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In support of an application for a certified copy of a birth entry, you are required to produce the original or photocopy of the certified copy of a birth entry previously issued to you or the result of previous search of birth records. If you cannot produce such kind of documents or the birth registration number on the documents cannot be read, you are required to apply for a search of birth records in the first instance. Here you can find details about how and where to apply for a search of birth records and a certified copy of a birth entry, the processing time and the fees.

How and Where to Apply

You can submit your application for a search of birth records and a certified copy of a birth entry in person, by post or online.

In Person

If you apply in person, you 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

By Post

If you want to submit your application by post, you should send your application to :

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

Online

You can choose to apply online on the following link:

Supporting Documents

For applications made in person, you need to produce your Hong Kong identity card or valid travel document. If you apply for a certified copy of a birth entry, you 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, you will need to apply for a search of birth records in the first instance. For applications by post or online, you will need to produce the relevant documents at the time of collection.

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 5 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 with 2 years preceding and 2 years following the year of birth provided, with a period of 5 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 could not be specified (i.e. the person’s exact name and/or exact date of birth cannot be provided for the search).

How Long Will the Processing Take

Applying in Person

It takes about 10 minutes to process an in-person application at the counter. If the birth record that you request has been converted into a computer record, you will be issued a search result and/or a certified copy of the birth entry within 10 minutes. Otherwise, you will have to wait for the following durations (working days denote Monday to Friday excluding General Holidays):

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

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

Online Applications

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

Collection of Search Result/Certified Copy of Birth Entry

Applying in Person

If you apply in person, you should collect the search result and/or certified copy of the entry concerned at the births registry where you made the application.

Applying By Post

If you apply by post, the search result and/or certified copy of the entry concerned will be sent to you by post.

Applying Online

If you apply online, you are required to collect in person the search result and/or the certified copy of the entry concerned at your selected registry.

When you complete the online application, the collection date will be shown on the acknowledgement receipt.  Please remember to print or save the acknowledgement receipt, or write down the application reference, collection date and selected registry for collection.  You are required to produce the printout or provide the application reference number upon collection at your selected registry.

If you do not collect the search result and/or the certified copy of the entry concerned from that registry within 6 months of the collection date, they will be cancelled.

Fees

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, 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 will be collected online; for a certified copy of a birth entry, the application fee will be collected at the time of collection in your selected registry.

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Last review date: July 2012

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