How to Apply for a Birth Certificate in the UK: Complete Guide 2025
Need a UK birth certificate for passport applications, school enrollment, or legal purposes? This comprehensive guide explains exactly how to apply online, by post, or in person. Learn about the latest costs (£12.50 standard, £38.50 priority), processing times, and get step-by-step instructions for each application method.
📑 Table of Contents
📋 Quick Facts – Updated June 2025
- Cost: £12.50 standard service, £38.50 priority service
- Processing Time: 4 days with GRO reference, 15 working days without
- Priority Service: Next working day if ordered before 4pm
- Methods: Online via GRO, by post, or in person
- Extra Search Fee: £3.50 if no GRO reference number provided
Apply online through the official GRO website for the fastest service. Having your GRO index reference number saves £3.50 and reduces processing time from 15 days to just 4 days.
Types of Birth Certificates Available in the UK
When applying for a UK birth certificate, you’ll need to choose between two types:
1. Short Form Birth Certificate
The short form certificate is a simplified version containing:
- Full name given at birth
- Date of birth
- Place of birth (town/city)
- Registration district number
2. Full Birth Certificate (Long Form)
The full certificate includes everything from the short form plus:
- Both parents’ full names
- Parents’ occupations at time of birth
- Parents’ addresses when birth was registered
- Name and signature of the informant (person who registered the birth)
- Registration date
Most government departments, passport applications, and visa processes require the full birth certificate. The short form is rarely accepted for official purposes. Always order the full certificate unless specifically told otherwise.
Who Can Apply for a UK Birth Certificate?
Not everyone can request a birth certificate. You must be one of the following:
- The person named on the certificate (if aged 16 or over)
- A parent named on the certificate
- The legal guardian of the person named
- A sibling of the person named
- The spouse, civil partner, or child of the person named
- A solicitor or authorized agent acting with written permission
- Government officials with statutory rights
Step-by-Step Application Process
Gather Required Information
Before starting your application, collect these essential details:
- Full name at birth (exactly as registered, including middle names)
- Date of birth (day, month, year)
- Place of birth (hospital name, town/city, and county)
- Mother’s full maiden name
- Father’s full name (if listed on certificate)
- GRO index reference number (if available – this saves time and money)
Choose Your Application Method
Select the most convenient option for your needs:
- Online via GRO: Fastest method, available 24/7
- By Post: Download forms and mail with payment
- In Person: Visit your local registry office
- By Phone: Call 0300 123 1837 (Mon-Fri 8am-6pm, Sat 9am-1pm)
Complete the Application
Fill in all required fields carefully:
- Double-check all spellings match the original registration
- Use the exact format for dates (DD/MM/YYYY)
- Include any additional names or spelling variations
- For postal applications, write in BLACK INK and BLOCK CAPITALS
Make Payment
Choose your service level and pay:
- Standard (£12.50): Debit/credit card online, cheque or postal order by post
- Priority (£38.50): Card payment only for fastest processing
- Multiple copies: £12.50 for each additional copy in same order
Submit and Track
After submission:
- Online: Receive instant confirmation email with reference number
- Post: Allow 2-3 days for delivery to GRO
- Track your order status online using your reference number
- Certificates sent by standard post (or next-day for priority)
Application Methods Detailed Guide
🖥️ Online Application (Recommended)
The fastest and most convenient method:
- Visit the official GRO certificate ordering service
- Create an account or login if you have one
- Select “Birth Certificate” from the options
- Enter all required information
- Pay securely by debit or credit card
- Receive email confirmation immediately
💰 Online Payment Methods Accepted
- Visa Debit/Credit
- Mastercard Debit/Credit
- American Express
- Maestro
📮 Postal Application
For those preferring traditional methods:
- Download the birth certificate application form
- Print and complete in black ink using BLOCK CAPITALS
- Include payment by cheque or postal order (payable to ‘GRO’)
- Post to: General Register Office, PO Box 2, Southport, PR8 2JD
- Keep a copy of your completed form for reference
🏢 In-Person Application
Visit your local registry office for immediate assistance:
- Find your nearest office using our Registry Office Directory
- Many offices offer same-day service for urgent needs
- Bring identification and cash or card payment
- Staff can help if you’re unsure about any details
