A Step-by-Step Guide to Ordering a Certified Copy of a Marriage Certificate in the UK

Misplacing or losing documents can cause inconvenience and hassle in our daily lives. However, when a document related to a truly important life event is lost, this can cause even greater stress and anxiety.

This is particularly so for documents such as birth and marriage certificates, which are often required by authorities to prove someone’s birth or marital status, for example when: 

• applying for a passport or driver’s licence;
• enrolling in school;
• opening a bank account;
• applying for a visa;
• registering a marriage;
• claiming government benefits; or
• during legal and financial transactions such as mortgage applications.

Many people in this position are understandably eager to know, “How do I get a copy of my marriage certificate if it’s lost in the UK?” 

It’s important to know that while you can’t replace the original certificate, you can apply for a certified copy of a marriage certificate – this official extract is often referred to as a marriage certificate replacement. A certified copy is an officially verified reproduction of the original marriage certificate, confirmed by an authorised person to be a true and accurate copy. It serves as legally accepted proof of your marriage, recognised by government bodies, financial institutions and other authorities, ensuring your rights and status are properly documented and accepted.

In this article, we’ll explain how to obtain a replacement marriage certificate after losing the original. We’ll give an overview of the steps to take and provide other useful, relevant information to apply for a certified extract of a UK marriage certificate. Plus, we’ll explain how we at Notary.co.uk can assist you in arranging for an apostille for such documents if they’re required to be submitted outside of the United Kingdom.

Which Authority Issues Marriage Certificates in the UK?

In England and Wales, the responsible body for issuing extracts of United Kingdom marriage certificates is the General Register Office (GRO). The General Register Office holds a centralised copy of all birth, adoption, marriage, civil partnership and death registrations for these regions. 

In Scotland, the authority responsible for issuing marriage certificates is the National Records of Scotland (NRS). You can order certified copies of marriage certificates online through Scotland’s People service or via your local registration office. More information and ordering options can be found on the NRS website.

In Northern Ireland, marriage certificates are issued by the General Register Office for Northern Ireland (GRONI). Certified copies of marriage certificates can be ordered online, by post, or in person. 

6-Step Guide to Ordering a Certified Copy of Your Marriage Certificate

The process of getting a marriage certificate replacement or ordering a new marriage certificate includes these steps, which we will outline below:

1. Gather the required information
2. Choose your ordering method (online/post)
3. Complete the application
4. Pay the fees
5. Receive your certificate
6. Arrange an apostille (optional)

1. Gather the Required Information

The types of information required to apply for a certified extract of a UK marriage certificate include where and when the marriage took place, who was involved (and their parents’ particulars) and possibly the GRO index number (if it’s known − it’s not strictly necessary but does make the fees lower).

The Location of Marriage

You’ll need to confirm whether the marriage took place either in:

• England and Wales;
• Another part of the United Kingdom or British Isles; or
• Outside the United Kingdom and registered by the British Forces, Consul or High Commission.

Date or Year of Marriage

The year that the marriage was registered needs to be disclosed.

If you can’t remember the exact year of the marriage or when it was registered, the General Register Office will permit any year to be stated and they will then conduct a search of both the prior year and subsequent year to the year stated.

For example, if you aren’t sure as to the exact year of the marriage and select the year 2000, then the GRO would conduct a search for the years 1999, 2000 and 2001, respectively.

The GRO Index Number (Optional)

While it’s not necessary, it’s preferable to submit the GRO reference number associated with the marriage certificate as this will result in lower processing fees (see the below section on fees).

If you don’t know the GRO reference number for the marriage, it’s still, nevertheless, possible to apply for an extract of the marriage certificate.

The Parties to the Marriage

You’ll need to provide the following identifying details for the parties to the marriage:

• The (as then) bride and bridegroom’s first and last names (prior to marriage);
• The date of marriage; and
• The place of marriage.

Parents’ Information

A parent for each of the (as then) bride and bridegroom should be added including their (as of then) forename and surname.

For marriage events prior to 4 May 2021, only the father’s name can be input. For marriage events on or following 4 May 2021, both the mother’s and father’s details can be added − although it should be noted that only one parent of each party to the marriage can be added within the relevant fields of the online form.

Note: If you’re unsure about any details, consider contacting the GRO or other relevant authority for guidance before applying.

2. Choose Your Ordering Method

If you’re wondering how to get a copy of your marriage certificate, especially after losing it, the easiest way is to order a new marriage certificate online in the UK via the General Register Office. You can opt for it via post, telephone or online. Ordering online is generally quicker and less expensive than other methods.

