The Andhra Pradesh Registration of Births and Deaths Rules, 2025 came into force on 17 February 2026, replacing the 1999 Rules. Under these rules, every birth, death and stillbirth must be reported to the local Registrar within 21 days of the event. Registration within this period is free of charge.
This guide explains how to register a birth or death in Andhra Pradesh within 21 days, including the required documents, application process, certificate download, child name addition, error correction and application status tracking.
Who Can Report a Birth or Death in Andhra Pradesh?
The person responsible for notifying the authorities depends on where the birth or death took place.
| Place | Person Responsible for Reporting |
|---|---|
| At home | The head of the household, the nearest relative present, or the oldest adult present in the house. |
| Hospital or other medical institution | The Officer-in-Charge, Medical Superintendent, or administrator of the medical facility. |
| Jail or other specified institution | The officer in charge (for a prison, the Superintendent or Jailer). The report goes to the Registrar of the local area where the institution is located. |
| Birth or death in a moving vehicle | The person in charge of the vehicle must ensure that the information is given at the first place where the vehicle halts. |
| Death involving an inquest | The officer who conducts the inquest must give or arrange for the required information. |
Documents Needed for Birth, Death and Stillbirth Registration
Documents vary by event type and place. The Registrar may ask for the following lists:
1. Birth Registration: Supporting Documents
- Form 1 with the child's, parents' and birth-place details.
- Hospital discharge summary or birth intimation (for hospital births).
- Photo ID of both parents (such as Aadhaar, Passport, Voter ID, or photo ID card).
- Proof of parentage and address (e.g., Marriage Certificate, Ration Card, or utility bill).
- The informant’s mobile number.
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2. Death Registration: Supporting Documents
- Form No. 2, containing the details of the deceased, date and place of death, and informant.
- Medical Certificate of Cause of Death (MCCD), signed by the attending doctor: Form No. 4 for institutional deaths, or Form No. 4A for deaths where medical care was received outside an institution.
- Cremation or burial receipt.
- Identity document of the deceased, along with the photo ID of the informant or relative reporting the death.
3. Stillbirth Registration: Supporting Documents
- Form No. 3, containing particulars of the parents, date, and place of occurrence.
- Medical certificate or hospital summary confirming that the fetus completed at least 28 weeks of gestation.
- Photo ID and address proof of the parents (e.g., Voter ID, Passport, or official photo ID).
How to Register a Birth or Death Within 21 Days
Families can apply for birth or death events within the first 21 days using either online self-registration or in person at the local Secretariat:
1. Citizen Self-Registration
Use the Civil Registration System (CRS) portal to report events at home births and deaths and other non-hospital locations.
- Log in to the CRS portal through General Public Login using your registered mobile number.
- Select the appropriate event type and complete the relevant reporting form: Form No. 1 for birth, Form No. 2 for death, or Form No. 3 for stillbirth, as applicable.
- Enter the details and upload the required documents.
- After submission, the application is sent to the local Registrar for review.
- After approval, download the certificate from your CRS account.
2. Apply at Gram / Ward Secretariat
Visit the Gram or Ward Secretariat responsible for the place of occurrence. Staff can help submit the application online.
- The documents are identical to those listed above for births, deaths, and stillbirths.
- For home births or deaths, ask the local ANM or ASHA worker for a signed Field Verification Statement (though not legally mandatory), as it helps the Registrar confirm the event before approval.
Note: If a birth or death occurs in a major Government Hospital or Area Hospital in Andhra Pradesh, citizens do not need to apply at MeeSeva or a Village/Ward Secretariat. The hospital's authorised Medical Officer handles the initial reporting and registration of the event within the hospital. (alert-passed)
How to Download a Birth or Death Certificate in AP
The method for obtaining your certificate depends on how the event was registered.
| Certificate Name | Issued in Form Type |
|---|---|
| Birth Certificate | Form No. 5 |
| Death Certificate | Form No. 6 |
1. If You Applied Through CRS Self-Registration
Log in to CRS, open the relevant Birth or Death section, check the application status and download the certificate once it is approved.