- Ideal for complex cases or historical certificates
Current Costs and Processing Times (2025)
| Service Type | Cost | Processing Time | Delivery Method | Best For |
|---|---|---|---|---|
| Standard (with GRO reference) | £12.50 | 4 working days | Standard post | Non-urgent requests |
| Standard (without reference) | £16.00* | 15 working days | Standard post | When details uncertain |
| Priority Service | £38.50 | Next working day** | 1st class post | Urgent passport/visa needs |
| Local Registry (same day) | £11.00-£35.00*** | Same day | Collection in person | Emergency situations |
* Includes £3.50 search fee
** If ordered before 4pm on working days
*** Prices vary by local authority
Special Circumstances
🏴Births in Scotland
Scotland has a separate system:
- Apply through National Records of Scotland
- Costs from £12.00
- Different certificate formats available
🏴Births in Northern Ireland
Northern Ireland process:
- Order through GRONI (General Register Office Northern Ireland)
- Online applications available
- Certificates from 1864 onwards
✈️ Births Abroad to British Parents
For births outside the UK:
- Check if registered with British Consulate at time of birth
- Apply through Foreign, Commonwealth & Development Office
- Fee usually £50 plus courier charges
- Contact: Overseas.RegistrationUnit@fcdo.gov.uk
📜 Historical Births (Pre-1837)
Civil registration began in July 1837. For earlier births:
- Contact relevant parish church records
- Check local archives or record offices
- Consider hiring a genealogist for complex searches
Common Mistakes That Delay Applications
- Spelling mistakes: Even one letter difference can cause rejection
- Wrong dates: Verify exact date of birth before applying
- Incorrect place names: Use the location at time of birth (historical names)
- Missing mother’s maiden name: Essential for most searches
- Insufficient payment: Check you’ve included search fees if needed
- Illegible handwriting: Use BLOCK CAPITALS for postal forms
Using Your Birth Certificate
Common Uses for UK Birth Certificates
- Passport applications: Full certificate required
- Driving licence: Proof of identity
- Marriage/civil partnership: Required by registry offices
- School enrollment: Proof of age
- Job applications: Right to work checks
- Pension claims: Age verification
- Genealogy research: Family history
International Use – Apostille Services
For use abroad, you may need an apostille:
- Confirms the certificate is genuine
- Required by many foreign authorities
- Apply through the Legalisation Office
- Additional fee of £30-£75
- Check requirements with destination country
Related Birth Certificate Guides
Frequently Asked Questions
A UK birth certificate costs £12.50 for standard service (delivered in 4 days with GRO reference or 15 working days without). Priority service costs £38.50 and is delivered the next working day if ordered before 4pm. If you don’t have a GRO reference number, add £3.50 for the search fee.
You can only apply for another person’s birth certificate if you are their parent, legal guardian, sibling, spouse/civil partner, or child. Solicitors can apply with written authorization. You may need to provide proof of your relationship.
You can order multiple copies in a single application. Each additional copy costs £12.50. This is more economical than placing separate orders as you only pay one delivery charge. Many people order 2-3 copies for various official purposes.
The GRO can often find records with partial information, but it may take longer and cost an additional £3.50 search fee. Provide as much accurate information as possible. The most important details are: full name at birth, date of birth (even just the year), and place of birth.
Yes, birth certificates don’t expire. However, some organizations (like the Passport Office or foreign embassies) may request a recently issued copy for security purposes. Generally, certificates issued within the last 6-12 months are accepted for official use.
Both are equally valid legal documents. GRO certificates are standardized across England and Wales, while local registry office certificates may have slight format variations. GRO handles all online applications and can search nationwide records. Local offices are best for same-day service or help with complex cases.
Yes, adopted persons can obtain their adoption certificate which serves the same legal purpose as a birth certificate. Once you’re 18, you can also apply for your original birth certificate. Contact the GRO adoption section for guidance on 0300 123 1837.
Ready to Apply for Your Birth Certificate?
Order online now through the official GRO website for the fastest service, or find your local registry office for in-person assistance.
📞 Need Help? Contact the GRO
- Phone: 0300 123 1837 (Mon-Fri 8am-6pm, Sat 9am-1pm)
- Email: certificate.services@gro.gov.uk
- Address: General Register Office, PO Box 2, Southport, PR8 2JD
- Online: www.gro.gov.uk