Birth Certificate in India – How to Apply, Fees, & Documents Needed

If you are an Indian and are expecting a child soon, it is always important to know the procedure for getting a birth certificate for your baby. An official birth certificate will establish your baby’s date of birth and is usually needed for things like admission into schools, applying for a passport, and so on. Those children without a birth certificate run the risk of being denied the right to a name, official identity, and a nationality. Applying for a birth certificate right after your child is born is relatively simple, but may get complicated if you delay it. Let’s discuss some details that can help you easily register for a birth certificate for your little one.

Why Is a Birth Certificate Important?

The birth certificate is very important for a child’s admission to schools or colleges, hospital benefits and in establishing inheritance and property claims. It is the first right of a child and establishes his or her identity. It becomes important for the following processes:

• Establishing the age for insurance reasons
• Proving parentage
• Age proof for employment
• Age proof for marriage
• Admission to schools/colleges
• Establishing age for enrolling in Electoral Rolls
• Registering in NPR (National Population Register)
• Application for a passport
• Immigration requirements (like getting a green card)

Documents Required for a Birth Certificate

There are several must-have documents needed for you to apply for a birth certificate for your child. They include:

• You and your husband’s (the parents’) birth certificates
• Proof of birth letter issued by the hospital where the birth took place
• Identity proof of both parents (for verification purposes)
• Marriage certificate of the parents

Who Can Register a Child’s Birth

There are many rules as to who can register the birth of a child, which include –

• When the birth has happened in a house – The oldest person in the family, head of the house or closest relative to the baby.
• When the birth has happened in a moving vehicle – The person in charge of the said vehicle
• When the birth has happened in a boarding house or Dharamshala – The person in charge of the boarding house
• If the baby is found abandoned in a public place – The local police in-charge or the village headman.
• When the birth has happened in jail – The person in charge of the jail.
• When the birth has happened in a nursing or maternity home – The medical officer in charge of the home
• When the birth has happened at a Medical College Hospital/Sub-Division Hospital/Referral Hospital – The deputy superintendent who is in charge of the hospital or the officer in charge of the referral hospital.

What Is the Fee for Birth Certificate Registration?

Here is the fee structure for birth certificate registration in India:

Notes:

1. Fees may vary slightly depending on the state or municipal corporation.
2. Additional charges may apply for corrections or duplicate certificates.
3. Some states offer free registration if done within the stipulated time.

For exact fees in your state, check the municipal corporation or local registrar’s office.

Who Will Issue a Birth Certificate for Your Child and Where?

In India, under the rule of Section 7 of the RBD Act, there is a Registrar deployed by the Government in each local Municipal Corporation called the Nagar Nigam. If it is a smaller region or district, usually a local authority or the Panchayat would be given this responsibility. The rule of Section 7 (5) of the Act directs to appoint a Sub-registrar as well, who would enjoy the same rights and power as the Registrar. This is who mainly can issue your child’s birth certificate.

1. For Rural Regions

• The Panchayat secretaries can issue the birth certificate. This is done in 3 Union Territories (Daman and Diu, Goa and Puducherry) and 15 States (Andhra Pradesh, Chhattisgarh, Jharkhand, Kerala, Madhya Pradesh, West Bengal, Uttar Pradesh, Himachal Pradesh, Gujarat, Dadra, and Nagar Haveli, Maharashtra, Tripura, Rajasthan, and Uttarakhand.
• Para-Medical Staff Officer or Medical In-charge or equivalent can issue a birth certificate in Haryana, Assam, Meghalaya, Orissa, Manipur, Sikkim, Punjab, Andaman and the Nicobar Islands, Lakshadweep, and Delhi.
• Village Level Workers or Circle Officers in Arunachal Pradesh and school teachers in Nagaland and Mizoram have the authority the issue a birth certificate.
• Police officers in Jammu and Kashmir and Chandigarh also have the authority.
• Village accountants or administrative officers in Tamil Nadu and Karnataka can do the same.

