Direct answer: do not replace the document on your own. Ask the Questura in writing whether a consular certificate, proof of impossibility or declaration is accepted. Steps: obtain the consulate’s statement, keep refusals and receipts, and send the missing material within the deadline. The assessment is individual. Example: if civil records are suspended, attach the consular statement and ask which alternative proof is accepted. Source: Portale Immigrazione and Article 5 TUI; checked 24/10/2026.
Who this applies to: Anyone unable to obtain a requested foreign certificate who must prove the impossibility before proposing a substitute.
Practical steps: 1) ask the foreign authority or consulate for written evidence that the certificate cannot be obtained; 2) check with the Questura whether a substitute declaration or alternative document is accepted; 3) send the available certificate, proof of refusal and explanation before the stated deadline; 4) request an extension before expiry if you are waiting for the foreign authority and keep the protocol number.
Documents to keep: consular or foreign-registry request, refusal, evidence of attempts, passport and Questura notice.
Verifiable timing and costs: Meet the deadline in the supplement request; translation and legalisation costs vary by country.
Exceptions and special cases: A declaration does not automatically replace a foreign act; a legal basis or office acceptance is required.
If the procedure stalls: Ask in writing which alternative is accepted and submit proof of impossibility within the deadline.
Practical example: If civil records are suspended, the applicant attaches the consular statement and asks what substitute is accepted.