Certificate orders - terms and conditions

Terms and conditions for the ordering of duplicate registration certificates

We can only supply certificates for events that took place in the Southampton City boundary since 1837. 

Offices that surround our boundaries are Hampshire, Portsmouth, Bournemouth and Isle of Wight. Please note that although initially registered under Southampton, some records including Eastleigh were transferred to Hampshire, so you may need to check with us before applying.

You will need to provide us with:

  • A day-time contact number so that we may contact you if there is a problem with locating the record or your payment method
  • As much information as possible about the certificate you require. If you are unsure of the date, a maximum of 5 years will be searched in our indexes

Please note that there is an additional charge of £10 for a search of up to 5 years.

Your application may be delayed if any of this information is not provided.

If we are unable to locate the entry, a refund for the certificate fee only will be made. Any fees paid for priority service and administration will be retained, as the application has still been processed.

An application cannot be processed before the full fee has been received.

All posted certificates are sent out by first class standard mail and we cannot accept liability for any certificates lost in the post.

Requests for certificates will be administered by the Council's Register Office, who will administer this under the provisions of the Births and Deaths Registration Act 1953.

Southampton City Council will not use your information for any other purpose or share with any third parties unless it is required to do so by rule of law.

If you have any queries on how your information is used, please contact Southampton Register Office on 023 8091 5327 or via email at registrars@southampton.gov.uk

Southampton City Council will not be held liable for any loss, damage or expense as a result of delays or failure to provide certificates arising from circumstances beyond the Council's reasonable control.

This includes, without limitation, acts of God or any of the following acts of third parties:

  • postal or courier services
  • industrial action
  • strikes
  • lockouts
  • fire
  • flood
  • earthquake
  • bad weather conditions
  • explosion
  • civil commotion
  • war
  • terrorist attack
  • technical failure
  • power failure
  • the incorrect postal address has been supplied