2. For Urban Regions

In urban cities, the Registrar or Sub-registrar of the Municipal Corporation or the appointed Health Officer or the Para-Medical Staff In-Charge has the power to issue a birth certificate.

When Will You Get Free Birth Proof?

If you apply for a birth certificate within 21 days of your child being born, you can get any one of the authorities mentioned above to sign your birth certificate application. If you are past the deadline of 21 days, you will have to pay a certain late fee, which varies according to place and time.

How to Apply for a Birth Certificate in India

As the Indian Government has now majorly made a foray into the digital space, obtaining a birth certificate using the old way might be very slow. Now, a few urban cities have a handy online registration tool to apply for a birth certificate. You can go online and check whether your city or town falls into that category.

1. Online Registration Process

Below is the birth certificate process in India through an online website:

• Visit the website crsorgi.gov.in
• Look on the left where you will find a Sign-Up button
• To register, click on the sign up for ‘General Public.’
• The Signup box will appear as a pop-up. Fill all your valid details in this box, like username, user ID, district or town/village, your mobile number, place of birth and so on.
• If the field of the Registration Unit shows the username and is active, it means that your area is valid for online registration.
• Enter the verification code and click on the Register tab.
• After registration, a Thank You message will pop up along with a prompt to check your email ID to confirm the registration.
• Check your email inbox. It will tell you to set up a new password to login.
• Set it, and sign in once again.
• A form will pop up to fill in the name of your child, his or her parents, and the location of the birth.
• Fill it and submit within 24 hours.
• Take a print out and download a soft copy on your computer
• Visit the office of the Registrar of your region
• Get the form attested either by him or the Sub-Registrar

2. Offline Registration Process

To register a birth certificate in India through an offline process, below are the steps on how to issue a birth certificate from municipal authorities:

• Get a birth certificate registration form by visiting your municipal corporation office.
• Submit the letter that was given by the hospital at the time of your baby’s birth by the medical in-charge.
• Now you will have to fill the form within 21 days of your baby’s birth
• Post that, the office will verify details such as place and time of birth, parents name, gender, address, nursing home/hospital etc.
• If the verification is all in place, you will get the birth certificate sent to your address after 7-15 days.
• Just to be sure, follow up with the office after 7 days.
• If there is any urgency, you can, in some cases, get the birth certificate sent to you within a week by providing a self-addressed envelope.
• In case your baby’s birth is not registered within 21 days, police verification will take place in order to issue it, directed by the revenue authorities. This usually tends to take a longer time, and, hence, you should register for your baby’s birth certificate as soon as your little one is born.

How to Apply for a Birth Certificate for Indians Living Abroad

Indian citizens living abroad can register their child’s birth and obtain a birth certificate through the Indian Embassy or Consulate in their country of residence. The process ensures legal recognition in India and may also help in obtaining an Indian passport or OCI card. Below are the key steps to apply:

1. Report the Birth to the Indian Embassy/Consulate

Submit a Birth Registration Application Form (available on the embassy’s website) along with:

• Child’s birth certificate issued by the foreign country (attested if required).
• Parents’ Indian passports and marriage certificate.
• Proof of residence (visa/foreign residence permit).

2. Attestation & Fees Payment

Some countries require the foreign birth certificate to be apostilled or attested by their authorities before submission. Pay the applicable fee (varies by embassy).

3. Receive the Indian Birth Certificate

Once processed, the embassy issues a Consular Birth Certificate, which is legally valid in India. The processing time typically takes 7–15 working days, depending on the embassy.

Applying for Birth Certificate Registration for an Adopted Child

Registering a birth certificate for an adopted child in India is essential for legal recognition, schooling, inheritance, and other official purposes. The process varies slightly depending on whether the adoption is done through CARA (Central Adoption Resource Authority) or privately. Below is a step-by-step guide to help you through the process.

