Birth Certificate – Registration Process | How to Apply – Online / Offline | Documents Required


A birth certificate is one of the most important documents. It is an official document which is required by various governmental procedures, and not having a birth certificate may stall all those procedures. The birth certificate document important details lie name, gender, parent’s name, date, and place of birth of the person. It serves various purposes throughout one’s lifetime but most essentially it serves to a great proof of age

Authorities issuing birth certificates in India

In most urban areas, the authority to issue birth certificate lies with the local municipal corporations or councils. At a more rural level, the same task is undertaken by Gram panchayats.

What are the documents needed to issue birth certificate?

While the birth certificate is one of the first documents a child can have, the main requirement of documents stand to be on behalf of the parents. To issue a birth certificate for the child, the following documents are needed

  1. Proof of birth letter in the hospital (offered by the concerned hospital)
  2. Birth certificate of both the parents
  3. Marriage certificate
  4. Address proof – voter ID, gas/electricity/water/telephone bill, passport, ration card, Aadhaar Card, etc.

What are the benefits of the birth certificate?

The birth certificate is the first right of the child and it is the most important step towards establishing his/her identity. Following are the benefits of getting the birth certificate for the child.

  • For admission in a school
  • For proof of age during employment
  • For proof of age at marriage
  • To establish parentage
  • To establish the age for purpose of enrolment in electoral rolls
  • To establish age proof to avail the individual benefits of insurance purposes
  • For registering in the National Population Register (NPR).

How to apply for a birth certificate online?

Lately, the process of applying for a birth certificate has also gone online. One can register for the birth certificate online on the CRS portal.

The parent should select the option “General public signup” on the webpage, provide their details and then click on “Register.” Once it is done, the applicant will receive an e-mail confirmation stating the same.

After logging in to the CRS portal, the parent must fill in the application form. They should get this form printed and visit the concerned Registrar office along with other necessary documents. The birth certificate will be delivered by post after the entire process stands to be complete.

Application for the birth certificate offline

For those intending to apply for a birth certificate off-line, here is how you can go about it.

For registering offline, one must visit the Municipal corporation or the Panchayat and submit the required documents to get a birth certificate form. If the child is born at a hospital, the medical officer in charge will issue a letter that should also be submitted alongside the form.

Once the form is filled by the parents and submitted, the details would be verified by the municipal corporation and then the certificate would be delivered to the parents, by post.

When can you apply for the birth certificate?

Ideally, the parents of a newborn are supposed to apply for a birth certificate within 21 days of their child’s birth. However, if the birth is not registered within the 21 days period due to any reason whatsoever, the same can be registered under the Delayed Registration provisions. A late fee would be charged to the parents in such a case.

If the birth registration has not been done within the 21 day period, then then Registration can be done within one year by paying a nominal late fee.

If the registration has not been done even within a year, the registration can be made any time by submitting the affidavit before first class magistrate or executive magistrate. The magistrate verifies the details of the affidavit offered and if found satisfactory, would then issue the order to registrar to enter the entries of birth in the birth register. The format for such an affidavit would be available at the Registrar office alongside a notary.

In this process, the registrar will ask to deposit the late fee amount in his/her office. A self-attested copy of the Matriculation certificate, Aadhaar Card, PAN card if attached with the affidavit will help in smoother proceeding of the application.

Who can register for a birth certificate?

If there has been a birth in the house, the head of the house is supposed to register for the birth certificate. In the absence of the head of the house, due to whatever reason, the nearest relative of the head of the house or oldest person in the family can register the birth of the child.

In case the birth has taken place outside the house:

  1. When the birth has taken place in a hospital/sub-division hospital/medical college hospital/referral hospital the deputy Superintendent of the Hospital and officers in-charge of referral hospital and PHCs.
  2. In a maternity home and other institutions, the medical officer in-charge
  3. In jail: Jail in-charge
  4. In a dharamshala or boarding house: the manager in-charge
  5. In a moving vehicle: the person in-charge of the vehicle.
  6. If the child is found deserted in a public place: the headman of the village or the in-charge of the local police station.

Wrapping it up

For those living abroad, can contact the Indian missions abroad to register the birth of a child at any time.

Birth certificate has multifarious benefits in the long run, and therefore should be given utmost importance. A birth certificate goes a long way in proving the citizenship of the child. It is the first document your child can have. Not only does a birth certificate offer your child a proof of identity, but it also adds on to the national database. The government acknowledges, through the birth certificate, the presence of your child. It also gives statistics about children all around the country and helps the government make efficient plans

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