New Ukrainian Passport in Canada: Documents, Procedure, Timelines, Fees, Consulate Addresses, Special Conditions, and Practical Recommendations

For Ukrainian citizens residing or temporarily staying in Canada, obtaining a new Ukrainian international passport is an official procedure that can only be carried out through the diplomatic missions of Ukraine. This process requires advance booking, providing a specific set of documents, and complying with established requirements.

Although the procedure is standardized, in practice, applicants often face certain difficulties, such as scheduling appointments, waiting for document readiness, or providing additional confirmations. Understanding all procedural steps in advance significantly reduces the risk of rejection, delays, or repeated applications.

This guide provides comprehensive information on:

• The complete list of documents required for obtaining a new Ukrainian international passport;
• Special cases: replacement due to loss or personal data changes;
• Step-by-step instructions for booking an appointment via the official “Diia” platform;
• Booking appointments through consulate websites;
• The procedure for submitting documents and providing biometric data;
• Service fees and payment requirements;
• Estimated production timelines, including real waiting times in Toronto, Ottawa, and Edmonton;
• The process of collecting the ready passport;
• Practical tips to avoid common mistakes;
• Frequently asked questions (FAQ) and links to official resources.

Required Documents for Obtaining a New International Passport

To apply for a new Ukrainian international passport while residing in Canada, the applicant must submit:

• A completed application form (original);
• Ukrainian national identity document (ID-card or passport issued in 1994 format) — original and copy;
• Ukrainian tax identification number (РНОКПП) — copy;
• Current valid international passport (if available) — original and copy;
• Birth certificate for minors under 18 — original and copy;
• Document confirming legal status in Canada (visa, eTA, PR card, work or study permit) — copy;
• Document confirming Canadian residency (rental agreement, utility bill, official bank correspondence, etc.) — copy;
• A recent color photograph, 10 x 15 cm (for children under 12 years), taken within the last six months.

Special Cases

In case of a lost previous passport:

• A formal police report explicitly stating the series and number of the lost passport (a standard file number is not sufficient);
• Any other document confirming identity and Ukrainian citizenship (such as an internal Ukrainian passport).

If identity or citizenship cannot be confirmed with available documents, the consulate will initiate additional verification procedures, which will significantly extend the processing time.

Passport replacement due to a change of personal data (e.g., name or surname change):

• Supporting documents, such as a marriage certificate, divorce certificate, or legal name change certificate;
• Foreign-issued documents must be legalized and accompanied by a certified Ukrainian translation.

Booking an Appointment via the “Diia” Platform

To schedule an appointment:

1. Access https://diia.gov.ua or install the “Diia” mobile application.
2. Log in using BankID or another approved identification method.
3. Navigate to the “Services” section, select “International Passport,” and choose “Appointment at a diplomatic mission.”
4. Select “Canada” as the country of application, then choose a city: Toronto, Ottawa, or Edmonton.
5. Pick an available date and time from the system’s proposed options.
6. Confirm the appointment — a confirmation email will be sent to the provided address.
7. In some cases, scanned copies of documents may need to be uploaded in advance, as instructed by the system.

Important: Technical difficulties with booking “slots” via Diia are common — a separate post dedicated to this issue will follow.

Booking an Appointment via Consulate Websites

In addition to the Diia platform, appointments can be scheduled directly through the websites of Ukraine’s diplomatic missions:

• Consulate General in Toronto
• Embassy of Ukraine in Canada, Ottawa
• Consulate General in Edmonton

Booking procedure:

1. Visit the relevant website and navigate to the “Consular Issues” → “Appointment Booking” section.
2. Complete the registration, select the appropriate service, and fill in the online application.
3. Confirm the chosen date and time.
4. Save the confirmation email and present it during the appointment.

Document Submission and Biometric Data Collection

On the day of the appointment:

• Arrive at the consulate with all required documents;
• Submit original documents and copies for verification;
• Provide biometric data (photo, fingerprints, digital signature);
• Pay the consular service fee.

Service Fees and Payment Instructions

The consular fee for processing a new international passport is 172 Canadian dollars. Payment is accepted exclusively in the form of:

• Money order or bank draft issued to:
  • “Embassy of Ukraine in Canada” (Ottawa);
  • “Consulate General of Ukraine in Toronto” (Toronto);
  • “Consulate General of Ukraine” (Edmonton).

Although in Edmonton payment is accepted on-site, pre-arranged payments are strongly recommended, following instructions on the official websites.

Passport Processing Timelines

• Appointment scheduling: typically 1 to 3 weeks, depending on city and consulate workload;
• Document submission: approximately 30 minutes;
• Passport production: 1 to 3 months, subject to consulate capacity and production times in Ukraine;
• Collecting the ready passport: up to 15 minutes, often requiring a separate appointment.

Collecting the Ready Passport

After receiving notification from the consulate:

1. Prepare necessary documents:
2. National ID or internal passport;
3. Previous international passport (if applicable);
4. Power of attorney, if the passport is being collected by another person.
5. Book an appointment for collection, if required.
6. Arrive at the consulate at the scheduled time.
7. Present documents for verification.
8. Collect the passport and sign the official handover act.
9. If applicable, request the return of the old passport with a cancellation mark.

Consulate Addresses and Operating Hours

Toronto:
160 Trafalgar Rd, Oakville, ON L6J 3G6
Mon–Fri: 9:00 AM – 5:00 PM
Advance booking is mandatory.

Ottawa:
331 Metcalfe St, Ottawa, ON K2P 1S3
Mon–Fri: 9:00 AM – 1:00 PM
Limited daily appointments available.

Edmonton:
9707 110 St NW, Edmonton, AB T5K 2L9
Appointments only, subject to availability.

Practical Recommendations for Applicants

• Bring copies of all required documents — the consulate does not provide photocopying services;
• Check the validity of your documents, especially your ID card and proof of identity;
• Keep copies of all documents at home for emergencies;
• Book appointments in advance, especially during holiday seasons or peak periods.

Frequently Asked Questions (FAQ)

1. Are copies of the internal Ukrainian passport accepted?
   Yes, a copy is sufficient.
2. Is an expired internal passport accepted?
   Yes, expired passports are accepted for identification purposes.
3. Can I apply at any consulate, regardless of where I live?
   Yes, applications can be submitted at any Ukrainian consulate in Canada: Toronto, Ottawa, or Edmonton.

Official Resources for Application Procedures

• Toronto Consulate: Passport Application for Individuals Over 16
• Embassy of Ukraine in Canada, Ottawa: Passport Application for Individuals Over 16
• Consulate General in Edmonton: Passport Application for Individuals Over 16

Conclusion

Obtaining a new Ukrainian international passport in Canada is a strictly regulated process that requires careful preparation, timely appointment booking, and adherence to all procedural steps. We strongly recommend familiarizing yourself with official instructions, planning your application in advance, and ensuring full compliance with documentation requirements to avoid delays or complications in receiving your passport.