Obtaining a second birth certificate (duplicate)

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A duplicate of a child’s birth certificate often needs to be issued extremely quickly, since without it it will not be possible to prepare a number of other documents, which are also very important. In view of this, according to Russian legislation, obtaining a duplicate is simplified to the minimum. The issuance period is most often no longer than thirty minutes after the child’s parents contact the registry office. In this case, obtaining a duplicate is possible in person (that is, by the parents of a minor or independently by a person upon reaching the age of eighteen) or through a notarized representative with a power of attorney in hand. Let's take a closer look at how and where you can draw up a document, how it is issued, what its term is and whether payment of a state fee is necessary.

Legal aspects of the document

We recommend reading: How to obtain a birth certificate for a child in the Russian Federation in 2020
Chapter 2 of the Federal Law “On Civil Status Acts” (hereinafter referred to as the Law) establishes the legal aspects of a child’s birth certificate. Thus, according to Article 23, this document indicates:

• Full name, date, place of birth of the child
• Full name, citizenship of parents. If the child’s father is unknown, only the second parent’s name is indicated.
• Date, birth certificate number
• Information about the authority issuing the birth certificate
• Document issue date
• In certain cases, if the parents wish, the nationality of the child

In case of loss or damage to the above document, parents are issued a duplicate certificate with an appropriate note, which indicates all of the above information.

Rules for issuing a new certificate

The new certificate must be absolutely identical to the old one. Repeated receipt is possible only by contacting the registry office at the place of registration.

You can contact the registry office both at your place of registration and at your place of residence. A new document will be issued only after a response is sent from the place of registration to the authority at the place of residence.

Photo: Application for re-issuance of a birth certificate

If the certificate changes due to a change in last name or first name, this must be indicated in the application. Application form is available.

If it is necessary to make corrections if the name or patronymic of one of the parents is inaccurately indicated, the application must be submitted to the registry office that originally issued this document.

After the records are verified by the employees of this institution, a new document with the correct data will be issued.

If inaccuracies are identified in the ACS registration book, their elimination should only be carried out in court.

Putting a dash in the “Father” column and receiving a new birth certificate in this regard is carried out through the court at the place of residence.

In this case, you will need the consent of the father, and a court decision that he was deprived of parental rights, or that he disputes the birth certificate entered in the birth certificate according to the mother, and is not the father of the child.

Application methods

To obtain a new certificate in Moscow, you need to use one of the methods provided for this:

• independently, during a personal visit to the registry office;
• through the State Services website;
• through MFC.

You can use any of these methods in 2020, and when using the State Services website, the state duty will be reduced by 30%.

Through State Services

This method is the most convenient and allows you to save your time, since there is no need to go to the registry office yourself or stand in line.

You can submit an application in this way at any time of the day, regardless of the day of the week. To use this service, you need to register on the State Services portal, then:

• go to the civil registration section through the name of the institution, selecting your city;
• choose a service for producing a duplicate certificate;
• application, fill it out;
• scan this document;
• enter the required information in the specially provided cells;
• upload scanned documents along with the application;
• send files.

After sending, a notification will be sent to the applicant’s email address, which will indicate the date and time of provision of the requested service.

Photo: restoration of birth certificate through the State Services portal

Based on these numbers, you need to come with the original documents to the registry office to receive a duplicate.

State duty

There is no state duty or other fees charged for the initial issuance of a birth certificate. However, if you apply for a duplicate document again, in accordance with Article 333.26 of the Tax Code of the Russian Federation, you will need to pay a state fee in the amount of 350 rubles.

The details of the registry office for which the state fee is paid can be found directly on site or by visiting the relevant Internet portal of the institution.

Payment can be made at any bank branch, and the payment receipt is submitted along with the rest of the documents.

Possible pitfalls

Perhaps the most common obstacle in this procedure is the refusal of the registry office in writing to issue a document confirming the birth of a person. In this case, is it possible to restore the metric through the MFC or State Services?

Of course, it’s impossible, since all these bodies will again send their requests to the registry office, which will also answer them negatively. A written refusal to issue this document can be challenged in court, but only if you have actually submitted a complete package of documents and provided all the necessary certificates.

What are the reasons for refusal? One of the most common is the divorce of parents or deprivation of their parental rights. The fact is that it is the father and mother who are married who are registered in a special column. If the situation at the time of recovery is different, a vicious circle arises.

What to do if you lost your own birth certificate in such a situation? First, you need to seek help from the court.

They will go through the entire chain of events, establish the authenticity of your documents and identity, as well as the marriage of your parents at the time of your birth, after which you will be given the green light to receive a duplicate.

