A birth certificate is an irreplaceable document for various occasions that must be carefully stored. But, various situations may arise when a child’s birth certificate is lost: it may be stolen along with a bag, accidentally left in a crowded place, torn, destroyed along with other property due to a fire, flood, military action, etc.
In this case, it is possible to issue a duplicate. What should parents do and where should they go if their child’s birth certificate is lost? What procedure should be followed to restore it? We invite you to read the instructions for obtaining a duplicate certificate.
When to apply for a birth certificate renewal
The need to restore a birth certificate may arise if it:
- damaged (torn, part missing, etc.);
- became dilapidated;
- stolen, lost;
- laminated (some parents laminate the entire document in order to prevent deterioration, while this is unacceptable and automatically renders it unusable);
- has become unreadable (text, details, government agency seal or signature are not visible).
If one parent does not give the document to the other
Due to family conflicts and other reasons, one parent hides or simply does not give evidence to the other. The second parent can order a duplicate from the registry office - this is permitted by law, but the reason for the application will need to indicate “other circumstances for which it is impossible to use.” Both original and duplicate will be valid upon presentation.
Amount of state duty
Its size is currently 350 rubles.
Keep in mind that the fee must be transferred to the treasury accounts before submitting the application to the civil registry office. Otherwise, government employees will be forced to refuse to provide services. Details for the state duty are different in each subject of the Russian Federation, so you should find them out when visiting the registry office in person or familiarize yourself with them on the State Services portal. On the State Services website, after searching for the phrase “Obtaining a repeat certificate of state registration of divorce,” you need to click on the corresponding link.
On the service page you should find the phrase “Cost and payment procedure”. After clicking on it you will see the required details.
Where to contact
- Civil Registry Office - it is better to submit an application for a duplicate to the branch of the Civil Registry Office where the original copy was issued.
- An application for a duplicate can be submitted through the government services website.
- MFCs are multifunctional centers for receiving applications/issuing documents.
What to do if parents have lost their birth certificate in another city?
- Then, if it is not possible to come to your previous place of residence, you can contact the department at your current place of residence - they will make a request to the city where the birth record is stored.
- There is another option: send an application for a duplicate by mail to the department where the original was issued. You will receive a repeated certificate in the registry office department that you indicate in the application, that is, at your new place of residence.
At the moment, a unified civil registry office database is being launched throughout the country, so soon it will be possible to contact any civil registry office branch to obtain a duplicate.
Features of document recovery in different cases
As you know, it is difficult to fit a certain life situation into some kind of template. Therefore, any business has its own nuances.
Restoring a marriage certificate when parents have died
The list of documents in this situation will be slightly different:
- the passport of a person who is a child of the people whose document he wants to restore,
- statement of your desire,
- death certificates,
- a birth document that confirms the presence of family ties,
- copies of passports of deceased parents,
- inheritance documents (when a marriage certificate is obtained for this purpose),
- paid state duty.
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Restoring a marriage certificate in another country or city
For this case you will need:
- Write out a power of attorney from a notary for a person who has permanent residence in the city where the document was originally issued. It is worth clarifying that for this you need to choose a reliable person, because he will have to hand over the entire package of documents to receive a duplicate.
- Appear at the registry office located at your place of residence. Civil registry office employees will submit a request to their colleagues from another city. Then the information is checked, a response is received and a duplicate is issued. This takes a lot of time.
Restoring a marriage certificate when the second spouse has died
If a widow (or widower) wants to restore the certificate, a death certificate is attached to the usual list of documents.
Restoring a marriage certificate if the archive burned down
Article 264 of the Code of Civil Procedure of the Russian Federation establishes the rules in accordance with which one must act if the archive burns down, or the registry office ceases to function for other reasons. First of all, you need to file a claim in court. The application must be accompanied by:
The court will consider the case and make a decision. If it satisfies the applicants' claim, the registration will be resumed, and the spouses will be issued a marriage certificate.
Documents and state fees for obtaining a duplicate certificate
When contacting the Civil Registry Office you will need:
- an application drawn up in the department using special form No. 18 (usually filled out by hand and the forms are available to employees). The application indicates the child's full name, date, place of birth, information on the parents, the reason for requesting a duplicate, the name of the registry office that recorded the birth, the date and number of the record. The latest information may not be known, but if documents are submitted to the registry office, the employee will prompt you with these details;
- passport (you will need a copy, which will be verified with the original);
- marriage certificate (if available);
- receipt of payment of the state fee (350 rubles), details can be found in the registry office.
If a citizen applied by mail or through the government service website, then the originals of these documents are presented to the civil registry office employee on the day the duplicate is received.
How to restore a lost child’s birth certificate if there is no passport?
In this case, in order to avoid refusal, it is better to apply for a certificate to the other parent who has a passport of a citizen of the Russian Federation. If this is not possible, then you first need to obtain a general passport (through the migration department of the Ministry of Internal Affairs), especially since administrative liability is provided for its absence.
