A replacement UK birth certificate is ordered as a certified copy from the General Register Office (GRO) online for £12.50. Standard processing takes around 4 working days with a GRO index reference number, or up to 15 working days without one. Anyone can order a copy — you do not need to be the person named on the certificate. Losing a birth certificate does not need to be reported anywhere; you simply order a new certified copy, which has equal legal standing to the original.
What most people get wrong about birth certificates
The first and most common misconception is that a lost birth certificate can be “replaced” with the original document. It cannot. The original entry remains in the birth register at the register office and is never issued. What you order — whether for the first time or the tenth — is always a certified copy. A certified copy has the same legal standing as any other certified copy. There is no hierarchy of originals and replacements.
The second issue is the birth certificate number. Many people assume the number printed on their certificate is what they need to order copies faster from the GRO. It is not. The certificate number and the GRO index reference number are different things, used for different purposes. Quoting the certificate number when ordering will not speed up your application. The GRO index reference is what you need — and it is found by searching an index database, not by looking at the certificate.
The third is the short birth certificate. Many people order the short certificate assuming it will do, only to find it is not accepted for passport applications, driving licence applications, pension claims, or most financial and legal purposes. If you are unsure which type you need, order the full certificate.
Types of birth certificate in the UK
There are two types of birth certificate available in England and Wales.
Short birth certificate — shows only the individual’s name, sex, date of birth, and district of registration. It does not include parents’ details. It is accepted as proof of age but is not accepted for passport applications, driving licence applications, pension claims, or most official purposes. Unless you have been told specifically that a short certificate will be accepted, order the full certificate.
Full birth certificate (also called a long-form certificate) — shows both parents’ full names and occupations, the place and date of birth, and the name of the registrar. This is the version required for passport applications, driving licences, and almost all official, legal, and financial purposes. When ordering through the GRO, the full certificate is the default.
Neither the short nor the full certificate is the “original” document. The original entry is the record in the birth register held by the registrar. Both types are certified copies of that register entry, printed on official security paper with the register office’s watermark. A photocopy or scan of either certificate has no legal standing and is not accepted for official purposes.
Where is the birth certificate number?
This is one of the most searched questions about birth certificates, and it involves an important distinction that the certificate itself does not make clear.
The certificate reference number — printed on the face of the full birth certificate, sometimes labelled “Certificate No.” or “Reference No.” This identifies the specific document you are holding. It is not the GRO index reference number and cannot be used to order copies through the GRO online service.
The GRO index reference number — this is what significantly speeds up ordering a certified copy. It is made up of the year of registration, the quarter (before 1984), the registration district, the volume number, and the page number. It is not printed on the certificate itself. It is found by searching the GRO indexes.
To find the GRO index reference for a birth registered in England and Wales, there are three free routes and one paid:
- GRO online birth index (free) — covers births from 1837 to approximately 100 years ago and a more recent tranche. Search via the GRO certificate ordering service – GOV.UK. Note there is a gap of roughly 1927 to 1983 not covered by this service.
- FreeBMD (free) — a volunteer-transcribed index covering births from 1837 to 1983, which fills the gap not covered by the GRO’s free index. Available at FreeBMD birth index search – FreeBMD.
- Ancestry or Findmypast (paid) — broader coverage including records up to 2005 and beyond.
- GRO search service — if you order without an index reference, the GRO carries out a search on your behalf. This costs an additional £3.50 per search and extends processing to around 15 working days.
For very recent births, you may not have an index reference available through any of these routes. In this case, ordering without the reference and providing names, date, and place of birth is the practical route.
How to get a replacement birth certificate
Online through the GRO
The fastest route for births registered in England and Wales is the GRO certificate ordering service – GOV.UK. You will need: the full name at birth, date and place of birth, parents’ full names as shown on the certificate, and — if you have it — the GRO index reference number.
With the index reference: £12.50, around 4 working days. Without it: £12.50 plus a £3.50 search fee, around 15 working days. Priority service: £38.50, next working day if ordered before 4pm. Extra copies ordered at the same time cost £12.50 each.
From the local register office
The register office where the birth was registered can issue certified copies directly. This can be faster for recent births and avoids the need to find the GRO index reference. The statutory fee in England and Wales is £12.50.
By post
A paper application form is available from the GRO or any local register office. Send with payment by cheque or postal order to the GRO. Allow at least 10 working days on top of postage time in both directions.
Losing a birth certificate does not need to be reported to any authority. There is no process to cancel a lost birth certificate — unlike a passport, a birth certificate cannot be invalidated once issued. Simply order a new certified copy.
Birth certificate fees
All fees below are current as of 2026.
| Route | Standard | Priority |
|---|---|---|
| England and Wales — GRO online (with GRO index reference) | £12.50 | £38.50 |
| England and Wales — GRO online (without GRO index reference) | £12.50 + £3.50 search fee | £38.50 + £3.50 search fee |
| England and Wales — local register office | £12.50 | varies |
| Scotland — NRS via Scotland’s People | £12 | available; fee varies |
| Scotland — local register office (e.g. Scottish Certificates) | £15 | £27 (£15 + £12 priority) |
| Northern Ireland — GRONI | £15 | £20 total |
In Northern Ireland, additional copies of the same certificate ordered at the same time cost £8 each. The GRONI fee includes a £7 search charge that is retained even if the record is not found.