Many problems arise in case of damage. The certificate may be unsuitable for carrying out a certain legal operation, while the registry office does not regard it as such and refuses to issue a duplicate.

In such cases, you can again change the birth certificate to a new one to replace the damaged one through the court. His decision will make it possible to either receive a new document confirming the fact of birth, or a certificate giving the opportunity to carry out a legal operation with the old original.

We often change not only our places of registration, but also the cities in which we live. Having become an adult, a person can move to another locality and register there, but at the same time all the certificates that were issued to him as a child will belong to the place of his birth. How to restore a document indicating the birth of an adult in another city?

It's actually simple. You must contact the registry office at your current place of registration. From there, employees will send a request to the appropriate authority of the locality where you previously lived. The rest of the procedure is standard - you receive a new birth certificate in your new city.

It is worth noting that all this will take a lot of time. The law does not have clear limits on how quickly registry offices must issue duplicates of such documents to the population. The procedure can be carried out either in one day or in two months.

List of documents

When applying to the registry office, you must have the following package of documents with you:

• 
  Passports of the parents, or one of the parents in the absence of the other, and a document confirming this legal fact

• Certificate of marriage of parents or certificate of divorce (court decision on divorce)
• Document establishing paternity if the marriage between the parents was not registered
• If the child is over 14 years old, his or her passport will also be required.
• When a citizen reaches 18 years of age, he can also contact the registry office to obtain a duplicate of his own birth certificate. To do this, he will only need to have his own passport as a citizen of the Russian Federation; all of the above documents will not be required

Along with the specified documents, when applying, the applicant must also fill out an application for the issuance of a duplicate certificate, in which the following details must be indicated:

• State body - the Civil Registry Office department to which the application is submitted
• Full name, address details, passport details of the applicant
• The main part, which indicates: a request for a duplicate document, the child’s data (full name, date, place of birth), date and body that carried out the state registration of the child
• Date, signature

This document has a strictly established form - No. 18, so to fill it out you should contact the relevant department of the registry office or.

Special cases of restoring a birth certificate

Some features of registration of a duplicate metric may arise when a citizen lives in another state, in the absence of a passport, for a deceased person, and so on. What to do in certain situations?

How to do it in another country

A citizen living in another state can send an application for a repeat metric with the attached documents by registered mail. The new document will also be sent by mail to the sender's address.

Deceased person

Close relatives have the right to receive a certificate for a deceased person, provided they have:

• death certificates
• documents confirming the degree of relationship

A duplicate of the certificate is issued in the standard manner specified earlier.

If the archive burned down

It is possible to issue a duplicate if the archive with data on the registration of the baby’s birth is burned or lost in other ways only on the basis of a court decision.

If you don't have a passport

The absence of a passport is grounds for refusal to issue a duplicate certificate, since it is not possible to establish the identity of the applicant. This situation is resolved in court.

In another city

A repeated birth certificate can be issued in any city of the Russian Federation, regardless of the place of registration of the newborn. The main difference is the timing of issuing a duplicate document.

If errors are made in the application, the necessary documents are not submitted, the state fee for issuing a duplicate certificate is not paid, and government agencies refuse to issue a duplicate certificate, then the controversial situation can be resolved in court.

Professional lawyers on our website can provide advice, draw up a statement of claim, and represent the client’s interests in court.

Jurisdiction of the Civil Registry Office when issuing a duplicate document

When applying to the registry office that issued the original certificate, the issuance of a duplicate must be made, in accordance with the Law, within one working day from the date of submission of the application.

In practice, this procedure usually takes no more than an hour.

If the applicant is located in another city, he can:

1. Send an application with documents by registered mail to the registry office that issued the certificate
2. Submit an application at the place of actual location (registration). In this case, the procedure for restoring the document will take longer, since the registry office will send relevant requests by mail to confirm the fact of registration of the child’s birth

Where should I contact? Recovery procedure

If you live in the same place where you were born

The state structure authorized to restore and issue birth certificates for citizens of the Russian Federation are civil registry offices or multifunctional public service centers.

To get a duplicate, follow the algorithm:

1. Collect a folder of all necessary certificates, copies and forms together. If the original birth certificate has not been lost, you need to take it too.
2. Pay the state fee.
3. Submit the documentation to the civil registry office or MFC in person by filling out a form through State Services or sending forms by registered mail (in this case, only copies).
4. Wait for a response that the duplicate is ready for issue.
5. On the specified date, appear at the registry office or MFC to receive it.