List of documents
To receive a duplicate, you must submit a package of documents. This list is small and consists of several mandatory copies:
- Passport of one of the parents or child (upon reaching the age of majority).
- The original receipt for payment of the state fee (in case of payment through the State Services portal, you can provide a copy).
- Application on Form No. 18 to receive a copy of the certificate.
- Marriage certificate (if parents restore the document to their child).
A single mother must additionally provide a certificate stating that the child does not have a father. Guardians will need a court order establishing guardianship. Adoptive parents receive an adoption decree. The applicant's legal representative is required to present a notarized power of attorney. In addition to the original documents, you must have several copies of them with you.
Who has the right to apply for a duplicate?
- If we are talking about a child who is not yet 18 years old, then the registry office is addressed to: his parents (or one of them).
- in the absence of parents - a guardian, trustee or, if they have not yet been appointed, a representative of the guardianship authority.
Read how to get a child’s birth certificate and how to get a duplicate certificate.
Bodies authorized to issue duplicates
Vehicle registration certificate, where to see the number
The document is replaced by the same body that registers the relationship - the Civil Registry Office. If lost, you can contact either the place of residence of the person wishing to restore the certificate, or the organization that directly carried out registration actions in relation to the spouses.
Also, recently, applications have been accepted at the MFC or through the State Services portal. The final result does not depend on the chosen treatment method.
Obtaining a duplicate through the registry office
In order to contact the registry office, you need to find out the reception hours and take with you all the documents at your disposal. The algorithm of actions will be as follows:
- Filling out the form by entering the required data in the fields specially provided for this.
- Payment of duty for making a duplicate. In 2021, the size of the mandatory payment will not cause a significant blow to the family budget. The amount that the applicant will have to pay is 350 rubles. There are no other costs for the provision of services provided by law;
- Handing over papers to the registration authority employee.
- Repeated visit to the registry office to obtain a restored certificate. Employees will require you to sign in the journal and will issue a document.
Important! If the applicant applied at the place of registration of the relationship, then in accordance with Federal Law No. 143-FZ, all actions will take no more than one day
The application must also be completed in accordance with certain requirements. So, it contains the following information:
- passport details;
- the date the couple entered into an official union;
- the reason why the duplicate is being requested.
It is worth noting that the restored document will have a different number from the original. That is why the use of the latter is not allowed, since it loses its effect. Unfortunately, many citizens do not know about this and use the document subsequently found, thinking that it still has the legal force that it had before the replacement.
Through the State Services portal
It is convenient to obtain a new copy of the document by sending an application through State Services. This method is convenient because the user spends a minimum of time (about 15 minutes) and gets the opportunity to avoid long lines while staying at home. The actions necessary to receive the service will not cause problems for the applicant even if he is not an experienced user of a personal computer.
So, if you are accessing the network, you will need:
- Register on the main page of the portal by clicking on the “Registration” button.
- Find the tab intended for citizens of the Russian Federation to receive services.
- Click the button marked “Next”.
- Confirm your agreement with the rules by clicking “Next”.
- Go through authentication by entering the code received by email, as well as the phone number specified during registration. After this, you will need to open your account and set a password to log in.
- Select a section in your personal account related to the receipt of regional services by citizens.
- Go to the "Family" category.
- After the “Registration of important events” window appears on the screen, find the “Registration of marriage” section.
- Select the application in the documents window.
- Enter all the necessary data into the fields of the form and click on the button to receive the service.
- Proceed to upload scanned documents.
- Having received confirmation through the system, pay the required amount of state duty.
The result of the indicated user actions will be a notification containing the date and address for visiting the registry office. There the applicant will already have a ready-made duplicate waiting for him. Despite the large number of transactions performed, they are carried out quickly, and filling out the fields is intuitive even for those citizens who have never used the system.
Through MFC
Recently, many multifunctional centers have opened in the regions of the Russian Federation, allowing people to receive services without going through authorized departments. These organizations provide a convenient procedure for completing papers, as well as submitting applications, including replacing a marriage certificate.
As a rule, applicants who live nearby and do not want to travel to the registry office apply to the MFC. There are no fundamental differences between receiving a document from the designated authorities. However, taking into account the mandatory presence of the department’s seal and employee’s signature on the form, you will only be able to receive the certificate the next day after the documents are received.
Time limits for consideration of an application for extradition
To restore a lost child’s birth certificate, it will take no more than 1 day , provided:
- lack of grounds for refusal;
- storing the birth record in the department of the registry office where the application was made;
- personal appearance.
Resolving the issue of issuing a duplicate will take more time if it is necessary to request a record from another department of the registry office. A duplicate can be issued an unlimited number of times, subject to justification for your request.
Receipt via online transaction.