2. If You Applied Through the Gram / Ward Secretariat
For Secretariat-assisted applications, contact the Panchayat Secretary, acting as the local Registrar, who can download and print the approved certificate through their official login. In urban areas, contact the responsible municipal authority or Ward Secretariat for assistance.
3. If the Event Occurred in a Government Hospital
For a hospital birth or death, contact the hospital's registration section to check the status and obtain the certificate.
Certificate Issuance Timeline
- The certificate is issued within 30 days of reporting.
- If it is not collected during that period, it is sent by post to the registered address within 15 days after the initial period expires.
How to Add a Child’s Name to a Birth Certificate
Many families register a birth within 21 days, before they have chosen a name for the baby. The parent or guardian can give the child's name to the Registrar within 12 months from the date of registration of the birth. The Registrar then enters the name in the existing birth register free of charge.
If 12 months have already passed, the child's name can still be added up to 15 years from the date the birth was registered with a ₹250 late fee.
If another authorised office holds the original birth register, the Registrar forwards your request to the officer responsible for updating it.
The procedure for forwarding the request depends on how the name is submitted by you:
- If you give the name orally, the Registrar records the information and prepares the report for forwarding to the officer specified by the State Government.
- If you give it in writing, the Registrar forwards the application to that officer for making the entry in the register.
Note: The 12 months are counted from the date the birth was registered, not the child's date of birth. (alert-passed)
Documents Needed for Name Addition
The parent or legal guardian should bring:
- Application Form for addition of name (available at the local Registrar's office or municipal portal).
- The original birth certificate without a name.
- ID Proof of Parents (Aadhaar Card, Voter ID, Passport, etc.).
- Proof of the child's name or identity, if the child is older (for example, a school ID, Aadhaar card, immunisation card, or an affidavit stating the child's name).
How to Correct Errors in a Birth or Death Certificate in AP
The correction procedure depends on the type of error.
Clerical or Formal Errors
For a typing error, spelling mistake or other clerical or formal error, the Registrar checks the original reporting form. If satisfied that a simple typing or writing error occurred, the Registrar corrects the entry.
Major Errors
Mistakes such as a wrong date of birth or death, wrong parent's name, or details belonging to another person are major errors. The applicant must provide strong evidence of the correct facts, along with a formal declaration signed by two credible people who know the facts, explaining the mistake and what is correct.
Entries with false information or documents
If an entry is made dishonestly or using fake documents, the Registrar cannot fix this alone. The Registrar must report the matter to the District Chief Registrar and wait for official instructions before correcting or cancelling the entry.
Documents Required for Correction
- Written application: clearly stating the error and the correct information.
- Original Birth or Death Certificate: The existing certificate with the discrepancy.
- Proof of True Facts: Official documents supporting the correct information (e.g., Aadhaar Card, Passport, Educational Certificates, Hospital Discharge Summary, or Marriage Certificate).
- Two-witness declaration: For major errors, provide a signed statement from two reliable witnesses, such as relatives or long-term neighbours, confirming the correct facts.
Birth and Death Certificate Correction Process
- If the register is still at the local office, the Registrar inspects the records, makes the correction, and sends an update report to the State Government or designated authority.
- If the register has moved to central archives, the Registrar requests the physical register back from the state repository, makes the verified correction, gets it countersigned by the designated State Officer, and returns the register.
- Once an entry is corrected or cancelled, the Registrar must send an official notice to the permanent address of the person who originally reported the event.
Who Is the Birth and Death Registrar in Andhra Pradesh?
