Birth records for Wales are held centrally by the General Register Office (GRO), which covers both England and Wales under a single civil registration system dating back to 1837. Ordering a certificate online is the fastest and cheapest way to get one, and the whole process typically takes just a few minutes to set up. Here’s exactly how it works.
Register for a Free GRO Account
Before you can order anything, you need to create an account on the General Register Office website. This takes around 10 minutes, and you’ll need a debit or credit card ready, since payment is required to complete your order once you’ve filled in the certificate details.
Find Your GRO Index Reference First (If You Can)
Having a GRO index reference number when you submit your application makes the process faster and cheaper. If you don’t already have one, the GRO’s online ordering service will direct you to search their historical birth indexes to try to locate it — this covers birth records from 1837 to 1934, and from 1984 up to roughly two years ago. If you can’t locate a reference through this search, you can still apply, but you’ll pay an additional administration charge (currently £3.50) for GRO staff to search the records manually on your behalf.
Place Your Order Online
Once you’re registered and have your details ready, ordering itself is straightforward:
- Log into the GRO online ordering service
- Search for and select the correct birth record using your index reference, if you have one
- Choose your certificate format — standard paper certificate, or in some cases a PDF or digital image, depending on the record’s age and how it’s held
- Enter your payment details and submit
What It Costs and How Long It Takes
A standard birth certificate ordered online currently costs £12.50, with delivery around four days after you apply if you already have your GRO index reference. Without a reference, add the £3.50 search fee, and expect certificates to be sent around 15 working days after you apply. If you need it faster, a priority service is available for £38.50, which speeds up dispatch considerably compared to the standard timeline.
Ordering for a Passport Application
If you’re ordering a birth certificate specifically to support a UK passport application, the GRO can send the certificate directly to HM Passport Office (HMPO) rather than to you. You’ll need your passport application reference number — usually starting with “PEX” — along with the HMPO address provided during your passport application, to make sure it’s routed correctly.
Alternative Ways to Apply
If you’d rather not order online, or run into difficulty with the digital process, a few other options remain available:
- By telephone: Call the General Register Office directly at 0300 123 1837, Monday to Friday, 8am to 6pm
- By post: Complete a GRO certificate application form and mail it to General Register Office, PO Box 2, Southport, Merseyside, PR8 2JD
- Through your local register office: You can also request certificates directly from the local register office where the birth was originally registered, rather than going through the central GRO
A Few Situations Worth Knowing About
If a birth was registered overseas with the Foreign, Commonwealth and Development Office’s Overseas Registration Unit, you won’t be able to get a copy certificate through the standard GRO process — that requires a separate route through the FCDO. Scotland and Northern Ireland also maintain entirely separate civil registration systems from England and Wales, so if the birth in question took place there, you’ll need to apply to National Records of Scotland or the General Register Office Northern Ireland instead.
Official Contacts
General Register Office (GRO) – Order Certificates Online
Website: gov.uk/order-copy-birth-death-marriage-certificate
General Register Office – Telephone
0300 123 1837 (Textphone: 18001 0300 123 1837), Monday to Friday, 8am–6pm
General Register Office – Postal Applications
PO Box 2, Southport, Merseyside, PR8 2JD, United Kingdom
Join The Discussion
Have you ordered a birth certificate through the GRO recently, either for yourself or on behalf of a family member? Share how long it actually took for you, whether you had your index reference ready in advance, or any tips for tracking down an older record through the historical indexes. If you’re just starting the process, feel free to ask questions — there’s a good chance someone here has been through it and can help you avoid unnecessary delays.
