Birth, Marriage, Divorce and Death Certificates, Registry Extracts and Archival Records
Civil status records are essential for documenting major life events, including births, deaths, marriages, divorces and changes of name.
Obtaining and Replacing Civil Status Documents
These records are required for a wide range of legal, administrative and personal purposes. The procedure for obtaining a document depends on the country, the type of record, the date it was registered and where it is held. In some cases, applications must be submitted to civil registration authorities, government registries or archives.
Countries where we assist with obtaining civil status records from the relevant registration authorities:
We assist individuals in obtaining civil status records, including cases where documents must be obtained from several countries or jurisdictions.
Documents We Can Obtain
We assist with obtaining birth certificates, replacement birth certificates, duplicate documents, copies of birth records, archival certificates, official statements and extracts from government registries. These documents may be required for citizenship applications, passport applications, proof of ancestry, marriage registration, education, inheritance matters and other legally significant procedures.
We also assist with obtaining death certificates, replacement death certificates, copies of death records, archival documents, official certificates and extracts from government registries. These documents are frequently required for inheritance matters, resolving property issues, insurance claims, establishing family relationships and dealing with other legal matters both domestically and internationally.
Our specialists assist in obtaining marriage certificates, replacement marriage certificates, archival certificates, copies of marriage records, as well as official statements and extracts from civil status registries. These documents may be used for citizenship applications, registration of marital status abroad, residence permit applications, proof of family relationships and preparation of documents for an international divorce.
We also assist with obtaining divorce certificates, replacement divorce certificates, court judgments granting a divorce, archival documents and official records confirming the dissolution of a marriage. These documents may be required for remarriage, updating marital status, completing procedures before foreign public authorities and resolving property-related matters.
Where a person has changed their surname, first name or other personal details, we assist in obtaining certificates, archival records, registry extracts and other official documents confirming those changes. Such documents may be needed to reconcile information contained in passports, civil status documents, educational records, registration records and other official documentation.
Depending on the country, the period in which the record was registered and the circumstances of the individual case, we can also arrange the retrieval of archival certificates, copies of civil status records, official statements, government registry extracts and other documents required for submission to public authorities, courts, consulates, educational institutions and other organisations.
Obtaining Documents Without Personal Attendance
In many cases, civil status documents can be obtained without personally visiting registration authorities, archives or other institutions. This is particularly relevant for people who permanently reside abroad, are temporarily staying in another country or are otherwise unable to handle the document retrieval process themselves.
Depending on the requirements of the relevant country and institution, certificates, civil status records, archival documents and registry extracts may be obtained under a power of attorney, on the basis of a written application or through other procedures permitted by law. The applicable process depends on the type of document, the year in which the record was registered, where it is held and the administrative rules currently in force.
In practice, dealing directly with foreign authorities can result in additional requests for information, the need to clarify details, discrepancies in personal data and lengthy processing times. Reviewing the available information in advance and preparing the application correctly can help avoid many common problems and reduce processing delays.
Where required, we can also arrange an apostille, consular legalisation, notarisation and translation of the documents for subsequent use before public authorities, courts, consulates, educational institutions and other organisations outside the country of issue.
Purposes for Which Civil Status Documents May Be Required
Birth, marriage, divorce and death documents, records of changes of name, archival certificates and registry extracts are frequently required for a variety of legal, administrative and immigration matters, both domestically and internationally.
One of the most common reasons for obtaining such records is to apply for citizenship, establish ancestry or prepare documentation for repatriation programmes. In these cases, public authorities may require birth and marriage certificates, records confirming changes of surname and documents establishing family relationships across several generations.
Civil status documents are also used in applications for residence permits, permanent residence, visas and other immigration procedures. Government authorities frequently require official documentation confirming an applicant's marital status, family relationship or personal details.
Inheritance matters are another important area. The administration of an estate may require death certificates, birth and marriage records, archival documents and other evidence establishing inheritance rights and the degree of relationship between the relevant parties.
Certificates and archival records are often required when registering a marriage abroad, confirming marital status, arranging an international divorce, updating government registries or preparing documentation for foreign public authorities.