The registration official varies by jurisdiction and by the type of institution where the occurrence took place.
| Area | Registrar |
|---|---|
| Gram Panchayat | Panchayat Secretary. Apply through the Village Secretariat. |
| Municipality, Municipal Corporation or Nagar Panchayat | Municipal Health Officer or Commissioner. Contact the Ward Secretariat or municipal office. |
| Government hospital | Hospital Superintendent, Resident Medical Officer or Medical Officer. |
| Private hospital | Not a Registrar. Reports to the Registrar of the area where it is located. |
| Township and railway hospitals (Visakhapatnam Steel Plant Hospital, or South Central Railway hospitals) | Medical Superintendent or Chief Medical Officer acts as the Institutional In-Charge / Sub-Registrar. |
Birth Registration Process for an Adopted Child in Andhra Pradesh
Form No. 1A is used to report the birth of an adopted child. This ensures the adoptive parents are legally recorded on the birth record and certificate.
Scenario A: Birth Already Registered
When a child’s birth was originally registered by biological parents or an institution at the time of birth:
- The adoptive parents submit Form No. 1A along with the legal adoption documents: either an Adoption Order from the District Magistrate or Court under the Juvenile Justice Act, or a Registered Adoption Deed under the Hindu Adoption and Maintenance Act (HAMA).
- The Registrar links the adoption order to the original birth entry.
A revised Birth Certificate (Form No. 5) is issued displaying:
- The child's new legal name (if changed).
- The Adoptive Parents' names in place of the biological parents.
- The original date of birth.
Scenario B: Child Found or Abandoned, or Birth Never Registered
If the child was taken from an adoption agency or an orphanage and the biological birth was never registered:
- Age Determination: The Chief Medical Officer of Health (CMOH) or medical authority ascertains the approximate age/date of birth.
- Magistrate Order: The District Magistrate approves the date of birth, place of occurrence (typically the agency’s location, or where the adoption deed was signed), and adoptive parents' particulars.
Form No. 1A acts as the primary reporting form submitted by the agency in-charge or adoptive parents to generate the first official Birth Certificate.
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Birth, Death and Related Registration Forms: Download List
Use the following forms to report births, deaths and stillbirths.
| Form No. | Purpose | Download |
|---|---|---|
| Form No. 1 | Reporting of Birth | Download Form 1 |
| Form No. 1A | Reporting of Birth of an Adopted Child | Download Form 1A |
| Form No. 2 | Reporting of Death | Download Form 2 |
| Form No. 3 | Reporting of Stillbirth | Download Form 3 |
How to Fill in Birth and Death Registration Forms
Before submitting Form 1, 2 or 3, check the following details.
- Name: Write the full name as [First Name] [Middle Name] [Last Name]. Abbreviations are strictly prohibited.
- Date: Use dd-mm-yyyy, for example 05-03-2026.
- Address: Provide the state, district, sub-district, village or town, locality, house number and PIN code, along with the ward number where applicable.
Legal and Statistical Parts of Birth and Death Registration Forms
The reporting forms contain two parts: a Legal Part for registration records and a Statistical Part for demographic and public-health data.
1. The Legal Part
- What it contains: Full names of the child or deceased, parents’ names, date and place of the event, registration number, and complete address.
- Purpose: It is used to generate an official Birth Certificate (Form 5) or Death Certificate (Form 6).
- How long it is kept: It is permanent and can never be destroyed.
The certificates issued from the legal record can be used for the following purposes:
- Birth certificate: Proves date of birth, place of birth and parentage. Use it for passport applications, school admissions, Aadhaar enrolment, and as proof of age for a driving licence or marriage registration.
- Death certificate: Proves the date, place and fact of death. Use it for life insurance claims, social pension, closing or transferring bank accounts, and property mutation and inheritance.
2. The Statistical Part
This part collects demographic, socio-economic and medical data that does not appear on certificates. Examples include:
- Parents' education and occupation
- Mother's age at marriage and at delivery
- Number of living children
- Type of delivery (normal, caesarean, etc.) and medical attendant type
- History of illness, underlying causes of death, or duration of pregnancy (gestation period)
Purpose: Government agencies use this data to track maternal and infant mortality, disease prevalence and fertility trends, and to plan health services and policy.
