Ukraine’s defence market has opened new opportunities for manufacturers during the war, but participation in procurement requires legal, documentary and compliance readiness
For a defence manufacturer, having a strong product is no longer enough. The company must be legally ready for a government contract.
This is where many manufacturers face their first real obstacle. An engineering team may build an effective product, but for a State customer this is only the beginning. The company must also present a properly structured document package, a transparent corporate profile, evidence of compliance, accurate technical materials, confirmed product rights and readiness to pass the procedures of the Defence Procurement Agency and the
Ministry of Defence of Ukraine without avoidable delays or legal errors.
Attorneys at Law “Gromov & Gromova” supports Ukrainian and international manufacturers on their path to becoming verified suppliers in Ukraine’s defence procurement system.
Why Supplier Verification Matters
Supplier verification is not a formality and not a simple registration exercise. It is a preliminary review of the company, its documents, business reputation, ownership structure, sanctions risks, links with prohibited jurisdictions, integrity standards and security compliance.
For a company planning to enter Ukraine’s defence procurement market, this verification has strategic importance.
First, verification opens the way to interaction with the Defence Procurement Agency and to receiving requests for commercial proposals. This is especially important for manufacturers whose products meet the needs of Ukraine’s defence forces but who do not yet have a stable communication channel with the State customer.
Second, verification is a signal of trust. For State bodies, military structures, partners, investors and foreign counterparties, it means that the company has passed a basic level of review and may be considered as a potential participant in defence supplies.
Third, verification helps the company prepare for the next stages: participation in procurement procedures, signing a government contract, passing quality checks, confirming technical characteristics, supplying products, reporting and performing contractual obligations.
Product Codification: Without It, State Procurement May Be
Impossible
For manufacturers of weapons and military equipment, product codification and obtaining a NATO Stock Number is a separate key element.
Codification means that the product obtains the status of a supply item, its characteristics are recorded in the relevant system, and its classification, technical description, configuration, manufacturer and other identification data are properly registered. After that, the product may be included in the relevant catalogue of supply items and used in the official logistics and procurement system.
Defence Procurement Market
a government contract.
importance.
Impossible
For the manufacturer, this is not merely a technical procedure. It is a legal and commercial bridge between the product and a government contract.
Without properly prepared codification documents, even a promising product may remain outside the official defence procurement framework. The State may be interested in the product, and military users may recognize its practical value, but the procurement process will still require proper identification, documentary confirmation and compliance with established rules.
That is why codification should not be prepared at the last moment. It should be developed in parallel with supplier verification readiness.
What Is Reviewed During Verification
During verification, the product itself is not the only issue. The company as a potential State contractor is also examined.
The review usually covers the company’s legal status, ownership structure, management, ultimate beneficial owners, sanctions exposure, absence of links with States and organizations creating security risks, tax discipline, absence of bankruptcy, anti-corruption policies, procurement history, possible conflicts of interest, integrity standards and compliance profile.
For foreign companies, additional issues arise: legalization of corporate documents, confirmation of signatory authority, translation of documents into Ukrainian, structuring representation in Ukraine, export control, dual-use licensing and compliance with the laws of the country of registration.
For manufacturers of dual-use goods, it is essential to assess whether a specific product requires special permits, export licences, technical opinions or additional approvals. An error at this stage may block the supply, create contractual risks or call the supplier’s integrity into question.
Why Legal Support Is Needed Before Filing, Not After Refusal
Many companies seek legal assistance only after receiving comments, delays or refusals. This is a common mistake.
In defence procurement, proper preparation before filing is often more important than trying to repair the situation after the State authority has already reviewed an incomplete, inconsistent or risky package.
Early legal support helps identify issues before official submission: inconsistencies in corporate documents, unclear ownership structure, lack of proper technical materials, insufficient confirmation of product rights, weak letters of guarantee, inaccurate translations, supply-chain risks, export-control issues or mistakes in describing the product’s purpose and use.
In the defence market, speed matters. But speed without legal accuracy creates risk. Our task is to ensure that the company is ready for verification not only formally, but substantively.
Four-Week Legal Readiness Programme
Attorneys at Law “Gromov & Gromova” offers defence manufacturers and suppliers a structured legal readiness programme for supplier verification and product codification.
