Application for Search of Birth Records and/ or a Certified Copy of a Birth Entry

Before Applying

Application for Search of Birth Records and/ or a Certified Copy of a Birth Entry

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Introduction

If any person wishes to obtain a certified copy of a birth entry (or commonly known as birth certificate), he/she can apply for a search of birth records and / or a certified copy of a birth entry.

In support of an application for a certified copy of a birth entry, the applicant is required to produce the original or photocopy of the certified copy of a birth entry previously issued or the result of previous search of birth records. If the applicant cannot produce such kind of documents or the birth registration number on the documents cannot be read, a search of birth records will be required in the first instance.

Type of Search

Particular Search 

  • A search for any given entry in relation to an identified person (i.e. the person’s exact name and date of birth (if available) can be provided for the search). The search conducted will not exceed a period of five years.
  • Unless otherwise specified by the applicant, the search will be conducted on the year of birth as provided (e.g. 1990). In case no matched record is found against the year of birth provided, the search will be conducted on two years preceding and two years following the year of birth provided, with a period of five years in total (by the above example, i.e. 1988-1992).

General Search

  • A search for any entry other than ‘Particular Search’, for example, in relation to a person whose personal information cannot be specified (i.e. the person’s exact name and/or exact date of birth cannot be provided for the search).

Applying

Application for Search of Birth Records and/ or a Certified Copy of a Birth Entry

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How and Where to Apply

Application for a search of birth records and a certified copy of a birth entry can be made in person, by post or online.

In Person 

If the application is made in person, the applicant can go to one of the following registries:

The Births and Deaths General Register Office
Kowloon Births Registry
Sha Tin District Births Registry
Tuen Mun District Births Registry

Addresses and office hours of Births Registries

By Post 

If the application is made by post, the applicant should send the application to :

The Births and Deaths General Register Office
3/F, Low Block
Queensway Government Offices
66 Queensway
Hong Kong 

Application form for a search of birth record [Form BDR40]

Application form for a certified copy of a birth entry [Form BDR87]

Online

The application can also be made online by clicking on the hyperlink under “Related Topics”:

Supporting Documents

For applications made in person, the applicant is required to produce his/her Hong Kong identity card or valid travel document. If the applicant applies for a certified copy of a birth entry, he/she will be required to produce the original or photocopy of the certified copy of the birth entry or the result of a previous search of birth records. Otherwise, a search of birth records will be required in the first instance. For applications by post or online, the applicant will need to produce the relevant documents at the time of collection.

Processing Time

Applying in Person

It takes about 10 minutes to process an in-person application at the counter. If the requested birth record has been converted into a computer record, a search result and/or a certified copy of the birth entry will be issued within 10 minutes. Otherwise, the processing time required is as follows (working days denote Monday to Friday excluding General Holidays):

  • nine working days for a search of birth records
  • nine working days for issue of a certified copy of a birth entry (if a search of birth records is not involved)
  • 14 working days for a search of birth records and an issue of a certified copy of a birth entry

For a General Search of birth records, there is no pledged processing time. The applicant will be notified separately when the result is ready.

Online Applications

 It takes 10 to 20 minutes to process an online application. The applicant will be notified when to collect the search result and the certified copy of a birth entry at his/her selected registry.

Fee

Search of Birth Records

  • HK$140 for Particular Search
  • HK$680 for General Search

Certified Copy of a Birth Entry

  • Local Applications: HK$140 per copy
  • Overseas Applications:  HK$275 per copy plus an additional amount equivalent to the airmail postage at the normal rate
Payment Methods

In person

By cash, EPS, crossed cheque or cashier’s order in Hong Kong dollars payable to "The Government of the Hong Kong Special Administrative Region".

By post

By crossed cheque or cashier’s order (for local applications) or bank draft (for overseas applications) in Hong Kong dollars payable to "The Government of the Hong Kong Special Administrative Region". Please do not send in cash.

Online

For search of birth records, the fee should be paid online; for a certified copy of a birth entry, the application fee should be paid at the time of collection in the selected registry.

After Applying

Application for Search of Birth Records and/ or a Certified Copy of a Birth Entry

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Collection of Search Result/Certified Copy of a Birth Entry

Applying in Person

If the application is made in person, the applicant should collect the search result and/or the certified copy of the entry concerned at the Births Registry where he/she made the application.

Applying By Post

If the application is made by post, the search result and/or the certified copy of the entry concerned will be sent to the applicant by post.

Applying Online

If the application is made online, the applicant is required to collect in person the search result and/or the certified copy of the entry concerned at his/her selected registry.

When the online application is completed, the collection date will be shown on the acknowledgement receipt. The applicant is reminded to print or save the acknowledgement receipt, or write down the application reference, collection date and selected registry for collection. The applicant will be required to produce the printout or provide the application reference number upon collection at his/her selected registry.

If the search result and/or the certified copy of the entry concerned is not collected from that registry within six months of the collection date, it will be cancelled.