How to fill out the Declaration (paper version)
You can fill out the declaration manually or submit it online following this link.
For the first option, download the declaration form, print and fill out the document. Sign the completed declaration (stamp is optional) and be prepared to show the declaration when entering Ukraine. Please note, driver or a person accompanying the goods cannot act as a consignor (only a legal entity or individual that sends humanitarian aid. Passage of the humanitarian aid through the customs border of Ukraine (as defined by the Law of Ukraine "On Humanitarian Aid") is allowed after completion of the declaration form manually or through electronic means, according to the established form without application of measures of non-tariff regulation of foreign economic activity, by the person transporting the corresponding goods at the customs border of Ukraine in accordance with the Resolution of the Cabinet of Ministers of Ukraine № 396 from April 1, 2022.
How to complete an online declaration (also for non-residents)
If you are shipping humanitarian aid to Ukraine you can also fill out the declaration online following this link. To complete the form you can choose one of the two options:
- Option 1. fill out the declaration using qualified electronic signature (QES) or any mean for identification listed in the Integrated Electronic Identification System id.gov.ua (for example, with the help of BankID) to recieve an authorisation
- Option 2. fill out the declaration following steps indicated on this link (in case no QES or BankID is available). This option is also available for non-residents and allows to submit an online information message about humanitarian aid to be delivered.
Option 1. Steps to take
To fill in the Declaration, select the section Citizens → Declaration on Humanitarian Aid in your personal account. To create a new declaration, select the Add button in the opened form.
After filling out the declaration, click the Submit declaration button at the bottom of the form. If there are errors in the declaration, list of errors will be visualized. It will not be possible to submit the declaration until they are corrected.
In the absence of errors, the declaration will be accepted into the information system of the State Customs Service with the assignment of a unique electronic identifier (UEI) of the declaration (a small integer starting at 00, for example, 00555). This identifier has to be shared with the customs officer.
Completion of customs clearance is certified by the customs officer by attributing a personal number stamp on the printout of the electronic declaration (as in case with the paper declaration).
We encourage to use the electronic means for filling out the declaration whenever possible in order to speed up the processing of humanitarian aid.
Whom should I state as a recipient of the humanitarian aid?
For general humanitarian aid goods:
- foreign wharehouse (hub)
- wharehouse (hub) in Ukraine
- military administration at the regional level upon agreement
For humanitarian goods with a special order of passage (listed in the next question)
- military administration designated by the Ministry of Defense of Ukraine
- law enforcement agency
- another military body formed in accordance with the law
- other counter-terrorism entity in accordance with the law
Which products require a guarantee letter?
A letter of guarantee is required for the following product categories:
- plates for body armor
- portable non-civil radio stations
- unmanned aerial vehicles (quadcopters)
- for non-civil purposes binoculars, monoculars and other optical tubes, magnifiers (magnifiers)
- for non-civil purposes collimator sights, optical sights for non-civilian purposes
- thermal imagers, night vision devices
To transport these goods, you must obtain a letter of guarantee from the end user by filling ot the specific form. The letter of guarantee should be submitted during the customs clearance carried out at the border crossing point with Ukraine, together with a declaration. The end user who draws up and signs the letter of guarantee must represent
- military administration body designated by the Ministry of Defense of Ukraine
- law enforcement agency
- another military formation formed in accordance with the law
- another counter-terrorism entity in accordance with the law
The list of humanitarian aid goods, which are subject to a separate procedure when entering the customs territory of Ukraine and require a letter of guarantee of the end user is defined by the Annex to the Resolution of the Cabinet of Ministers from March 1, 2022 № 174.
A more detailed explanation of the import of such goods provided by the Ministry of Finance of Ukraine can be found at the link.
Please note, sending helmets and body armor from your country may require a special export permit, which can be obtained from the responsible authority in the country of departure (for example, the US Bureau of Industry and Security). If approval of the export of goods is required, we recommend cooperating with companies and organizations that already have a license to export such goods.
