Documents confirming ownership of an apartment in Ukraine
Ownership of an apartment is a key legal fact without which it is impossible to sell real estate, lease it, or protect one's interests in disputed situations. As in most countries around the world, in Ukraine, ownership is confirmed by official documents and data from state registries, rather than actual residence or verbal agreements.
The issue of property ownership rights has become particularly relevant in recent years, when many owners have faced the loss of paper documents for their apartments due to forced relocation, damage to their homes, and military action. In this article, we will examine which documents confirm ownership rights to an apartment, which of them are considered valid today, and where you can obtain or restore the necessary information.
Key documents confirming ownership of the apartment
Ownership of an apartment in Ukraine is confirmed by a set of title documents and data from state registries. The specific list depends on how the property was transferred to the owner and when the documents were drawn up.
What documents confirm ownership of living space:
Extract from the State Register of Rights to Real Estate. This is the main and most relevant document. The extract confirms the fact of state registration of ownership rights and contains information about the owner, the date and basis of acquisition of the apartment, as well as the existence of encumbrances (mortgage, seizure, prohibition on alienation). The registry data has priority legal force, even if the paper documents are lost.
Contract of sale, gift, or exchange. The contract is a title document on the basis of which ownership rights arise. It must be drawn up in writing and certified by a notary. After signing, the notary enters information about the new owner in the State Register, and the contract itself serves as confirmation of the legality of the transfer of rights.
Certificate of ownership (documents issued before 2013). Before the introduction of the State Register of Ownership Rights, ownership was confirmed by certificates issued by the BTI or local authorities. These documents remain valid, but in order to conduct transactions, the information contained therein must be entered or verified in the register.
Certificate of inheritance rights. If the apartment was inherited, ownership is confirmed by a notarized certificate of inheritance rights. After receiving it, the heir is required to register ownership in the State Register, otherwise they will not be able to fully dispose of the property.
Court decision. In certain cases, ownership rights arise on the basis of a court decision, for example, when recognizing ownership rights, dividing property, or resolving disputes between heirs. Such a decision is also subject to mandatory state registration.
Certificate of privatization of housing. For apartments obtained as a result of privatization of state or municipal housing, the certificate of privatization serves as proof of ownership. Like other old-style documents, it must be recorded in the State Register of Rights.
The technical passport for the apartment deserves special mention. It does not directly confirm ownership, but it is an important accompanying document. The technical passport contains information about the area, layout, and technical condition of the apartment and is often required when registering rights, selling, or legalizing redevelopment.
It is important to understand that registration of residence, certificates from the housing office, or rental agreements do not confirm ownership. The only official confirmation is a registered right in the State Register, based on legal title documents.
How to obtain an extract from the State Register
There are several ways to obtain an extract from the State Register of Rights to Real Estate, depending on the situation and the tools available. The fastest and most convenient option is to submit an electronic request. To do this, use the official website of the Ministry of Justice of Ukraine or the Diya app. The applicant must:
Complete identification via electronic signature, BankID, or "Дію.Підпис."
Specify the address of the property or its cadastral number.
Pay the administrative fee.
An electronic statement is generated within a few minutes and has the same legal force as a paper statement.
You can also obtain the extract in person by contacting the Administrative Services Center. To do so, you will need your passport, identification code, and information about the property. An employee of the Administrative Services Center (ASC) will accept your application, after which the document will be issued in paper form within the established time frame.
Notaries also have direct access to the State Register, so they can generate extracts when preparing purchase and sale agreements, gift agreements, inheritance agreements, or upon separate request. This method is often chosen for comprehensive legal support, as notaries simultaneously check for encumbrances and verify data accuracy.
When receiving an extract, it is important to bear in mind that it reflects the status of rights at the time of its creation. If changes have been made since then, such as seizure or mortgage registration, you will need to obtain an updated document. You should also carefully check the owner's details, the basis for the right, and the absence of encumbrances: this is an important point for real estate buyers.
In the event of loss of paper documents, it is the extract from the State Register that becomes the key confirmation of ownership and allows the legal history of the property to be restored.