To order a certified copy of your marriage certificate online in the UK, visit the GRO website, register or log in, select “Marriage Certificate”, and fill in the required details such as names, date and place of marriage. You’ll then pay the applicable fee by debit or credit card and confirm your order. If you don’t have the GRO index reference number, you can still apply but may pay an additional search fee and experience longer processing times.

Alternatively, you can order by phone by calling 0300 123 1837 during business hours. To apply by post, download and complete the relevant application form from the GRO website and mail it with payment. For postal applications, payment is made by cheque, postal order, credit/debit card details on the form, or international bankers draft, but not cash.

3. Complete the Application

Fill in the required details such as names, date and place of marriage. You’ll then pay the applicable fee. 

4. Pay the Fees

As mentioned, if applying online you have to by debit or credit card to confirm your order. Postal applications can’t be in cash but a postal order, cheque, international bankers draft (in sterling, payable to ‘HM Passport Office’) or card details provided on your form will do. 

Fees, Delivery Fees and Timeframes 

Often, we only realise something is missing at the last minute when we need it urgently. That’s why another common question relates to time: “How can I order a marriage certificate quickly if mine is lost?”

Whether you have a copy of the GRO index number for the marriage certificate (as well as how quickly you require the original certified extract of the marriage certificate to be issued) will determine the overall fees payable to the General Register Office.

This is further illustrated in the following tables outlining the Priority Service or Standard Service:

Priority Service (Online)

• Priority service postage is normally 1st Class included in the fee.

• Additional delivery options (Royal Mail Next Day Special Delivery and Saturday 9am) cost extra per batch of up to 5 certificates.

• Saturday 9am delivery requires ordering before 4pm on Thursday and is only available to UK addresses.

Standard Service (Online)

• Standard service includes 2nd Class postage in the fee.

• No additional delivery fees apply for standard service.

• Processing times are longer if no GRO index is provided.

Additional Notes on Fees and Services

• If GRO must search for the record because no index reference is provided, an additional £3.50 search fee is charged (reflected in the higher fees for “No GRO index” cases)
• Additional copies of the same certificate ordered at the same time cost the same as the initial certificate.
• The GRO retains a £4.00 fee if the record cannot be found, to cover work incurred.
• Refunds exclude administration fees and are only for the certificate fee portion if the certificate cannot be produced.
• Orders placed after 4pm are processed the next working day.

What If I need to submit my United Kingdom Marriage Certificate Outside of the United Kingdom?

There may be a host of reasons why you may be required to submit a UK marriage certificate abroad. These could be, for example, to work overseas or prove to another country that you are indeed married.

It should be noted, however, that many countries − prior to accepting the marriage certificate − will most likely want evidence that the name, signature and/or seal of the registry officer who issued your marriage certificate is actually an authorised public officer within the United Kingdom.

For this purpose, it’s a common requirement for the receiving country to require that the original UK marriage certificate document be affixed with what is known as an ‘Apostille’.

An Apostille is an internationally recognised certification issued by the UK Foreign, Commonwealth and Development Office (FCDO) that authenticates the signature, seal, or stamp of the issuing public official on your document, confirming its validity for use in countries that are members of the Hague Apostille Convention. This process provides the receiving country with confidence that the document is genuine and legally valid.

To obtain an Apostille, you can apply directly to the FCDO Legalisation Office, but this can take up to 15 working days on their DIY standard service. Alternatively, at Notary.co.uk we offer a streamlined process where our experienced notaries handle the entire procedure on your behalf, including notarisation if required, submission to the FCDO and collection of the apostilled document. We provide both a premium next-day apostille service for urgent needs and a standard 5 day working day service, ensuring a fast, discreet and cost-effective solution tailored to individuals and businesses.

Conclusion

Knowing how to get a copy of a marriage certificate or where to order a new marriage certificate online in the UK can save time and stress. Losing your marriage certificate can feel overwhelming, but the process for marriage certificate replacement and getting certified copies is fairly straightforward and can be completed online, by phone, or by post. The General Register Office provides reliable services for England and Wales, with similar systems available through the National Records of Scotland and GRONI for Northern Ireland. 

Remember that certified copies carry the same legal weight as original documents and are accepted by all UK authorities and institutions for official purposes. If you plan to use your marriage certificate abroad, consider whether an apostille will be required to authenticate the document internationally.

Do you need help in obtaining a UK marriage certificate or require an apostille for the same? We can certainly assist. Please contact Notary.co.uk on 020 7630 1777, or email us at info@notary.co.uk and we’ll be pleased to assist.