A birth certificate is the first document that’s issued in relation to our identity, and it’s an essential document needed to prove this important life event to third parties.

However, what happens if you lose your birth certificate and require a new one to prove the date, place or other circumstances of your birth? Alternatively, if you’re not aware of the existence of your birth certificate, how can you apply for one?

In this article, we’ll answer the question: “How do I obtain a new birth certificate?”. We’ll explore the requirements in the United Kingdom for obtaining a replacement UK birth certificate, including:

  • What authorities are responsible for issuing birth certificates in different parts of the UK?
  • Who can apply for a birth certificate in the UK?
  • What information is required to apply for a UK birth certificate?
  • What are the different service options for applying for a UK birth certificate?
  • What are the fees payable to obtain a UK birth certificate?

Where to Get a Replacement Birth Certificate: UK Authorities by Region

When applying for a birth certificate in the UK, the country you were born in is important.

For example:

  • For births that occurred in England and Wales, the respective authority to issue birth certificates is the General Registry Office for England and Wales (GRO);
  • For births that occurred in Scotland, the respective authority to issue birth certificates is Scotland’s People; 
  • For births that occurred in the Republic of Ireland, birth registrations are administered locally by the Health Service Executive’s Civil Registration Service. However, the official birth certificates are issued centrally by the General Register Office (GRO) of Ireland; and
  • For births that occurred in Northern Ireland, the respective authority to issue birth certificates is the General Register Office for Northern Ireland (GRONI).

Who Can Apply for a Birth Certificate in the UK?

A birth certificate is a public record and, as such, any member of the public has a legal right to apply for and extract a copy of any birth registered in the United Kingdom on payment of the appropriate fees.

Full Birth Certificate vs. Short Birth Certificate

In the past, short birth certificates were issued. These were abbreviated certificates showing the child’s name, date and place of birth, but not the parents’ details. Due to identity fraud legislation and increased requirements, most official and legal purposes (such as school admission, passport applications, employment verification, bank accounts and visa applications) now require a full birth certificate, which contains details on the parents and other relevant information. The short certificate is no longer issued and is increasingly being phased out for official use. Most organisations don’t accept it as a valid ID anymore. 

If you only have a short version or need a replacement birth certificate, it is advised to order a full birth certificate, as it’s the version needed for nearly all legal and official purposes today.

Correcting Errors or Updating Your UK Birth Certificate

Sometimes you may need more than just a copy of your birth certificate − you might need to correct errors or update information due to changed circumstances.

If there is an error (e.g. wrong parent’s occupation or a name misspelling) or a change in family circumstances (e.g. parents marry), you can apply to:

  • Correct a birth registration: Only historical errors can be fixed; submitting proof documents is required. Fees are £83–£99. Most corrections must be supported by evidence from the time of birth.
  • Re-register a birth: If parents marry after birth, you can update the birth record using form LA1. There’s no fee for re-registration, but buying a new certificate during the appointment costs £12.50.
  • Full details, required forms and appointments are handled through your local register office or GRO. Always check the most up-to-date guidance and bring supporting documents.

Note that corrections can take longer than standard certificate orders.

What Information Is Required to Apply for a Birth Certificate in the UK?

This differs slightly depending on which part of the UK you’re applying to for the birth certificate extract:

England and Wales

  • The year in which the birth was registered (when a year is added, the GRO for England and Wales will also automatically search both the year before and the year following the year added);
  • The GRO index reference, which comprises year of birth, district name, volume number, page number and month/year of registration;
  • Forename and surname of the person whose birth record is being applied for;
  • Date and place of birth for the person whose birth record is being applied for;
  • Father’s and mother’s forenames and surnames of the person whose birth record is being applied for; and
  • Mother’s maiden surname and name at the birth of the person whose birth record is being applied for.

Scotland

  • Personal and contact details of the person applying for the birth certificate;
  • Forename and surname of the person whose birth record is being applied for;
  • Mother’s maiden name of the person whose birth record is being applied for;
  • Year range for birth; and
  • County and district of birth for the person whose birth record is being applied for.

Northern Ireland

  • Personal and contact details of the person applying for the birth certificate;
  • Forename and surname of the person whose birth record is being applied for;
  • Date of birth of the person whose birth record is being applied for;
  • Previous surname(s) (if any) of the person whose birth record is being applied for;
  • Father’s/second female parent’s forename and surname of the person whose birth record is being applied for;
  • Mother’s forename, surname and maiden name of the person whose birth record is being applied for;
  • Mother’s address at the time of birth of the person whose birth record is being applied for;
  • Confirmation whether the person whose birth record is being applied for was or was not adopted; and
  • Any additional information to support the birth certificate application (if any).

Republic of Ireland

  • Personal and contact details of the person applying for the birth certificate;
  • Forename and surname of the person whose birth certificate is being applied for;
  • Date and place of birth of the person whose birth certificate is being applied for;
  • Gender of the person applying for the birth certificate;
  • Father’s and mother’s full names of the person applying for the birth certificate; and
  • The quantity of birth certificates required to be provided.

How to Order a Copy of a UK Birth Certificate by Post: A Step-by-Step Guide

Ordering a replacement birth certificate by post remains a valid and widely used option across England, Wales, Scotland and Northern Ireland.

