A birth certificate is one of the most important legal documents a person can have. It serves as proof of identity, place of birth, and citizenship, and is required for a variety of purposes, from obtaining a passport to enrolling in school. For those planning to use their birth certificate abroad, a birth certificate apostille may also be necessary to authenticate the document for international use. Understanding how to get a Canadian birth certificate and navigate the process ensures you’re prepared for any official requirements.
In this guide, we’ll walk you through everything you need to know about ordering a Canadian birth certificate. Whether you’re applying online or by mail, we’ll cover the steps, eligibility requirements, and the types of birth certificates available, including how to obtain a certified copy or a long-form certificate with parental information. Read more and get essential information to help you complete the process quickly and easily.
Need help with document apostille/legalization/authentication/attestation — and/or criminal record check in Canada? Contact us via our form, call us at +1-613-501-0555 (WhatsApp available) or +1-800-857-1215 (toll-free), fax us via 1-844-786-2001, or text us at [email protected].
What Do I Need a Birth Certificate For?
A Canadian birth certificate is an important document used for identification and proof of citizenship. You may need it to apply for a passport, enroll in school, or access government services. It’s also required when registering for social programs, signing legal agreements, or completing financial transactions. The certificate confirms your place of birth and personal details, which are essential for many official processes.
To get a birth certificate, you must submit an application form to the vital statistics office in the province where you were born. This document is often processed within a few business days, but timelines can vary. Payment methods for the application usually include online payments or by cheque if submitting by mail. Having a birth certificate ensures you can navigate these processes smoothly and meet the requirements for many important life events.
Different Types of Canadian Birth Certificates
In Canada, there are three different types of birth certificates. Each type serves different purposes, depending on the requirements of the recipient or the intended use, such as obtaining a visa, applying for Canadian citizenship, or completing an apostille process. These certificates, issued by the vital statistics branch of the province where the birth is registered, can be authenticated or apostilled without additional steps like notarization. If you’re unsure which certificate to request, you can contact the vital statistics office or the office of the registrar general in your province for guidance.
Standard Birth Certificate (Short Form)
The standard birth certificate is an extract of the original registration and contains basic details, such as the person’s given names, date of birth, sex designation, and place of birth. While it can be used for the online certificate application or proof of identity, it’s not always ideal for international processes. Specialists often recommend a certificate that displays parentage, such as the birth certificate with parental information, which is the most commonly requested for legal and immigration purposes.
Birth Certificate with Parental Information (Long Form)
The birth certificate with parental information includes all the details of the standard certificate and additional information about the parents, such as their names and places of birth. This type is frequently required when submitting applications for legal processes, like registering a child’s birth abroad or applying for citizenship. It offers comprehensive information, making it a preferred option for many uses.
Certified Copy of Birth Registration
The certified copy of the birth registration, often referred to as the most detailed certificate, contains all information from the standard certificate plus additional details, such as the original registration information, parent’s marital status, and their addresses at the time of the birth. This type is often required for more complex legal processes, like residency applications or international citizenship claims.
Wallet Size Birth Certificate
For those with an older wallet-sized birth certificate, it’s important to note that this type cannot be used for apostille or authentication processes. These smaller certificates are no longer issued by any provincial office. If you have a wallet-sized certificate, you’ll need to apply for a birth certificate through an online service or submit a completed application for birth to your province’s vital statistics office.
If you need help confirming which type of birth certificate suits your needs or completing the application form, reach out to the appropriate government agency for support. They can assist with ensuring all supporting documents are attached to the application and that you meet the eligibility criteria to avoid delays or a certificate refused scenario.
Who Can Apply for a Birth Certificate?
Under the Vital Statistics Act, the following individuals may apply for a birth certificate:
- The person named on the birth certificate.
- A parent of the person named on the certificate, if the person is under 19 years of age or incapable.
- A custodial guardian, if the parent is incapable, and the person named on the certificate is under 19 or incapable.
- A person with written permission from an eligible applicant.
- An officer of a provincial or federal government agency in Canada, if the certificate is required for official purposes.
- Any other person who satisfies the registrar general that their request is made in good faith.
If you do not meet the eligibility criteria above but need a birth document for legal purposes—such as applying for federal programs like pensions or native status—you may qualify for a Declaration of Particulars Certificate.
How to Order a Birth Certificate
Ordering a Canadian birth certificate is straightforward if you follow the correct steps. Below is a step-by-step guide to help you through the process:
- Determine the Province of Registration
- Identify the province where the registration of birth occurred, as the process varies by location.
- For example, if the birth was registered in Ontario, you can use ServiceOntario, while the province of Manitoba has its own online certificate application website.
- Choose the Type of Birth Certificate
- Decide which type of certificate you need: a long form birth certificate (with parental information) or a certificate that does not display certain details like the sex designation.
- Note: The option to not display details does not change the validity of the certificate.
