Ordering a copy certificate
Southampton Registration Services are only able to supply certificates for births, deaths, marriages or civil partnerships that took place within the Southampton City Boundary since 1 July 1837.
This is essentially if the event took place in postcode areas SO14-SO19 however, there are some exceptions, so please check with the local authority of the area where you should apply to.
If the event occurred outside of this region, you will need to apply directly to the relevant area - for example, neighbouring areas, such as Hythe, the New Forest, Totton or Eastleigh, fall under the control of the Hampshire Registration Service
If you are unsure which area the birth, marriage, death or civil partnership took place in, a free service such as BMD, Find My Past or Find a Register Office may be able to help you.
Church and registered building ceremony records
Records for ceremonies that have taken place in churches and registered buildings within the city boundaries are only deposited with us once the marriage register is full.
If the register is still in use you will need to apply to the church or registered building for a duplicate certificate. Please check the lists below to see if we hold your marriage entry:
Failure to check these lists may result in your fee being retained for administrative purposes.
If you were adopted and require a certificate for current identification purposes, such as passport applications or employment, apply to the General Register Office in Southport.
If, however, you require a copy of your original birth certificate and were adopted before 12 November 1975, you will need to attend a counselling session with an approved adoption advisor first.
The fees for copy certificates include one certificate, postage and a search fee of up to five years. Additional copies of the same entry will incur the same fees.
Further searches of up to 10 years can be requested by emailing us. An additional non refundable fee of £10 is payable.
All services are subject to the entry being traced from the information you provide when applying. If this is inaccurate or uncertain it may cause a delay in the service you require.
- Standard Service: £11 per copy - Certificates will be ready for posting out by 2nd class post within a maximum of 15 working days. (Orders must be placed between the hours of 10am and 3pm). It will usually take less than 15 days to process Standard Service certificates, but this cannot be guaranteed. Please consider using the priority service if you require your certificate sooner than 15 days' time
- Priority Service is currently suspended: £35 per copy - Certificates will be ready for posting out by 1st class post before the next working day. (Orders must be placed between the hours of 10am and 3pm). The priority fee for applications received that are out of area or in a church register, will be retained to cover administration costs. Please use the guides at the top of this page to check if we have your records
Online applications made after 3pm will be treated as being ordered on the next working day.
All services are subject to terms and conditions.
Order a certificate
The form will take approximately 10 minutes to complete. As payment needs to be taken before the form can be submitted, ensure you have your credit/debit card to hand. Your card must be 3D Secure for payment to be successful.
Births where the date of birth is less than 50 years prior to the date of application. We require the following mandatory information. If the information supplied is not complete, we may not be able to supply the certificate:
- Surname at birth
- Date of birth
- Place of birth
- Father’s surname (if stated on the entry)
- Father’s forenames (if stated on the entry)
- Mother’s forename(s)
- Mother’s maiden surname (if applicable)
Deaths where the deceased was under the age of 16 and died within the last 50 years.
We require the following mandatory information. If the information supplied is not complete, we may not be able to supply the certificate:
- Surname of deceased
- Forename(s) of deceased
- Date of death
- Age at death
- Place of death / last known address
- Relationship to deceased
- Father’s forename
- Father’s surname
- Mother’s forename
- Mother’s surname
There are changes to ordering certificates due to COVID-19. Check the latest updates.
Civil Partnership certificate
Official information on births, marriages and deaths - General Register Office
Other services of interest
Family history at the library and archives
How to apply for a passport
Certificate orders - terms and conditions
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 five years will be searched in our indexes
If you are applying for a birth certificate where the date of birth is less than 50 years prior to the date of application we require the person’s forename and surname at birth, their date of birth, place of birth, father’s forename and surname (if stated on the birth entry), mother’s forename surname and maiden name (if applicable) before we are able to issue the certificate.
If you are applying for a death certificate where the age at death is less than 16 years and the death occurred less than 50 years prior to the application we require the forename and surname of the deceased, the date of death, their age at death, the place of death / last known address, father’s forename and surname (if stated on the death entry), mother’s forename and surname. If you are unable to provide the necessary information listed above, a refund for the certificate fee only will be made.
Please note that there is an additional charge of £10 for a search of up to five 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.
Standard certificates will be ready for posting out by 2nd class post within a maximum of 15 working days. (Orders must be placed between the hours of 10am and 3pm). It will usually take less than 15 days to process Standard Service certificates, but this cannot be guaranteed. Please consider using the priority service if you require your certificate sooner than 15 days' time. We cannot accept liability for any certificates lost in the post.
Priority certificates (this service is currently suspended) will be ready for posting out by 1st class post before the next working day. (Orders must be placed between the hours of 10am and 3pm). The priority fee for applications received that are out of area or in a current church register will be retained to cover administration costs. 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 firstname.lastname@example.org
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. Certificates not received must be notified to this office within six months of the original order date.
This includes, without limitation, acts of God or any of the following acts of third parties:
- Postal or courier services
- Industrial action
- Bad weather conditions
- Civil commotion
- Terrorist attack
- Technical failure
- Power failure
- The incorrect postal address has been supplied