During the first week, we conduct an initial legal audit of the company, review the product portfolio, check the corporate structure, identify the required documents, assess compliance risks and agree on a roadmap. At this stage, it is important to understand whether the company is ready to file, which documents must be improved and what questions may arise from the State customer.
Defence Procurement Market
a government contract.
importance.
Impossible
examined.
mistake.
During the second week, we prepare the supplier verification package: questionnaires, annexes, letters of guarantee, corporate documents, ownership-structure documents, authority confirmations, product explanations, translations and supporting materials. For foreign companies, we separately address legalization, apostille, notarization and translation of documents into Ukrainian.
During the third week, we prepare or review the product codification package: technical description, tactical and technical characteristics, specifications, information on configuration, manufacturer, intended use, test results, available certificates, manuals, safety documents and operational materials. Where needed, we coordinate communication with relevant institutions and help align the legal and technical parts of the package.
During the fourth week, we conduct the final review, file the documents, support communication, monitor the status of consideration, prepare responses to additional requests and provide legal support until the relevant procedural stage is completed.
This timeline relates to legal preparation, structuring, filing and procedural support. The final decision on verification, codification or contracting is made by the competent State authorities under the applicable procedures.
What Our Legal Support Includes
Our support may include preparation and filing of the supplier questionnaire, preparation of annexes, review of the corporate structure, drafting letters of guarantee, sanctions and compliance screening, legal review of the supply chain, preparation of documents on ultimate beneficial owners, legalization of foreign documents, translation into Ukrainian, support with product codification, communication with relevant authorities,
preparation of responses to additional requests and representation of the company’s interests within the scope of legal support.
For companies working with drones, electronic warfare systems, software, communications systems, optics, sensors, components, ammunition or dual-use goods, we separately assess export-control risks and possible restrictions on the transfer of technology, technical documentation, software, components or finished products.
For foreign manufacturers, we also assist with structuring entry into the Ukrainian market: defining the supply model, preparing corporate documents, arranging representation or partnership with a Ukrainian supplier, checking counterparties, aligning the contractual model and minimizing risks related to sanctions, taxation, currency regulation and export control.
Who This Service Is For
This service is designed for Ukrainian manufacturers of weapons and military equipment, unmanned systems producers, electronic warfare developers, component suppliers, special equipment manufacturers, foreign defence companies, distributors, integrators, engineering teams, defence-technology startups and companies producing or supplying dual-use goods.
Legal support is particularly important for companies that have a strong technical product but have not yet passed Ukrainian State defence procedures. In such cases, legal support helps transform a promising development into a properly documented supply item ready for official interaction with the State customer.
Our Role
Attorneys at Law “Gromov & Gromova” does not replace the State authority and does not guarantee a decision that depends on the Defence Procurement Agency, the Ministry of Defence of Ukraine or other competent bodies.
Our role is different: we prepare the company for review, structure the documents, identify risks, eliminate legal weaknesses, support communication, ensure compliance with Ukrainian law and help the company pass the procedure in an organized manner.
Defence Procurement Market
a government contract.
importance.
Impossible
examined.
mistake.
procedures.
legal support.
Who This Service Is For
Our Role
bodies.
In defence procurement, an error in one document may cost months. A poorly worded statement may create a compliance risk. An incomplete technical package may delay codification. A non-transparent ownership structure may become a reason for additional review or refusal.
That is why legal preparation should be part of the production and commercial strategy of a defence company.
Conclusion
Ukraine needs strong, fast and technologically capable defence suppliers. But State defence procurement is not only about manufacturing. It is also about trust, documents, compliance, security and legal readiness.
Verified supplier status, proper product codification and a well-prepared compliance package may become the key to official cooperation with Ukraine’s defence sector.
Attorneys at Law “Gromov & Gromova” supports this path from the initial audit to document filing and legal support throughout the procedure. We help manufacturers speak to the State customer in the language it expects to see: the language of documents, compliance, transparency and legal precision.
Defence Procurement Market
a government contract.
importance.
Impossible
examined.
mistake.
procedures.
legal support.
Who This Service Is For
Our Role
bodies.