- Gather the Required Information and Documents
- You must provide the following:
- Details from the birth record, such as the date the birth was registered and the record of a birth.
- Any supporting documentation required, e.g., proof of identity or consent forms for special requests.
- For next of kin or an executor, you may need to provide court documents proving eligibility.
- You must provide the following:
- Complete the Application
- Fill out the online application or mail-in form completely and accurately.
- If applying for additional services, such as a legal change of name or certificates for marriage or death events, include the necessary details and documents.
- Pay the Required Fee
- You must pay the required fee using an accepted method:
- Online payments: Mastercard, Visa Debit, or Debit Mastercard.
- Mail-in payments: money order payable to the relevant government agency.
- You must pay the required fee using an accepted method:
- Submit the Application
- For online applications, submit the form via the online certificate application website of your province.
- For mail-in applications, ensure all required documents are attached and send it to the vital statistics branch of the appropriate province.
- Processing and Shipping
- Once your application is processed, the certificate will be sent via courier.
- The shipping time varies: expedited requests may be delivered by the next business day, while standard requests can take several weeks from the date submitted.
- Check for Eligibility and Refunds
- Applications are subject to review for eligibility, and refunds are not provided for completed applications.
- Double-check all information and documents to avoid delays or errors.
By following these steps, you can confidently request a birth certificate for various purposes, such as proving identity, managing legal matters, or handling events that have been registered.
How Long It Takes to Get a Birth Certificate
The time it takes to get a Canadian birth certificate depends on how and where you apply. Online applications are generally the fastest, with processing times ranging from 5 to 15 business days. For mail-in applications, you will need to complete the consent form, confirm what information is required, and include all necessary documents. These applications can take several weeks to process, especially in certain cases, such as when the birth registration can take longer to verify. Delivery options also affect timelines, with expedited services offering delivery as soon as the next business day, while standard shipping may take a few weeks. To avoid delays, ensure you pay the fee promptly and provide accurate information.
Requests for non-standard certificates, such as those that don’t display the sex designation or certificates for legal purposes like death or marriage certificates, may take additional time to process. These options, however, do not affect the validity of the certificate. Be aware that refunds are not allowed, so it is important to carefully prepare your application and submit all required documentation. Birth certificates are issued with advanced security features and are typically used as proof of identity, so taking the time to apply correctly ensures you receive your document without unnecessary delays.
How To Order a Birth Certificate Without Parental Information
If you don’t need parental details on your birth certificate, you can request a short-form birth certificate. This version contains essential information such as the name, date of birth, and place of birth of the individual. It is a practical option for many everyday uses, such as verifying age or identity for applications, and it is sufficient for most general identification purposes. When you apply for birth certificates, you have the option to request a birth certificate that excludes parental information, depending on your specific needs.
While the short-form birth certificate is valid for most purposes, some situations may require a long-form certificate that includes parental information. For example, legal processes like immigration applications or applying for marriage certificates for events may need the additional details provided in the long-form version. To avoid complications, ensure you submit accurate information and confirm the certificate type required for your specific purpose. Remember, no refunds are allowed once your application is processed, so carefully review your choice before submission to prevent unnecessary delays or issues.
How To Get a Birth Certificate for Someone Born Outside of Canada
If the person was born outside of Canada, you cannot order a Canadian birth certificate, as birth certificates are only issued for individuals whose births were registered within Canada. Instead, you may need to request an equivalent document from the country where the birth occurred. Each country has its own process for obtaining official birth records, and requirements may vary. For example, you may need to submit proof of identity or other supporting documents when applying.
If the document is needed for a specific purpose in Canada, such as applying for marriage certificates for events or legal processes, you might also need to have the foreign birth record authenticated or legalized for use in Canada. This process confirms the validity of the document and ensures it is accepted by Canadian authorities. Keep in mind that some applications offer an option to request a birth certificate or equivalent document with varying levels of detail, but the option does not change the document’s use for legal purposes. Always check the specific requirements for your situation e.g., government applications or immigration processes. Be aware that no refunds are allowed once an application is processed, so confirm all details before submitting your request.
Need Help Authenticating Documents Issued in Canada? Legalization Service Center Has You Covered!
With the Hague Apostille Convention taking effect in Canada on January 11, 2024, obtaining an apostille for Canadian documents is now essential for international recognition. The new process ensures that Canadian documents are authenticated and legalized for acceptance in countries that signed the Apostille Convention.
If you’re looking to apostille or authenticate documents in Canada, Legalization Service Centre is here to assist you every step of the way. We streamline the process, ensuring your documents are properly authenticated for international use.
Need help with document apostille/legalization/authentication/attestation — and/or criminal record check in Canada? Contact us via our form, call us at +1-613-501-0555 (WhatsApp available) or +1-800-857-1215 (toll-free), fax us via 1-844-786-2001, or text us at [email protected].