Civil registry office or MFC

The basis for replacing a document through the civil registry office or MFC is to submit an application directly to a department employee. To do this, you must fill out an application form No. 18 by hand with a request to replace the damaged or lost certificate. A sample form to fill out will be provided by a civil registry office specialist. The form indicates the exact reason for restoration and current passport data.

Attached to the application are certificates, copies of identity documents, a receipt for payment of state fees and other forms established by law. Depending on the situation, the authorized bodies may require a power of attorney from the citizen’s representative, papers confirming guardianship rights over the child, and a death certificate (only for a duplicate of the birth certificate of a deceased person).

Public services

If there is a lack of time, the most common and reliable way is the Public Services portal. To use it, you will first have to register and confirm your personal data. Through it, you can immediately apply for reinstatement. Having processed the request, the system will set a date on which you must appear for a duplicate of the original.

Despite the fact that most people avoid Internet resources, their personal data will not fall into the hands of scammers. The State Services website is equipped with modern security technologies that allow you to save personal data from prying eyes. It is recommended to use the government services website to restore metrics in cases where there is no urgency, as the procedure will take longer. At the same time, public services have many advantages. The main thing is that all documents can be generated without leaving home. In addition, you won’t have to stand in queues and look for the right offices.

It is not difficult to fill out the form on the website; you need to read the detailed instructions. There you can also see a list of required documents, the cost of the state duty for your request and answers to questions that you may have.

If you live in another city

If your place of permanent residence has changed, you can apply for the restoration of a duplicate at your permanent place of registration. Based on your application, an employee of local government authorities will send a corresponding request to the civil registry office at the place of birth.

Within a few weeks, the applicant should receive a notification by mail or SMS with a request to come to the registry office of the city of residence. There, a duplicate birth certificate will be issued, sent by the department of registration authorities to which the request was sent.

This recovery method takes a long time. Therefore, if a person’s hometown is located in sufficient proximity, the best solution would be to travel with a prepared package of certificates to that registry office. By asking employees to speed up the process due to living in another city, you can receive a certificate immediately.

Restoring the birth certificate of a deceased person

When restoring the documents of a deceased person, you should contact the authorized bodies at the place of his permanent registration or the registration authorities in which he registered them. This can be done either in person or by mail. Another excellent solution is to contact the multifunctional city center, this will make issuing a duplicate easier.

In these cases, it is also possible to apply through the government services website.

Other ways to get a duplicate

In addition to the registry office, multifunctional centers - MFCs - deal with issues of issuing duplicate documents, but this is only possible if they are present in a particular city. The procedure, terms of receipt and amount of fees are similar to those described above.

Also, recently the opportunity to obtain originals and duplicates of documents, including birth certificates, through a specialized government services portal has become increasingly popular.

In this case, you can receive a duplicate certificate in person or by mail, indicating your address information.

Where and how to get a duplicate?

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Where and how to get a duplicate? The process of issuing a document is of interest if it has been damaged, lost or laminated, which is not allowed. If a document is covered with a laminate, then it also becomes invalid, that is, unsuitable for use, and its replacement becomes necessary. Issuing a duplicate involves following the following step-by-step instructions.

1. Check if the required documents are available. It is worth knowing that according to Russian laws, the issuance of a duplicate is provided when parental documents are presented for identification (both or one in the absence of the other), a document on registration of a union (or on dissolution, adoption, and others). In addition, if it is necessary to obtain a document when the child is over fourteen (but less than eighteen) years old, an additional passport will be required. If a person is already 18 years old, then he does not need parental assistance, and he can independently apply for a duplicate.
2. All documents provided must be copied. They must be of high quality, the data indicated in them must be readable.
3. Next, you have to pay the state fee. Its amount is 350 rubles. Bank details can be obtained from the registry office, or they can be found on the portal of the local branch.
4. After this, you need to visit the registry office where the baby was registered. This is necessary to write an application for the need for re-issuance. All prepared copies of documents are also attached to the application.
5. Thirty to forty years later, a duplicate is issued. It is received on the same day when the registry office is contacted with a similar application.

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Advice! Remember that the application must be completed in accordance with established standards, that is, in accordance with Form No. 18. If you ignore this recommendation, the request may remain unconsidered or will not be accepted at all. Following the rules in this case is a chance to save your own time and not push back the delivery deadline.

If it was not possible to obtain the document the first time (loss by the registry office due to insurmountable circumstances), then there is still a way out of the situation. It involves contacting the registry office archive operating in each region. They request a duplicate there in the same way. Based on the second copy of the child’s birth record, stored in the archive, a duplicate will be issued. It is considered official and has the same force as if issued in any other way.

