Documents proving ownership of the house
When buying a house, it is important to consider more than just finding a practical layout, a good neighbourhood and a reasonable price. It is also worth paying attention to checking the property’s legal status. Even if the property seems perfect, it is important not to rush into signing a contract. First, you need to ensure that the seller has legal title to the property. Otherwise, there is a significantly increased risk of disputes with former owners and even the contract being declared invalid.
Before buying or selling a house, you need to find out which documents confirm ownership of the property, where to check them, and what to look out for first and foremost. In Ukraine, information from the State Register of Real Rights to Immovable Property is of key importance, but the matter is not limited to the register alone.
In this article, we will look at which documents can be used to prove ownership, how they differ from one another, and how to obtain a current extract from the register. All of this will give you confidence that the transaction is secure.
Key documents confirming ownership of the house
Ownership of a house in Ukraine is confirmed by various documents, depending on how the property was acquired. It is important to understand that some documents serve as the basis for the creation of the right, whilst others confirm its registration.
Extract from the State Register of Property Rights
This extract is regarded as the primary document confirming that the property is officially registered in the name of a specific owner. The extract contains details of the owner, the property and any encumbrances, such as a mortgage or a seizure order.
An extract does not ‘create’ a right of ownership, but merely records it in the state register. The basis is always another document.
Contracts on the basis of which the right of ownership arose
If the house was purchased or acquired under a contract, the relevant contract will serve as the primary title document:
sales contract;
gift deed;
exchange agreement;
life annuity contract;
an agreement on the division of property, for example, between spouses.
Such contracts must be notarised and form the basis for the registration of the right in the register.
Certificate of inheritance
If a house has been inherited, ownership is confirmed by a certificate issued by a notary. The details are then also entered in the national register.
Court ruling
In some cases, ownership is established through the courts, for example, in disputes, where documents have been lost, or where the right to an unauthorised building is recognised. In such situations, it is the court ruling itself that forms the basis for registering the right.
Certificate of Ownership (old format)
Documents issued prior to the reform of the registration system (roughly up to 2013–2016) remain legally valid. However, for current transactions, details regarding such properties are usually entered into the Register as well.
Privatisation documents
If the house was acquired through privatisation, ownership is confirmed by the relevant documents relating to the transfer of the property into private ownership.
To sum up, the key document is the extract from the register, but without a legal basis it has no legal force in its own right. For full legal protection, it is advisable to have both the supporting document and a current entry in the register. When checking a property, you should always cross-check the details in all documents relating to the house and the land plot.
How to obtain an extract from the State Register
Information from the State Register of Real Rights to Immovable Property in Ukraine is publicly available to both individuals and legal entities. Extracts can be obtained in either electronic or paper form: both versions have equal legal validity.
The easiest way to obtain an extract is online via government services: the Diia government services portal or the e-services portal on the official website of the Ministry of Justice. To do this, you need to:
Log in using your digital signature or BankID.
Please provide the property details — address, cadastral number or the owner’s full name.
Pay the administrative fee.
Receive the document electronically in a matter of minutes.
The electronic statement is generated automatically and contains up-to-date information as of the date of the request.
If you require a paper copy, you can contact the state registrar of property rights, the Administrative Services Centre (ASC) or a notary. The procedure is the same in all cases: you must submit an application, provide details of the property, pay the administrative fee and collect the extract in paper form. The document is usually issued on the day of application.
It is not only the owner of the property who can obtain an extract from the Land Registry. Potential buyers, heirs and any other interested parties may also do so in order to check the property.
It is important to note that the extract contains information that was current at the time of issue, including details of the owner and any encumbrances. If the property is not registered in the register, no details regarding it will appear in the extract. To carry out a full check on the property, it is important to cross-check the extract against documents establishing ownership.
Obtaining an extract from the State Register is an essential step when inspecting a property before purchase, settling an inheritance, or undertaking any legal transactions involving property. If you’re worried about overlooking important details when buying or selling a property, seek assistance from an estate agent. The team at Mayak Estate Agency will help you buy or sell a property in Kyiv and the Kyiv region safely and as quickly as possible.
