure, and advise on next steps (inheritance, social benefits, property matters). If you need an individual consultation or full support, you can contact us via the website contact form or by phone using the details listed on the site.