Passport Issuance for Children Under 16 Years of Age – Ukrainian Consular Rules

Obtaining a passport for a child under the age of 16 is an important step for families living abroad or planning international travel. Ukrainian legislation provides specific rules and requirements for this process.

At Legal Light Consulting (LLC Lawyer), we guide parents and guardians through the necessary procedures to ensure all documents are prepared correctly and submitted without delays.

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Who Can Apply for a Child’s Passport?

A passport for a person under 16 years of age is issued on the basis of an application form submitted by:

• One of the parents (biological or adoptive),

• Guardians or custodians, or

• Other legal representatives, including those authorized under the legislation of another state to represent the child’s interests.

Documents Required for Application

When applying for a child’s passport, the following documents must be attached:

1. Child’s previous international passport (if it exists and needs to be exchanged).

2. Birth certificate of the child:

   • If issued abroad, it must be legalized (certified with an Apostille stamp) and accompanied by a Ukrainian translation notarized in Ukraine.

3. Proof of permanent residence or temporary stay abroad (if available).

4. Documents of the legal representative:

   • Identity document of the representative, and

   • A document confirming the authority of the representative to act on behalf of the child.

   • If the representative is one of the parents, no additional proof of authority is required.

For details on documents required by country, visit the Ministry of Foreign Affairs of Ukraine – Consular Services.

Passport Issuance Without the Child’s Presence

In some cases, a passport may be issued without the child being present, if a color photo (10×15 cm, high quality, max 5MB in .jpg format) is submitted for scanning.

This applies only when:

• The passport is being issued to a child under 12 years of age, or

• The child cannot move independently due to a long-term health condition, confirmed by a valid medical certificate from a healthcare institution.

Consular Fees

• There is no consular fee for issuing a passport to a person under 16 years of age.

• However, a fee is charged for reviewing the application form.

Additional Information Parents Should Know

Parents and guardians can find detailed requirements on the website of the Ukrainian diplomatic mission where the application will be submitted, including:

• Photograph requirements for children,

• Consular fee rates,

• Certification and legalization requirements for foreign documents (apostille/legalization), and

• Local names of documents issued by foreign authorities and their issuing bodies.

For a full list of Ukrainian diplomatic missions abroad, visit: Ministry of Foreign Affairs – Diplomatic Missions.

Note Takeaways

• Parents or legal representatives can apply for a child’s passport.

• Foreign birth certificates must be apostilled/legalized and translated into Ukrainian.

• Children under 12 may receive a passport without being physically present, if a compliant photo is submitted.

• No consular fee is charged for the passport itself, only for application review.

• Country-specific requirements may vary, so always check the local diplomatic mission’s website.

Frequently Asked Questions (FAQ) – Passport Issuance for Children Under 16

1. Who can apply for a passport for a child under 16?

An application can be submitted by one of the parents (biological or adoptive), guardians, custodians, or another legal representative authorized under Ukrainian law or foreign state law to represent the child’s interests.

2. Do both parents need to be present to apply?

No. Only one parent or legal representative is required to submit the application. However, the applying parent must provide all necessary documents proving their authority if they are not a biological or adoptive parent.

3. Can my child get a passport without being physically present at the consulate?

Yes, but only in specific cases:

• If the child is under 12 years old, or

• If the child is unable to move independently due to a long-term health disorder (confirmed by a valid medical certificate).
  In such cases, a color photograph (10×15 cm, high quality, .jpg format, max 5MB) must be submitted.

4. What documents do I need to provide when applying?

• Child’s previous international passport (if applicable).

• Birth certificate (apostilled/legalized if issued abroad, with notarized Ukrainian translation).

• Proof of residence abroad (if available).

• Parent’s or legal representative’s passport/ID.

• Proof of legal authority of the representative (if not a parent).

5. My child’s birth certificate was issued abroad. Is it valid in Ukraine?

Yes, but only after it has been:

1. Legalized (certified with an Apostille or through consular legalization, depending on the country), and

2. Translated into Ukrainian and notarized.

6. How long does it take to issue the passport?

Processing times vary depending on the specific diplomatic mission or consulate. In most cases, it may take several weeks. Always check with the consular office where you intend to apply.

7. What is the consular fee for children’s passports?

There is no consular fee for issuing a passport to persons under 16 years of age. However, a review fee for the application form is charged. The exact amount can be found on the website of the relevant diplomatic mission.

8. Do both parents need to sign the application?

No. A passport can be issued based on the application of one parent only. However, if there are custody or guardianship issues, additional documents may be required.

9. My child’s name is entered in my Ukrainian passport. Is this proof of citizenship?

No. The child must have their own passport or citizenship certificate to confirm Ukrainian citizenship. An entry in a parent’s passport is not sufficient legal proof.