In some cases, these documents are used for pension applications, social benefits, insurance claims, confirmation of a family member's employment history or the resolution of property matters involving relatives who lived in other countries.
Civil status records may also be required for admission to foreign educational institutions, identity verification, preparation of documents for employment abroad and other situations where certain biographical facts or aspects of a person's family status must be officially established.
Before documents are submitted to authorities abroad, an apostille, consular legalisation, notarisation or translation into the relevant language may also be required, depending on the requirements of the country concerned and the purpose for which the document will be used.
Who Uses This Service
Services for obtaining certificates, civil status records, archival documents and extracts from government registries are frequently required by people living outside the country who are unable to visit civil registration offices, archives or other government institutions in person.
We also assist heirs who need to establish family relationships, obtain documents relating to deceased relatives or prepare the documentation required to deal with inheritance rights in another country.
Another category of applicants includes individuals applying for citizenship, permanent residence, marriage registration or other legal procedures abroad. In these cases, birth, marriage, divorce and death records, as well as documents confirming changes of surname, are often a mandatory part of the official application file.
Assistance with obtaining documents may also be required by foreign lawyers, notaries, immigration advisers and other professionals representing clients in cross-border family, inheritance, immigration and administrative matters.
We coordinate the retrieval of documents from civil registration authorities, archives, municipal institutions, government registries and other official sources in various European countries and beyond.
Difficulties That May Arise When Obtaining Documents
When requesting documents from foreign authorities and archives, applicants may encounter circumstances that can significantly affect processing times or even whether a particular document can be issued.
Common problems include variations in the spelling of a first name or surname, changes in personal details, incomplete information in official registries, loss of archival records, transfer of archival collections between institutions or changes to the rules governing access to records.
Additional difficulties may arise where a record was created many years ago, is held in another region or dates back to a period when different government authorities or administrative systems were in place. In some cases, additional research is required, family relationships must be established or records need to be obtained from several institutions at the same time.
Differences between national legal systems must also be taken into account, together with requirements for proving the applicant's authority to request a document, rules governing powers of attorney and the formalities for using documents abroad. A preliminary assessment helps identify potential restrictions and determine the most effective way to obtain the required records.
Where necessary, we can additionally arrange an apostille, consular legalisation, notarisation and translation for use abroad.
Cost and Timeframes for Obtaining Documents
The cost of our services and the time required to obtain documents depend on the country of issue, the type of document, where the relevant record is held, whether archival research is necessary and the requirements of the particular public authority or institution.
In most cases, an initial assessment can be provided after reviewing the available information and verifying the key details. Certain categories of documents may require additional archival research, enquiries to several institutions or the reconstruction of missing records, all of which may affect the overall processing time.
If a document is required for use abroad, an apostille, consular legalisation, notarisation or translation into another language may also be necessary. These additional procedures are taken into account when estimating the overall timeframe.
Before commencing work, we assess the circumstances, verify whether the document is available, identify the possible methods of obtaining it and provide the client with information about the proposed procedure, estimated timeframe and cost of assistance.
For an initial assessment, please send us information about the document you require, the country from which it must be obtained and the purpose for which it will be used. Once we have reviewed your request, we will propose the most appropriate way to proceed.
FAQ — Obtaining Civil Status Records, Certificates and Archival Documents
Can I obtain a birth, marriage, divorce or death certificate without appearing in person?
Can I obtain a replacement for a lost certificate?
What if the original certificate was lost many years ago?
Can I obtain a copy of a civil status record instead of a certificate?
What documents may be required for inheritance matters?
Can documents be obtained for citizenship applications or proof of ancestry?
Do the documents need an apostille?
Can I order a translation of the documents once they have been obtained?
How long does it take to obtain a document?
Can documents be obtained if the applicant is abroad?
Request Assistance with Obtaining a Certificate or Official Record
Contact us if you need to obtain, replace or reissue a certificate, duplicate or other official document.
- You send us your request
- We assess the document and the circumstances
- We contact you
- We propose a solution
- We begin working on your request