How to Obtain a Digital Birth Certificate: A Comprehensive Guide

Obtaining a birth certificate can be a big challenge, especially when you live abroad and want it urgently. Ages ago, it was more difficult because you have to visit your own country or embassy to apply for it physically. This is the case of non-residents.

Thankfully, the digital mission is launched wherein the government of India has initiated streamlining digital processes to get birth certificates. This post will help you to explore a step-by-step guide to obtain it online and other associated aspects. 

What is a Digital Birth Certificate?

If you have seen a hard copy of any birth certificate, it’s similar to it. The only difference is that it is a soft copy of your birth registration. Like a traditional paper-based certificate, it is worldwide acceptable. Its bearer can use it as a legal and official proof of his/her birth to leverage various schemes and purposes. Simply put, it can be helpful to apply for a passport, admission in the school, and government jobs or services.

Let’s figure out how you, being in foreign, can have a digital birth certificate.

Procedure for Obtaining a Digital Birth Certificate

Here is the process to obtain a digital birth certificate, which is split in steps that a non-resident of India or resident can follow.

Step 1. Visit the State’s Online Portal

India is divided into states and union territories. Each state has its own online portal where from an individual can apply for the birth proof. So, you need to visit that official website of your respective state government.

NRIs can click this link and sign up. This is a national portal to download the form.

Step 2.  Download the Form

Once you’re done with successful login, fill the complete birth reporting form. Write legal and statistical details to the best of your knowledge and belief.

The application form will provide you the space to fill in the registration number, date of birth, parents’ names, and other relevant information.

Step 3. Visit Embassy or Submit Online

As you’re finished the form-filling, take out its soft copy and forward it to the concerned Registrar onsite at the mentioned address. You can see the address on the bottom of the soft copy of your application form.

Alternatively, you can send it to the competent officer through the website of your regional municipal corporation. Always remember to attach the supporting documents for further verification.

Step 4.  Fee Structure

Then, you need to pay the application fee, which varies per state. So, confirm its fee structure from the inquiry counter. NRIs can inquire from the embassy office.

Step 5. Confirmation Email

As you successfully submit the application, a confirmation email can be seen in your inbox or registered email address. As in passport, the application will frequently receive the status of his/her application on email.

Step 6. Verification and Processing

The successful submission initializes verification and processing. In other words, the municipal authorities put efforts to confirm if the shared details via the birth application are true and authentic.

Step 7. Tracking Status

Later, the applicant can check his/her inbox to see if the competent authority has shared the update.  Visit the home page of the national portal and quote the reference number and check the status of the application.

Note: The applicant must report the birth to the concerned department and enclose supporting documents. These papers should read the date and place of its occurrence (even if it is abroad or any foreign country). The report should be shared within 21 days of its occurrence. This duration is stipulated time to register an event of the birth. 

Step 8. Download the Digital Birth Certificate

This is the final step, which goes on after receiving the verified proof of a birth. The applicant can see an email or SMS notification on the registered contact details. This message will have a link or URL. You just download it corresponding to the given instructions and witness your digital birth certificate. Finally, you should its safety, which can happen by securing it on your system as a backup copy.

Documents to Enclose for Birth Verification

You should check if these documents are with you. If not, you need to arrange them before applying.

  • Application Form : You can usually download it from the aforementioned website, which is a government website or portal.
  • Proof of Birth: This doc can be any hospital record from abroad or Indian place. None of the family member or CSC can report the birth to the registrar. The in-charge of institutions (hospitals) is a concerned person to do so. In villages, paramedical staff can create it.
  • Identity Proof of Parents: This can be the aadhaar cards, voter ID, or passport copies of applicant’s parents.
  • Residential Proof: Parents can share self-attested copy of any one of these: Voter Id card, electricity/gas/water/ telephone bill, passport, valid ration card, aadhaar card, running bank account etc.
  • Marriage Certificate of Parents: If applicable.

Type of Documents Required to Upload if It’s the Case of delayed Registration

If the delay is for >21 days and up to 30 days

  • Delayed Fee
  • Information given in prescribed proforma (i.e. Form1)

If the delay is >30 days and < 1 year

  • Information in prescribed proforma (i.e. Form1).
  • Non Availability Certificate (Form 10)
  • Delayed Fees
  • Affidavit/Declaration by informant
  • Permission from the competent authority

Delayed by more than 1 year

  • Information in prescribed proforma (i.e. Form 1).
    • Non Availability Certificate (Form 10)
    • Delayed Fees
    • Affidavit/Declaration by informant
    • Order from first class magistrate

Important Government Portal Links for Digital Birth Certificates

A few of the most sought-after government portal links that avail digital birth certificate are here to explore. These links can be useful for those who come from Delhi, Maharashtra, Karnataka, & Tamil Nadu.

Note: These links can be redirected or updated over time, as these are subject to change by the respective state governments. 

Registering the birth in every country is significant and legally mandatory. This registration involves recording the particulars indicating the date, time, place, and parents of the born individual. In the constitution, this registration is quoted as a fundamental civil right and also, a part of vital statistical systems that help individuals to claim legal identity and citizenship. Simply put, this is essential to have it for various legal, social, and administrative purposes.

In the context of India, the Registration of Births and Deaths Act, 1969, mandates the process of birth registration. In case you don’t have it, the person can be penalized. Let’s determine the penalty for the birth being unregistered.

Penalty for Unregistered Birth

As far as the penalty for not registering a birth can vary per the state or the jurisdiction or specific circumstances. Since it’s a legal requirement in almost all countries, an individual has to acquire his legal identity and citizenship through it. All in all, it’s vital. In case you don’t have it, you may have to face these penalties:

  • Legal Consequences

As aforementioned, some jurisdictions impose penalties, fines, or legal action against whose birth remains unregistered or his/her parents for failing to do so.

  • Difficulty in Obtaining Official Documents

If you don’t have your birth proof, challenges will surround you. You won’t be able to obtain some important documents, such as passports, driver’s licenses, or Aadhaar cards. It’s the case in India.

  • Access to Government Services

In this country, many schemes, services, and privileges from the government are linked with this document. The person won’t be able to obtain the benefit of these government services, including education and social welfare programs, if you don’t have any registered proof.

  • Citizenship and Identity

This document can help in discovering the citizenship and actual identity of an individual. Failing to do so may make it challenging to prove it. This can challenge his/her identification, especially when it comes to obtaining a passport or visa.

  • Rights and Protections

Legal protection helps an individual to claim his/her legal rights. On the flip side, unregistered births may not protect him/her legally. It means that he or she may be victimized to exploitation. It directly indicates that such people lack legal rights and protection rights in a country.

In essence, every individual should register his birth with the competent authority. Failing to do so can significantly make him/her vulnerable to exploitation or harassment. Indian constitution has clearly defined penalties and consequences, which may differ per state or local authority.  In order to avoid these concerns, it is suggested to make every birth recorded in the books of the government. One should follow the prescribed process and timeframe to go through it.


Obtaining a digital birth proof in India is easy. The need is to explore the government portal for registering it, which may differ per state. However, the process has already been defined in the post. You may follow it to get a copy of your birth registration online. In case you are stuck or feel unable to get through it, hire a consultant or legal matter expert who can guide you throughout the process.

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