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UBC Licensing Support: Contacts and Enquiry Procedure

The name of an administrative procedure may change, while business needs a stable result: confirmed authority to operate in the selected field. The sequence and main stages of service delivery begin with the type of activity and the actual operating model.

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Owner Decision and Working Result

The work centres on identifying the mandatory permitting procedure for the specific type of business activity. The owner defines the commercial objective, budget and control date, while the team converts them into a sequence of actions.

The main decision is whether a licence, permit, declaration, registration entry or notification is required and which authority accepts the information. Once this is approved, it becomes clear what level of support is required and which specialists are responsible for individual parts.

When defining the assignment, the boundary of the decision is recorded separately. It includes the actions that give the company the required business result, while ancillary matters move to the next stage. This helps the owner compare the cost of options on an equivalent scope and consciously approve additional work.

Before approving the decision, the owner receives a concise comparison of options by timeframe, total cost and required team involvement. Mandatory actions are separated from improvements that can be moved to the next cycle. This preserves the budget and gives management a clear decision criterion.

What Has Changed in the Approach

Previously, entrepreneurs relied on long lists of licences and paper forms from different authorities. This model explains the origin of some terms and documents that entrepreneurs continue to encounter in contracts and earlier records.

In 2026, the legal form of authorisation is identified first, followed by use of the relevant electronic service or prescribed industry filing. For the owner, this means more transparent control and the ability to identify information requiring clarification earlier.

Comparison of former and current practice is used to choose an action. It identifies the name of the result, filing method, supporting document, administration cost and post-result control. This format helps apply accumulated experience to the current procedure.

Source Data and Participants

Before the project begins, KVED codes, description of operations, place of activity, equipment, personnel, qualifications of responsible persons and company details are collected. Each document is assigned a source, date and responsible person so that figures and authority describe one factual model.

The internal team allocates preparation among management, legal, finance and operations functions. A shared package reduces repeat requests and helps changes to be agreed faster.

If some information is held by a bank, counterparty, former employee or foreign administrator, the request is sent at the start of the project. The source-data register records the expected response and a working substitute for preliminary calculation. The final version is approved after confirmation is received.

How the Work Is Organised

Work follows a calendar: diagnosis, data verification, selection of the procedure, preparation of documents, external action and confirmation of the result. Each stage specifies a deadline and form of evidence.

The project depends on participants such as the licensing authority, Diia, the industry register, the bank and the company's responsible specialist. Their deadlines and requirements are included in the calendar in advance, and material requests are recorded in the working register.

The working meeting discusses specific deviations from the calendar: which response is delayed, which amount has changed and which decision is required from management. The minutes contain only actions affecting the result. Implementers understand priorities and the owner sees the project's actual progress.

Fact Verification and Control

The control review shows that the activity corresponds to the company's data and that the decision or entry is available in the official service. Management sees the status of each action and makes decisions on matters affecting budget, contract or deadlines.

The team reconciles names, identifiers, amounts, dates, signatories and document versions. The review result is recorded in a short note identifying the responsible person and next action.

The connection between the advice and the actual transaction is checked separately. A recommendation should be reflected in the contract, calculation, application, registry entry or internal policy. If implementation has several stages, evidence is retained after each of them and used during the next approval.

Implementation in Day-to-Day Work

The result is a regulatory map, list of conditions, electronic package and calendar for obtaining the result. Working sections are provided to implementers according to their roles, while signed versions and evidence remain in the central file.

After the first cycle, planned deadlines and costs are compared with actual results. The working instruction is updated together with the calendar, so the next stage begins from confirmed data.

The working package is kept with a version number and review date. Employees receive access to the sections required for their roles, while the owner retains the overall view. If the responsible person changes, the new implementer sees the decisions already made, source documents and obligations for the next period.

At the end of the stage, the relevant specialist hands over the result: shows where documents are stored, how status is checked and the calendar of next obligations. The responsible company employee confirms that they can use the package in ordinary work and know whom to contact for each external process.

How It Worked Before and How It Works Now

	Previously	Now
List of Areas	many industry lists and separate paper procedures	the exhaustive statutory list and specific rules for each area
Filing	the application and copies were submitted directly to the authority	electronic filing and status tracking are available for many services
Confirmation	the main confirmation was a paper form	the result is confirmed by a decision, registry entry or electronic document
Changes to Data	changes were documented by a separate letter and a new package	the update procedure is determined by the specific service and is often available online
Control	the company kept the original and correspondence with the authority	the company monitors the status of the entry, operating conditions and responsible persons
Result	obtaining the document completed the administrative stage	the business confirms its right to operate and keeps the data up to date

Sequence and Main Stages of Service Delivery

Record the business objective, result and control date.
Collect the source documents and appoint responsible persons.
Check the applicable requirements and external dependencies.
Agree the procedure, budget and action calendar.
Carry out filing, negotiations or internal formalisation.
Obtain confirmation and update the working instruction.

What to Prepare

corporate and registration information
contracts, primary documents and signing authority
calculations, budget and payment schedule
information on the subject matter, transaction or role
contacts of responsible persons and the agreed calendar

Control Points for the Owner

The owner controls consistency of facts across documents and registries, clear roles and deadlines, the version of the working package and evidence of each completed action. The final status also shows open dependencies on a bank, counterparty or public service, the expected response date and the employee who continues monitoring after the advisory work ends.

How to Assign a Licensing Task

The first enquiry should state the type of activity, region of operation, legal form, availability of premises, equipment and relevant personnel. An extract from the Unified State Register and existing permits may be attached. An order for support is sent through the service form to audit@ubc.ua, while a short preliminary question can be sent through the expert form.

Work is organised remotely or at a meeting arranged in advance. UBC's Kyiv office at 2 Mechnykova Street, Parus Business Centre, is used for documents and communication. After the diagnosis, the specialist forms a list of conditions, documents, external actions and control results.

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