How to order certificates from the General Register Office

The General Register Office (GRO) is the official government body responsible for the civil registration of births, marriages, and deaths in England and Wales. Civil registration began on 1 July 1837, making the GRO the definitive source for all records from that date to the present day.

The GRO holds a central index of all registered events. Locally, register offices in each district hold the original registers. The GRO can issue certified copy certificates directly from the national collection, which are legally admissible as evidence of the facts they record.

Scotland and Northern Ireland have their own separate registration systems — the National Records of Scotland and the General Register Office for Northern Ireland respectively. If the event you are researching occurred in Scotland or Northern Ireland, you will need to contact those offices rather than the GRO.

The GRO issues certified copy certificates for births, marriages, and deaths registered in England and Wales. A certified copy certificate is a printed reproduction of the original register entry, authenticated with the GRO's official stamp. It is the only form of certificate accepted as legal evidence.

Birth certificates record the date and place of birth, the child's name, the father's name and occupation (if registered), and the mother's name and maiden name. They are essential for proving who a person is and who their parents were.

Marriage certificates record the date and place of marriage, the names of both parties, their ages, occupations, fathers' names, and the names of witnesses. They are needed wherever a surname change through marriage forms part of your connecting chain of evidence.

Death certificates record the date and place of death, the name of the deceased, their age, occupation, and cause of death. They are the starting point for confirming the identity of a person on the Bona Vacantia list.

The GRO's online ordering service is the fastest and most convenient option for most people. You can search the GRO index and order certificates at www.gro.gov.uk.

To search the index you need to know: the approximate year of the event, the district where it was registered (or the county, for a broader search), and the name of the person. The GRO index is searchable by name and approximate date — you do not need a precise reference number to start.

Once you have identified the correct entry in the index, you add it to your order and pay by debit or credit card. Standard certificates are sent by post within 4 working days. A priority service is available for an additional charge, promising next working day dispatch.

If you cannot find the record in the online index, the GRO also offers a search service where their staff will search on your behalf — though this takes longer and costs more.

If you prefer to order by post, you can download an application form from the GRO website or request one by telephone. Complete the form with as much detail as possible — full name, approximate date, district — and enclose a cheque or postal order made payable to "General Register Office".

Postal applications typically take longer to process than online orders. Allow 10 to 15 working days for delivery. If you are working to a deadline, the online or telephone service is preferable.

You can also order in person at the GRO's office in Southport or at some local register offices, depending on whether they participate in the national online ordering system.

The more information you can provide, the more likely the GRO is to locate the correct entry quickly. For each certificate you need to provide: the full name of the person, the type of event (birth, marriage, or death), the approximate year, and ideally the registration district.

For births: the child's name, the approximate year of birth, the mother's maiden name if known, and the registration district.

For marriages: the names of both parties, the approximate year of marriage, and the district.

For deaths: the name of the deceased, the approximate year of death, and the district.

If you are uncertain of the exact district, you can search by county or leave the district blank — but this increases the risk of returning multiple results and may incur an additional search fee.

As of 2024, a standard certificate ordered online costs £11.00 and is dispatched within 4 working days. A priority service costs £35.00 and is dispatched the next working day.

Postal applications cost £11.00 for a standard certificate. Additional search fees apply if you provide limited information and the GRO needs to conduct a more extensive search.

A complex claim involving three generations of family history might require ten or more certificates. Budget accordingly — the total cost of certificates can easily run to £100–£200 before you add solicitor fees.

Once ordered, certificates arrive by first or second class post. Keep originals safe and consider taking certified copies if you need to submit originals to multiple parties.

Civil registration in England and Wales only began in July 1837. For events before that date, you will need to look at parish registers held by local churches, county archives, or the Church of England's archive at Lambeth Palace. Many pre-1837 baptism, marriage, and burial records have been digitised and are available through Ancestry, FindMyPast, or the FamilySearch website (free).

If a birth, marriage, or death occurred in Scotland, contact the National Records of Scotland (ScotlandsPeople website). For events in Ireland (before or after partition), contact the General Register Office of Ireland or the General Register Office for Northern Ireland as appropriate.

For events that occurred in other countries, you will need to contact the relevant national archive or civil registration authority. Some countries' records are available through international genealogical databases.

If a certificate you need is not available or has been lost, alternative evidence can sometimes substitute — such as a statutory declaration from a family member, a census entry, a church baptism record, or a newspaper birth announcement. Always discuss this with the GLD or your solicitor before relying on alternative evidence.