Confirm current fees before applying at the GRO certificate ordering service – GOV.UK.
How long does a birth certificate take?
| Route | Processing time |
|---|---|
| GRO online — with GRO index reference | Around 4 working days |
| GRO online — without GRO index reference | Around 15 working days |
| GRO priority service | Next working day (if ordered before 4pm) |
| Local register office | Often same day or within a few days for recent births |
| Postal application | 10 working days or more |
| Scotland — NRS standard | Around 15 working days |
| Scotland — local register office | 3–5 working days |
| Northern Ireland — GRONI standard | 5 working days |
| Northern Ireland — GRONI priority | Same day dispatch if ordered before 12pm |
Processing at the GRO starts when your application and payment are received and validated, not when you submit the form. If additional information is needed, your timeline resets from when the GRO receives that information. You can track your application using the reference number from your confirmation at track your passport application – GOV.UK.
Scotland and Northern Ireland
Scotland
Births in Scotland are registered with local registrars and records are held by the National Records of Scotland (NRS). Records are available from 1855 onwards.
There are two ordering routes. Via Scotland’s People – National Records of Scotland: £12 per certificate, additional copies of the same certificate £10 each, around 15 working days standard, priority next working day. Via local council register offices such as the Scottish Certificates service: £15 per certificate, 3–5 working days, priority (same day dispatch before 12pm) at £27 total.
In Scotland, births must be registered within 21 days.
Northern Ireland
Births in Northern Ireland are registered with local registrars and records are held by GRONI. Records are available from 1864 onwards. Order online at order a birth certificate online – nidirect, by phone on 0300 200 7890, or in person at the GRONI office in Belfast. Standard fee: £15. Priority: £20 total, same day dispatch if ordered before 12pm. Additional copies of the same certificate: £8 each. The fee includes a £7 search charge retained even if the record cannot be found.
FAQ
What is the difference between a short and full birth certificate?
A short birth certificate shows only the individual’s name, sex, date of birth, and district. A full birth certificate shows both parents’ names and occupations and is required for passports, driving licences, and most official purposes. If in doubt, order the full certificate.
Where is the birth certificate number?
There are two different numbers. The certificate reference number is printed on the face of the certificate and identifies that specific document. The GRO index reference number — which is what you need to order copies quickly from the GRO — is not on the certificate and must be found by searching the GRO online index, FreeBMD, or a paid service such as Ancestry or Findmypast.
How do I get a replacement birth certificate?
Order a certified copy online through the GRO certificate ordering service – GOV.UK. Provide the full name at birth, date and place of birth, and parents’ names. With a GRO index reference: £12.50, around 4 working days. Without: £12.50 plus £3.50 search fee, around 15 working days.
How much does a replacement birth certificate cost?
In England and Wales, £12.50 through the GRO online service. Priority service costs £38.50. Without a GRO index reference a £3.50 search fee is added. In Scotland, £12 via NRS or £15 via local register offices. In Northern Ireland, £15 standard or £20 priority.
How long does a replacement birth certificate take?
Around 4 working days with a GRO index reference, or around 15 working days without one. Priority service dispatches the next working day if ordered before 4pm.
Can anyone order a copy of my birth certificate?
Yes. Birth certificates are public records and anyone can order a certified copy. You do not need to be the person named, a parent, or a relative.
I’ve lost my birth certificate — do I need to report it?
No. Unlike a passport, a lost birth certificate does not need to be reported to any authority and cannot be cancelled. Simply order a new certified copy from the GRO or your local register office.
What is the GRO index reference number?
It is a unique identifier for a birth registration in England or Wales. It is made up of the year, quarter (before 1984), registration district, volume, and page number. You need it to order a certified copy quickly through the GRO — without it, processing takes around 15 working days and a £3.50 search fee applies. Find it for free via the GRO online index or FreeBMD – FreeBMD.
Can I view my birth certificate online?
Not in the way most people expect. The GRO offers digital image downloads of birth records from 1837 to approximately 100 years ago — these are for research purposes and have no evidential value for official use. For recent births, the only way to obtain a usable certified copy is to order one through the GRO or local register office.
Is my NHS number on my birth certificate?
No. NHS numbers are assigned separately by the NHS and do not appear on birth certificates. If you need your NHS number, check any letter from the NHS, your GP summary record, or contact your GP surgery.
What if my father is not on my birth certificate?
If a father was not present at registration, his details will not be on the certificate. It is possible to re-register the birth to add a father’s details later — both parents must normally attend together, or the father can make a statutory declaration. The process is covered on register a birth – GOV.UK. Once a father’s details are on the certificate, they cannot be removed without a court order.
Can I use a birth certificate as proof of identity?
A birth certificate is not accepted as standalone photo identification. It does not include a photograph. It is widely accepted as supporting evidence of identity when combined with other documents — for example, as part of an identity check for a DBS application, bank account opening, or passport application.
Is my blood type on my birth certificate?
No. Blood type is not recorded on UK birth certificates.
Next Steps
- Apply for a death certificate copy – GOVexplained
- Apply for a marriage certificate copy – GOVexplained
- How to change your name legally in the UK – GOVexplained
- Proof of identity without a passport – GOVexplained