Many people are concerned about the question of what the certificate number will be: the same or a new one? The document is issued under a different series and number, but the information in it is similar. The fact that this is a duplicate is indicated by the inscription usually in the upper right corner.

Advice! Today it is possible to use the State Services portal or the MFC website to obtain a duplicate. The instructions are similar, only everything is done online, but you still need to visit the registry office to receive the document.

State fee for certificate

As we noted earlier, the amount depends on the tasks that the applicant sets for himself. We will carry out a structured stratification of the amounts of payments that must be made when applying to the registry office:

• Registration of a newborn - no state fee is charged;
• Establishing paternity for unmarried parents - 350 rubles;
• Issuance of a repeated certificate - 350 rubles;
• Obtaining a certificate of relationship - 200 rubles.

If everything is clear with the amounts, then many citizens have insoluble dilemmas regarding payment. Unfortunately, such an administrative institution as the Civil Registry Office does not have a single website where you can view details, print a receipt or make an online payment. Moreover, there is no such opportunity even on the website of the State Services or Sberbank, where the possibility of paying state fees for almost all government agencies is implemented. Below we will try to figure out how to transfer money to the state budget to restore or re-obtain a certificate.

Do I need to pay a state fee to register a child at the registry office?

Current legislation establishes certain rules regarding obtaining a birth certificate and other irreplaceable documents.
According to the requirements, the new mother and father must apply for this document within thirty days from the date of birth of the child. To do this, you must definitely visit the registry office.

Registration of a newborn is carried out within one day after submitting an application from the parents. Many people are interested in how much does it cost to issue a birth certificate?

It should be noted that the document is considered one of the few upon receipt of which the state fee is not paid. The certificate is issued to parents free of charge.

To obtain a document, the registry office should provide the following important papers:

1. a statement written on the issued form number one. The form can be obtained from the registry office. It should only be filled out manually;
2. certificate from the maternity hospital;
3. parents' internal passports;
4. marriage registration certificate of the mother and father of the newborn. If the parents are not legally married, they may need a document confirming paternity. In a normal situation, it can be obtained immediately from the registry office;
5. if a minor child applies for a certificate (for example, upon reaching the age of fourteen), then he should additionally present his internal passport. If you don’t have one yet, you will have to additionally go to court and first get a passport, and only then a birth certificate.

It is quite understandable that the mother and father of a newborn child and their immediate relatives are so happy about such an event that the next payment usually does not upset them. As noted earlier, the certificate is issued free of charge.

Some unscrupulous registry office employees try to demand money from parents for forms and other services. It must be remembered that the state fee is paid only if the birth certificate has been lost. In all other situations, no one has the legal right to ask for payment for lamination, paper and other minor items.

Where is it issued?

If a citizen is refused a duplicate at the registry office, he will have to resolve this problem in the future through the court.

Reception is possible due to various factors and circumstances.

For example, if you try to personally restore your certificate, you may be refused due to the fact that the applicant’s parents are divorced or have been deprived of parental rights. Also, the registry office does not issue a duplicate if it is impossible to establish the identity of the person submitting the application. But the establishment, as well as documentary confirmation of identity, is entrusted to the court.

If a citizen does not have the opportunity to submit an application in person, this can be done by registered mail. You will also need to send copies of all those documents that are necessary for personal appeal. However, when in this case the applicant comes to pick up the duplicate, he will need to show at the registry office the original documents sent to him by registered mail in the form of regular copies.

It is worth noting: according to the law, there is no clearly regulated period during which the applicant is required to issue a duplicate. Ideally, this can be done even on the day of application, however, due to the workload of registry offices, as well as the frequent absence of certain documents, these procedures usually drag on for several weeks.

If the application was submitted to the registry office and there was no need to send documents to another city or region, then the department staff will very quickly call the citizen by phone and inform him that a duplicate is ready.

Please note: in the event that a citizen does not know in which territorial department the birth certificate was issued, the registry office employees will look for it.

In the case when a citizen left his place of birth, and he submits an application from another region, obtaining a duplicate will only be possible by sending a corresponding request to the city where he was born.

To do this, the citizen must again contact the territorial authority at the place of registration, providing there the appropriate set of documents. In addition, the applicant can contact the MFC, which also deals with such issues today.

Please note: if the citizen submitting the application does not live in the region where he was born, the tasks of the registry office employees will be to independently formulate and send the request to the desired department, using a registered letter.

In this case, the applicant will be notified in advance of the possibility of obtaining a duplicate certificate. This happens after receiving a response from the registry office of the citizen’s hometown.

