I didn’t know birth, marriage and death records were open records in Russia and Ukraine for the communist-era until a few years ago. It takes more than saying “Please, give me information on grandpa.” to get a peek at these records.
Some registry offices that possess these records have friendly and helpful staff while other offices have staff who find every excuse to block your efforts to get information.
So here’s how to charm the keepers of these records:
1. Make sure you have complete and accurate information on your relatives. Don’t ruin your chances with getting information by providing “I’m kind of sure” information on your relatives.
2. Do research the place of birth, marriage and death of your relatives. You can search for the places on Google and see what details webpages give on the area. This is highly recommended to make sure you send your request to the correct registry office. Simply use Google to search загс (Russian and Ukrainian for registry office) and the town or city of your relatives in Russian or Ukrainian.
2. Get your records proving ancestry to your relative together, scan them and post them to Google + Photo Albums, with the album set as share privately. Make sure to write small descriptions of each record and include a scan of your passport or driver’s license to prove identity in the album. Provide a link to the album in your written request.
3. Never, ever mention the word genealogy or any word related to genealogy when you e-mail or mail your request. The office could reject your request.
4. Don’t ask for official copies of records. You will be sent to the Consulate General of Ukraine or Russia. If you need official reprints of records, make a request for information at the registry office to confirm the record exists first.
5. Make sure your e-mail account can handle Cyrillic. I had to open an account on mail.ru because my American e-mail account turned Russian into random letters and symbols. Copy and paste any random Russian or Ukrainian page of information into an e-mail message to yourself and see how it comes back to you.
6. Avoid using words such as want and need. It is best to use sentences that show gratitude such as “I would be so grateful if you could search for_________________. ” “Your efforts are greatly appreciated.” “Any information you could provide would be appreciated.”
7. Do not advertise you are a foreigner with an e-mail subject line such as “Request from USA” in English nor Russian. It is best to state you are unable to visit the office personally to avoid invitations to make your request in person.
8. It is highly recommended to send your e-mail message or letter in Russian or Ukrainian. Many offices still do not work in English. Ask for help on a Facebook genealogy page, visit a Russian or Ukrainian Orthodox Church or high school or college that teaches the languages to find help with translation.
9. Do not give the registry office a time limit to respond to your request even if it sounds innocent such as “I look forward to hearing from you in the next few weeks.”
10. Show gratitude no matter what were the results of the search. Send a thank note by postal mail or e-mail after the results are sent. You never know when you will have to deal with that office again.