Using the State Services portal, you can submit an application without leaving your home. This is the most time-efficient option. In order to submit an application through the site, you must:
- Go to the site and authenticate.
- In the paragraph “Issue of a certificate or certificate confirming the fact of marriage registration”, fill out the required form.
- Upload scans of all required documents.
- Pay the state duty online. (a significant plus compared to other design methods).
- Your data is sent for verification.
- The application is approved.
- After 30 days, the duplicate is ready.
- You will receive a document by mail. Or it can be obtained from the MFC.
When they refuse to issue a new certificate to replace the lost one
The law directly provides for cases when the issuance of a duplicate certificate will be refused:
- If a mother or father who has been deprived of parental rights or has limited rights has applied to receive it. In this case, instead of a duplicate certificate, such parents may be issued a certificate confirming the birth record;
- When the child's birth record is not saved. Then you need to go to the executive authorities of the region in which the birth of the child was registered (the so-called archive). Currently, a bill is being considered to create a unified register of civil status acts in electronic form, to which, as now to city archives, only the executive body of the subject will have access;
- In the absence of identification documents. Moreover, the refusal will be illegal if it is based on the absence of a record of children in the passport;
- Unless a valid reason is provided for requesting a duplicate;
- In the absence of authority to appeal in the event of the death of the person in whose name the certificate was issued.
Remember the main thing:
- The easiest way to restore a certificate is to come to the registry office, write an application for a duplicate, pay a fee and receive a duplicate.
- The fee for re-issuing a certificate is 350 rubles. When registering for public services - 245 rubles.
- If the marriage was registered a long time ago, for example in 1980, then you will have to go to the city archive and restore it there.
- Either spouse can receive the certificate.
- If the certificate is needed for the court, he can make a request on his own.
- If there is a dispute regarding inheritance, then any of the heirs can receive a duplicate.
Rules for filling out a special form application
The application requires the following information:
- the name of the institution that ensures the registration of the application itself, and its bank details;
- Full name of the person and his basic passport details;
- date of birth and place, as well as the city where the copy was received;
- important information about next of kin;
- list of attached documents and certificates;
- date of completion and signature of the applicant.
An important aspect when filling out the application is neat and clear handwriting. The pen must have either black ink or blue ink. You should not shorten words or make corrections when you make mistakes. And also all information specified in the application must be reliable.
Advantages of contacting the MFC
The main advantages of receiving documents through the MFC are the speed and ease of submitting an application. If you make an appointment in advance, submitting documents will take you less than an hour, and you can receive a certificate on the day of application or within 2-7 days, depending on the department. In this case, you need a minimum package of documents. Before contacting the multifunctional center, you can consult with the staff by phone and find out all the nuances specifically for your situation.
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Causes of loss and recovery
A document confirming the status of a family person can be restored based on the provisions of Law No. 143-FZ of November 15, 1997. The legislation establishes the right to restore lost paper at the request of interested parties.
The most common reason for contact is physical loss of paper or significant damage in the following situations:
- Mechanical impact on paper, which led to loss of document integrity, tears, wear along the fold line, or blurring of printed or handwritten test.
- Drawings and random writing on paper.
- Sunburn handwritten information.
- Exposure to a humid environment, water causing paper to swell and text to blur.
- Problems with paper lamination.
After making a duplicate, the original becomes invalid. If the lost certificate is found later, it will be considered cancelled. All legal actions are performed upon presentation of a duplicate. Before applying for restoration, you should carefully check whether the document really cannot be found.
An important limitation concerns the conditions for issuing a duplicate - it is issued only to citizens who are in an existing marital relationship, but not after a divorce.
The right to submit a request and receive paper belongs to:
- one of the spouses;
- to a relative in the event of the death of a married couple;
- guardian of 1 spouse;
- authorized person on the basis of a notarized power of attorney.
There are several options for contacting the state registrar, depending on the circumstances under which restoration was required.
Reasons for refusal
The main reasons for refusal to receive a duplicate are:
- Missing or lost records of actual birth.
- Absence of a certified power of attorney when contacting another person.
- Deprivation of parental rights upon application by the parents themselves.
- Lack of necessary documents that can confirm a person’s identity.
Regardless of the situation, department employees are required to explain in detail the reason for the refusal and how this situation can be corrected.
Required Documentation
After discovering the loss of the certificate, in order to obtain a duplicate of it, you will need to prepare the necessary documents:
- the spouse’s civil passport with a marriage registration stamp; without it, the application will be rejected;
- a check confirming payment of the state fee in the amount of 350 rubles;
- Form No. 19 will be provided on the spot; you will need to enter information about the husband and wife and indicate the reason for issuing a duplicate.
This list of papers will be needed when using any method of restoring the certificate. Additional documentation may be needed if it is necessary to restore documents for deceased relatives.
Details for paying the state fee can be asked from a civil registry office employee. You can transfer money using online banking, through a terminal or at the office of a credit institution.