10. Where can I find local requirements for my country of residence?

Each Ukrainian diplomatic mission may have slightly different local rules. Parents should check the official website of the consulate where they plan to apply. The list of Ukrainian missions abroad is available here: Ukrainian Diplomatic Missions Abroad.

11. Can Legal Light Consulting assist with the process?

Yes. At Legal Light Consulting (LLC Lawyer), we help families:

• Prepare and verify documents,

• Ensure proper legalization and translation of foreign-issued certificates,

• Communicate with the Ukrainian consular office,

• Avoid delays and errors in applications.

Passport Checklist & Process Flow — Child under 16 (Ukraine)

Prepared by Legal Light Consulting (LLC Lawyer)

This step-by-step checklist and process flow is designed for parents, guardians or legal representatives who need to apply for an international passport for a child under 16 years of age. Use this as a printable guide and tick each item as you complete it.

Step-by-step Process Flow (numbered)

1. Confirm local requirements

   • Check the website of the Ukrainian diplomatic mission or consulate you will use. Local procedures, appointment systems, and fee amounts may differ by mission.

2. Collect original documents and certified copies

   • Gather birth certificate, previous passports, proof of residence, and identity documents.
   • For documents issued abroad: obtain apostille or follow the consular legalization procedure required by the country that issued the document.

3. Translate and notarize foreign documents

   • Translate foreign-language documents into Ukrainian.
   • Notarize the Ukrainian translations according to requirements (some missions accept notarization abroad; others require notarization in Ukraine).

4. Prepare photograph (if child not appearing in person)

   • Provide a color photo sized 10 x 15 cm and a digital scan in .jpg format (max 5.00 MB). Ensure the photo meets quality standards (face visible, neutral expression, no shadows, plain background).

5. Complete the application form

   • Fill in the official passport application form fully and accurately. The applying parent/legal representative must sign the form.

6. Book an appointment (if required)

   • Many missions require online appointment booking. Keep confirmation and appointment details handy.

7. Submit documents

   • Attend the appointment or submit documents in the manner allowed by the mission (in person, by representative, or by mail if permitted). Provide originals and copies.
   • If a representative submits documents, present a document proving the representative’s authority.

8. Pay the application review fee

   • Pay the fee required for the processing of the application form. Confirm accepted payment methods with the consulate.

9. Processing period

   • Processing times vary by mission. Ask the consulate for an estimated timeline and if there are expedited options.
   • If the child is under 12 or medically unable to appear, the passport may still be issued without the child’s presence after review.

10. Collection of passport

• Collect the passport in person or authorize a representative to collect it (provide a written authorization and representative’s ID).
• Verify all passport details immediately (name spelling, date of birth, passport validity).

11. Store documents safely

• Keep the child’s passport and citizenship documents secure. Consider scanning and storing copies in a secured digital location.

Typical Timeline (estimate – may vary)

• Document collection & apostille/legalization: 1–4 weeks (varies by country and service provider).
• Translation and notarization: 1–7 days depending on translator availability.
• Consular processing: 2–8 weeks depending on mission workload and whether expedited service is available.

Note: These are estimates only. Always confirm current timelines with the issuing mission.

Common Pitfalls & Practical Tips

• Transliteration mistakes: Ensure the child’s name is transliterated consistently. Mismatched spellings between documents can cause delays.
• Missing apostille/legalization: Don’t submit foreign documents without required legalization — consulates commonly reject or return incomplete submissions.
• Wrong photo specs: Follow the 10×15 cm .jpg requirement precisely when the child will not be present.
• Representative authorization: If someone else applies or collects the passport for you, provide clear, notarized proof of their authority.
• Keep originals safe: The passport and citizenship documents are issued only once and are vital for travel and legal processes.

How Legal Light Consulting (LLC Lawyer) Can Help

We provide tailored support for parents and guardians, including:

• Document review and preparation (checklists, translations, notarization guidance).
• Assistance with apostille/legalization procedures.
• Drafting and notarizing representative authorizations.
• Booking appointments and liaison with the consulate.
• Representation for document submission and passport collection where permitted.

To request our help, please contact Legal Light Consulting with your case details and preferred consulate.

End of checklist — ready to print

This checklist is for educational and practical guidance only. Always verify the exact requirements and fees on the website of the Ukrainian diplomatic mission you intend to use.

Disclaimer

This article is for educational purposes only and is based on Ukrainian consular requirements for issuing passports to persons under 16 years of age. Regulations may change or vary depending on individual circumstances and the diplomatic mission involved.

For tailored legal advice and assistance, please contact Legal Light Consulting (LLC Lawyer) or the nearest Ukrainian diplomatic mission.