  1. Download the application form from the official General Register Office (GRO) website or local registry office.
  2. Fill in details in black ink and block capitals.
  3. Include payment as specified (cheque or postal order).
  4. Send the application to the address listed on the form.
  5. Wait for the delivery by Royal Mail; standard service is four days (with GRO reference), priority is the next working day (if ordered before the cut-off time). It’s wise to allow extra time for postal delivery.

How to Order a UK Birth Certificate Online: A Step-by-Step Guide

Ordering a replacement birth certificate online is a fast and convenient option across England, Wales, Scotland, Northern Ireland and the Republic of Ireland.

First, visit the official government website for your region:

  1. Complete the online application form with the required birth details.
  2. Pay securely by debit or credit card.
  3. Delivery times vary but usually take four working days for the standard service, with priority options available.

What Are the Different Service Options and Processing Times for Applying for a UK Birth Certificate?

If you need to know how to get a replacement birth certificate in the UK fast, understanding the different service options available is crucial for choosing the right speed and cost for your needs. Each region within the UK offers both standard and priority services, with delivery times ranging from same-day dispatch to several weeks, depending on your location and chosen service level.

England and Wales

In England and Wales, there is both a standard and priority service. The standard service means that the birth certificate will be dispatched on the fourth working day from the date of receipt of the order. The priority service means that the birth certificate will be dispatched on the next working day from the date of receipt of the order for the birth certificate, if you order by 4 p.m.

Scotland

In Scotland, there is also both a standard and a priority service. The standard service means that the birth certificate will be dispatched within 15 working days, whereas for the priority service, there is a next-working-day delivery, provided the birth certificate application is received by a certain time on the working day beforehand.

Northern Ireland

In Northern Ireland, there is also both a standard and a priority service. The standard service means that the birth certificate will be dispatched within five working days, whereas for the priority service, there is an option for same-day dispatch, provided the application for the birth certificate is received by 2:30 p.m. on any given working day.

Republic of Ireland

For online applications, the processing and delivery time is one to two working days, whereas for postal applications, it’s eight to 10 working days for standard service. The rapid service takes between four and five working days, while the urgent service takes between two and three working days.

How Much Does a Replacement Birth Certificate Cost in the UK?

The fees payable differ according to region, and are currently as follows*: 

England and Wales

Standard fees for a birth certificate are currently £12.50. If you don’t have a GRO index reference number, there’ll be an additional fee of £3.50 for each birth certificate search. If you need the certificate sooner, you can use the priority service for £38.50. Extra copies are the same price for the priority service.

Scotland

Fees for a birth certificate are £15 per birth certificate. Additional copies of the same certificate, ordered at the same time, typically cost £10. You can also get a fast-track service for an extra fee, usually £5. These fees apply to certificates for births registered in Scotland from 1855 onwards. 

Northern Ireland

In Northern Ireland, the fee for a standard birth certificate is £15.00. If you need multiple copies, the first copy will be charged at £15.00, and additional copies ordered at the same time will be £8.00 each. For priority service, there’s an additional fee of £20.00. Commemorative certificates cost £40.00. 

Republic of Ireland

In the Republic of Ireland, the fee for a standard full birth certificate is €20. An uncertified photocopy of an entry in the register costs €5. If you need to have a certificate authenticated (available from the General Register Office), the fee is €10.

* These fees, valid at the time of writing, may change periodically.

What Is a Notarised Copy of a Birth Certificate and When Might One Be Needed?

In the UK, a “notarised copy” of a birth certificate would mean a notary public certifying that a photocopy matches an original certified birth certificate issued by the General Register Office (GRO) or a local register office. However, because only the GRO can issue official certified copies, and because the Foreign, Commonwealth & Development Office (FCDO) will not apostille photocopies of UK birth certificates (even if notarised), this process is generally unnecessary. In practice, if a foreign authority does request notarisation, the notary would need to notarise the original certified certificate.

The Apostille Process

Certified copies of UK birth certificates, issued by the GRO or a local register office, already carry the registrar’s signature. For international use, these can be sent directly to the FCDO for an apostille, which confirms the signature or seal for use in countries that are part of the Hague Apostille Convention. At Notary.co.uk, we can handle the apostille process for you through either our Next-day Service (which takes between 1-3 working days), or our Standard Service, which takes 5 working days.

When Might Notarisation Be Needed?

Notarisation is generally unnecessary for UK birth certificates but may be required if:

  • The birth certificate was issued outside the UK.
  • A foreign authority explicitly requires notarisation before legalisation.

In such cases, a notary can notarise an “original” certified copy of the certificate as issued by the GRO. 

Conclusion

A birth certificate is a useful form of evidence to prove an event – namely, a birth occurring at a certain date and place, which may be required by UK and overseas third parties to prove your connection to a relative, amongst other things.

At Notary.co.uk, we regularly assist clients in obtaining apostilles and, where relevant, embassy or high commission legalisation and consularisation for UK birth certificates from all parts of the UK, thereby making these documents recognised in overseas jurisdictions worldwide.

For assistance with your notarisation, apostille and legalisation needs, please contact us today at info@notary.co.uk or 020 7630 1777.