Processing: The Registrar detaches this part from the form and sends it to the Chief Registrar and the Office of the Registrar General of India (ORGI) by the 5th of each month.
Birth and Death Payment Methods and Applicable Fees
Payment is processed through integrated government payment gateways using UPI, Debit/Credit Cards, Net Banking, or counter receipts. Applicants do not need to submit Demand Drafts, write separate cheques, or manually split payments between departments.
The table below summarises the fees mentioned in this guide.
| Service | Fee |
|---|---|
| Registration within 21 days | Free |
| Name addition within 12 months | Free |
| Name addition after 12 months | ₹250 |
| Certificate | ₹50 |
| Search (first year) | ₹50 |
| Search (each additional year) | ₹25 |
How to Check Birth or Death Registration Status in Andhra Pradesh
Use the CRS citizen portal to check the status of an eligible application.
Step 1: Select the Event Type
Log in to the official CRS portal using your citizen login credentials. At the top of the dashboard, select the appropriate tile:
- Birth – to track a birth registration application.
- Death – to check the progress of a death registration report.
- StillBirth – to check stillbirth registration applications.
The page heading will change according to your selection, such as “Showing Birth events.”
Step 2: Open the Relevant CRS Dashboard Section
The CRS dashboard groups applications and services under separate buttons. The options shown depend on your login and application type.
| Dashboard Option | Purpose |
|---|---|
| Self Reported Applications | View citizen-submitted applications. |
| Draft Applications | Forms you started but haven’t submitted. |
| Rejected Applications | View rejected applications and available reasons. |
| Application for Verification | Applications waiting to be verified. |
| Search | Find existing registration records. |
| NAC Applications | View Non-Availability Certificate applications. |
| Search & Extract Receipts | Find and retrieve available payment receipts. |
Step 3: Check the Application Status
After opening the relevant section, examine the application table. The dashboard may display the following information:
- Application Ref No.: The unique reference number for the application.
- Type of Event: The type of birth or death event.
- Submitted By: The person or authority that submitted the application.
- Date of Reporting: The date the event was reported.
- Status: The current status shown in the system.
- Actions and Services: Available options for viewing the application or accessing related services.
Step 4: Obtain the Approved Certificate
After the Registrar approves, the certificate (Form 5 for birth, Form 6 for death) can be downloaded from your citizen login.
What to Do If Your Application Is Pending
If your application remains pending for a long time, contact the local Registrar and provide your application reference number.
Frequently Asked Questions
How to Register a Birth or Death Occurring in a Moving Vehicle
If a birth or death occurs in a moving vehicle travelling by land, air or water, the person in charge of the vehicle must ensure that the event is reported at the first place where the vehicle halts.
Examples of such vehicles include aircraft, boats, ships, railway carriages, motor cars, motorcycles, carts, tongas and rickshaws.
How to Register a Birth or Death in a Private Hospital
Private hospitals are not Registrars themselves. They report the event to the Registrar of the area where the hospital is located. That means the Municipal Health Officer (or Commissioner) if the hospital is in a town or city, or the Gram Panchayat Secretary if it is in a village.
What Is the Fee for additional search of either birth or death
Yes, searching for a birth or death entry is a paid service under the AP Registration of Births and Deaths Rules, 2025:
- First year searched: ₹50 for a single birth or death entry.
- Each additional year searched: ₹25 per year.
So if you aren’t sure of the exact year and the Registrar has to search across several years, the cost adds up. For example, a search covering 3 years would be ₹50 + ₹25 + ₹25 = ₹100.
This search fee is separate from the certificate fee. Once the entry is found, a birth or death certificate costs ₹50.
Conclusion
Timely registration of births and deaths in Andhra Pradesh remains free when reported within 21 days under the 2025 Rules. Use the CRS portal for self-registration or approach the local Gram/Ward Secretariat with the required forms and supporting documents. The institution itself handles hospital events.
Certificates become available once the Registrar approves the entry, and name additions or corrections follow the separate procedures outlined above. For any pending application, contact the local Registrar with the reference number.