How to quickly get a Ukrainian passport in Poland: step-by-step instructions

7 February 10:04

The Embassy of Ukraine in Poland has announced the possibility of expedited delivery of issued passports to the Embassy at the citizens’ own expense, "Komersant Ukrainian" reports.

This innovation allows Ukrainians in Poland to receive their documents faster by using courier services.

“Under martial law, the delivery of passports issued by foreign diplomatic missions may be delayed. However, the Ministry of Foreign Affairs of Ukraine is making every effort to ensure their timely delivery. At the same time, the current legislation provides for the possibility of delivering passports by international express mail at the applicant’s expense,” the embassy said.

The international express services will deliver the issued passport to the address of the diplomatic mission where the documents for its issuance were submitted.

“The passport cannot be sent directly to the applicant. The passport must be received by the applicant in person at the Embassy,” the embassy emphasized.

Upon written request and at the applicant’s expense, the passport may be sent to the Embassy by international mail.

Available delivery services and rates

VFS Global

Offers passport delivery through its centers.
The cost of the service depends on the city of receipt of the passport.
For more information and tariff calculation: services.vfsglobal.com.

DHL

Provides express delivery of documents.
The cost of shipping depends on the distance and the selected tariff plan.
More information is available on the website: dhlportal.com.ua.

Ukrposhta

Offers an economical option for the delivery of passports.
Estimated cost of the service: from 300 UAH.
Detailed information on tariffs and conditions: my.ukrposhta.ua.

How to order expedited delivery?

The passport delivery process consists of several stages:

STEP 1. Checking the readiness of the passport

Before ordering delivery, you need to check the status of the document. This can be done through online services provided by diplomatic institutions. You need to wait for the status: “The document is ready”.

STEP 2: Arrange delivery through the chosen service

Depending on the service you choose, there are different processing algorithms:

DHL delivery

Follow the link and fill out the form carefully

Select the country: Republic of Poland

Name of the embassy/consulate: Embassy of Ukraine in the Republic of Poland

Incoming application number: Session ID – number, which was provided to you when applying for a passport to check the status of the passport.

Delivery of VFS Global

Register in the system.
Follow the link and carefully fill in the form: application reference number (this is the six-digit session ID number issued to you by the consular officer), surname, name and patronymic of the passport holder, your E-mail.

Delivery by Ukrposhta

Go to the Ukrposhta website, fill out the form carefully and pay for the service.

STEP 3. Filling out the application

Fill out the application form(.doc, 32.77 Kb ) or fill it out directly at the institution.

If several passports are sent in one package, the application is filled in for each applicant separately. The same payment receipt is used (which contains all the names of the applicants sent in one package).

STEP 4. Sending documents

Compose an email with the attachments:

Scanned application form
Receipt of payment for international express shipment

Send the documents to the consulate’s e-mail: [email protected] with the subject“International mailing of the passport [Last name]“

STEP 5. Receiving the passport

When the passport arrives at the embassy, the status will change to “Document arrived at the PSC”. You can pick it up in person at the Embassy of Ukraine in Poland:

Monday – Friday: 14:00-17:00
Saturday: 9:00-12:00

Important notes

The passport cannot be sent directly to the applicant – it can only be collected in person at a diplomatic mission.
For the consulates in Lublin, Krakow, Wroclaw and Gdansk, there are separate instructions on the official websites of these institutions.