Where to contact

Usually people who have lost their birth certificate immediately contact the registry office. You need to choose a branch that belongs to your permanent registration address.

When visiting another institution, a citizen may be sent to the department corresponding to registration. But a person can simply change his place of residence, even to a populated area.

For example, when registering and living at the same address, this stamp is affixed. When you change, the information changes. Despite the fact that the birth certificate was issued at a different place of residence, you can apply to a new authority.

MARRIAGE REGISTRY

The simplest and most common option is to contact the registry office

It is important to confirm the existence of grounds for obtaining a new document. If your passport has been damaged, you need to take the previous copy with you.

Employees of the institution must see what happened to the document.

The citizen draws up an application reflecting a request to issue a duplicate document. You will need to have a complete set of documents available. The applicant also confirms that the state fee has been paid.

Civil registry office employees have every right to refuse a citizen. However, they must provide a written explanation for their actions. The basis for making such a decision is the inability to confirm the identity of the applicant.

Sample marriage certificate

Public services

The portal of state and municipal services State Services is designed to accept applications and appeals from citizens via the Internet. This method saves time. After all, people will not have to visit the institution or stand in queues.

The entire procedure is carried out remotely:

An authorized person can also receive a certificate. He needs to present a notarized power of attorney and identification.

Sample divorce certificate

MFC

You can restore any document, including a birth certificate, at the Multifunctional Center. There are branches in almost all settlements of the country.

Both a citizen who is over 14 years old and his legal representatives have the right to apply. These are legal guardians or parents.

At the MFC you can obtain the required copy at the time of application. The person is immediately issued a document. If the application is submitted through State Services, you will have to wait 10 days for the duplicate to be prepared.

What situations serve as grounds for issuing a duplicate?

There is no specific deadline for preparing a duplicate. In case of a personal visit to the registry office, the document can be issued on the same day. However, due to workload of employees or lack of necessary documents, the receipt period may take up to several weeks.

An adult citizen has the right to apply for the restoration of his birth certificate independently. As a rule, the reason for this is damage or loss of the original copy.

The list of situations includes:

1. Loss of certificate.
2. Failure of the first copy.
3. Change of first or last name. To change the data, form No. 15 is provided; in the line provided for this you will need to indicate the reason.

Important! If the reason for submitting the application was the unsuitability of the first copy, it is recommended to present the damaged form for confirmation

Delivery of letters takes the longest time in rural areas: sometimes there is only 1 post office for 3-4 villages

Time limits are calculated differently when it was necessary to turn to justices of the peace. Consideration of the claim takes 30 days. The decision made comes into force after 10 days, and 1 day will be spent on applying to the registry office. Thus, a duplicate can be received in approximately 41 days.

To obtain a duplicate document confirming the birth of a person, you will need to indicate compelling reasons why restoration is required.

These include the following:

Damage to evidence. If it turns out to be damaged and it is impossible to read certain data from it, then it must be replaced. In this case, the registry office employees will need to present the damaged document. Changing data previously entered into the document. If a person in the course of his life decides to change his name or surname, he has the right to apply to the registry office to obtain a new certificate with changed data. To do this, you will need to fill out an application in a certain form and indicate the reason why your personal data is being changed. Decision of administrative or judicial authorities. If for certain reasons it is necessary to restore the certificate and an appropriate decision is made on this, then the registry office authorities are obliged to restore it. The applicant must first draw up an application indicating the basis for reinstatement. Loss of a document

It is important to know that there is no penalty for loss by law. But in any case, upon restoration you will have to pay a state duty for the provision of public services

There are no differences between the restoration of a certificate that was issued to a person at birth in the USSR or in the Russian Federation. All data is stored in archives not only for the period of the Russian Federation, but also for the Soviet Union.

In some situations, civil registry office employees may refuse to issue a duplicate certificate.

The legislation establishes the following cases when they are obliged to refuse:

1. If the applying citizen has ever been deprived of parental rights to this child.
2. If there is no record of a person's birth. According to the law, all citizens born must be officially registered that they were born in a certain locality, for which a certificate is issued.
3. If the applicant does not have documents confirming his identity. However, if a person’s passport does not contain an entry about his children, this is not a reason for refusal.
4. If the applicant does not have official authority to receive this copy of the document. For example, those situations when he does not have a power of attorney or is not a relative.

In this situation, a citizen can only receive a certificate that confirms the existence of a person’s birth record. It can also be used for its intended purpose.

If any of them is lost or damaged for certain reasons, it must be restored in a timely manner.