1. Documents Required for Registration

1. Adoption Deed or Court Order: A legally valid adoption decree from the court (mandatory for all adoptions). In case of inter-country adoption, a No Objection Certificate (NOC) from CARA.
2. Proof of Birth: If the child’s original birth certificate is available, submit it along with the adoption papers. For children with unknown birth dates, an affidavit stating the approximate date is required.
3. Parents’ ID & Address Proof: Aadhaar card, PAN card, or passport of adoptive parents and address proof (electricity bill, rental agreement, etc.).

2. Registration Process

1. Visit the Local Municipal Authority: Submit the adoption documents along with the birth registration form (available online or at the office). Pay the applicable fee (varies by state, typically ₹50–₹500).
2. Verification & Approval: Authorities may verify the adoption papers before issuing the birth certificate. For delayed registration (beyond 1 year), a court affidavit or magistrate’s approval may be needed.
3. Collect the Birth Certificate: Processing time is usually 7–30 days, depending on the state. The certificate will mention the adoptive parents’ names as legal guardians.

How to Check the Status of an Applied Birth Certificate

After submitting your birth certificate application, tracking its status ensures timely processing and delivery. The verification process may take 7 to 30 days, depending on municipal authorities and state rules. Below are the ways to check your birth certificate status online and offline.

1. Online Birth Certificate Status

• Visit the State/Civic Body Portal: Go to the official website of your municipal corporation (e.g., MCGM for Mumbai, NDMC for Delhi). Look for the “Birth Certificate Status” section under citizen services.
• Enter Application Details: Provide the application number, registration number, or child’s details (name, DOB, parent’s name). Some portals may require a mobile number or OTP verification.
• Download/Print Status: If approved, download the certificate directly. If pending, check for updates or required actions (e.g., document submission).

2. Offline Birth Certificate Status

• Visit the Local Registrar’s Office: Carry the acknowledgement slip received during the application. Submit a written request if no online option exists.
• Helpline Numbers & Email: Many states provide toll-free numbers (e.g., 1800-180-xxxx) or email support for status inquiries. Example: Chennai’s Greater Chennai Corporation offers phone assistance.

Note:

1. Some states (e.g., Karnataka, Telangana) allow tracking via SMS by sending the application number to a designated number.
2. Delays may occur due to document discrepancies—follow up proactively.

How Long Does It Take to Get the Birth Certification Once You Register?

Getting a birth certificate in India usually takes between 7 days and 3 weeks after it is duly processed. If you opt to do it offline, it may be a long process. However, Non-Resident Indians (NRIs) usually prefer this way, as the passport office accepts the proof given by the Municipal Corporation.

FAQs

1. What if a child was born during travel (train/flight/en route)?

Births during travel can be registered at the nearest municipal corporation by submitting witness declarations from co-passengers or medical staff, along with proof of travel documentation from the transportation authority.

2. Is a birth certificate mandatory for availing government schemes?

While not always mandatory, many government welfare schemes require birth certificates for age verification. In cases where it’s unavailable, alternative documents like school certificates may sometimes be accepted as substitutes.

3. Can a birth certificate be corrected if the child’s gender was misrecorded?

According to the birth certificate rules in India, gender corrections are permitted through a formal process involving an affidavit. For significant changes, a court order may be required, though some states have simplified procedures for minor corrections through self-declaration.

This was all about birth registration in India. An important question is what will happen if someone does not have a birth certificate. The answer is that he or she will not be recognised as an Indian citizen and hence will not be able to avail the rights and benefits. They will not be able to get a passport or admission into schools. A birth certificate is a stamp of your existence on this earth, and hence is extremely essential to every human being. So parents, always get your child’s birth certificate done as soon as possible – within 21 days of the birth to avoid complications, late fees or tedious processes.

Also Read: 

How to Adopt a Child in India
Top Education Boards in India

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