If you missed the 21-day deadline to register a birth or death in Andhra Pradesh, you can still obtain a Birth or Death Certificate through the delayed registration process.
Under the Andhra Pradesh Registration of Births and Deaths Rules, 2025 (in force from 17 February 2026), the late fee and approval process depend on the delay:
- 22–30 days: Apply through the local Registrar with a ₹25 late fee.
- 31 days to 1 year: Obtain written permission from the District Registrar or Statistical Officer and pay ₹250.
- After 1 year: Obtain an order from the District Magistrate, Sub-Divisional Magistrate, or RDO and pay ₹500.
You can apply for late registration of birth or death through your Grama/Ward Sachivalayam, the AP Seva Portal, or WhatsApp Governance.
Documents Required for Late Birth and Death Registration
Document requirements depend on the type of event and registration delay. Confirm the applicable list with your local Registrar before submitting your application.
1. Non-Availability Certificate (NAC)
When there is no existing record of the event in the local register, the applicant needs a Non-Availability Certificate for Birth or Death Registration (NAC). This certificate, issued in Form No. 10, confirms that the relevant birth or death entry could not be found in the records searched by the Registrar.
You can obtain this certificate from the local Registrar:
- Rural areas: Panchayat Secretary.
- Urban areas: Municipal Registrar or designated Health Officer.
2. Mandatory Forms for Late Registration
Every delayed registration application in Andhra Pradesh requires the following forms and documents:
- Application Form: Application for delayed registration of birth or death.
- Form No. 14: A Self-attested declaration containing the event details and reason for the delay.
- Form No. 10: Non-Availability Certificate (NAC) required to confirm non-registration.
3. Supporting proof of the event
Submit relevant records to confirm the date and place of birth or death. Depending on the case, the following documents may be considered:
| Purpose | Accepted documents |
|---|---|
| Proof of birth | Hospital discharge summary or institutional birth report. |
| Proof of age | SSC marks memo, School Leaving Certificate (TC) or school admission record. |
| Proof of death | Hospital death summary, Medical Certificate of Cause of Death (Form No. 4 or 4A), or burial/cremation ground receipt. |
| Identity and address verification | Ration Card, Aadhaar Card, or Voter ID of the applicant and both parents. Submit at least one document per person. |
4. Form 4 and Form 4A: Medical Evidence for Death Registration
Form No. 4 and Form No. 4A record the medical cause of death and are different from the death certificate (Form No. 6).
Who Receives Form 4 and Form 4A?
- Form No. 4 – Hospital deaths: The medical institution provides a copy of the certificate to the nearest relative of the deceased.
- Form No. 4A – Non-institutional deaths: The attending medical practitioner gives the certificate to the person responsible for reporting the death to the Registrar.
Note: The local Registrar enters the death in the register and forwards the certificates to the Chief Registrar or the officer the Chief Registrar specifies. Under Rule 17(3), that office keeps each certificate for at least 5 years. For older deaths, the family's own copy or the hospital's records may therefore be the only available source.(alert-success)
5. Documents Required in Special Circumstances
- Medico-Legal Death Cases: FIR copy, post-mortem report and police inquest report.
- Notarised Affidavit: Statement on non-judicial stamp paper declaring the exact date, time, and location of the event when direct institutional records are not available.
How to Apply for Late Birth or Death Registration in AP
You can submit a Delayed Birth Certificate Application or a Delayed Death Certificate Application through three government service channels:
Option A: Grama or Ward Sachivalayam (In-Person)
- Visit your local Sachivalayam and request the Late Registration of Birth and Death service under Revenue services.
- The Digital Assistant enters the applicant's details and uploads documents.
- Pay the fee for your delay period.
- Keep the acknowledgement receipt and application number.
Option B: Apply Online Through AP Seva Portal
- Log in to the official AP Seva Portal (Citizen Login).
- Go to Services > Revenue Services > Registration of Births and Deaths.
- Select the late-registration service for a birth or death and fill in the fields.
- Upload self-attested scanned documents and Form No. 14.
- Pay the late fee using the online gateway and save the acknowledgement.
Option C: Apply Through WhatsApp Governance
- Send 'Hi' to the official AP WhatsApp Governance number.
- Choose Citizen Services > Revenue Services, then Late Registration of Birth/Death.
- Enter the personal details and upload photos or PDFs of your documents.
- Pay the fee through the secure payment link in the chat. You will receive a service request ID.
Who Approves Late Birth and Death Registration in AP?
Responsibilities are divided among the following officials:
| Officer / Authority | Role in Late Registration |
|---|---|
| Village Revenue Officer (VRO) | Verifies the event at the stated address and confirms non-registration. |
| Revenue Inspector (RI) | Reviews the VRO’s inquiry report and supporting documents. |
| Tahsildar / MRO | Endorses the verified file and forwards it to the sanctioning authority. |
| District Registrar (DM&HO) or Statistical Officer | Gives written permission for registration after 30 days and within 1 year. |
| District Magistrate / Sub-Divisional Magistrate / RDO | Issues the Magisterial sanction proceedings after 1 year. |
How to Get Your Birth or Death Certificate After Approval
An approval order issued by the DM&HO or RDO does not give you the birth or death certificate. The Registrar must still enter the event in the CRS portal. This takes three steps:
Get the Approval Order
The Digital Assistant at your local Grama/Ward Sachivalayam can download the approved proceedings through the AP Seva portal and either hand it to you or forward it directly to the local Registrar.
Register the Event in the CRS Portal
Either the local Registrar or you (via the general public login on the official CRS Portal) enters the event details and uploads the approval order number, issuing authority and date. Pay the late fee (₹25, ₹250 or ₹500) through the payment option on the CRS portal. Keep the receipt.
Download the Birth or Death Certificate
- The entry goes to the District Medical & Health Officer (DM&HO) for final approval on the CRS portal.
- After approval, the official Birth Certificate (Form No. 5) or Death Certificate (Form No. 6) is generated with a digital signature and QR code. Check every name, date and place before you use it.
Department-wise Timeline for Late Registration
| Workflow Stage | Department / Authority | Estimated Timeline |
|---|---|---|
| Field Verification | VRO / Revenue Inspector (RI) | 7 / 10 Days |
| Endorsement | Tahsildar / MRO | 10 Days |
| Sanction Order Approval | DM&HO / RDO | 33 Days |
| CRS Digital Signing & Issuance | CRS / Competent Authority | 2–5 Days |
Late Birth and Death Registration Forms: Download and Purpose
The following forms are used for late registration and appeals.
| Form No. | Purpose | Download |
|---|---|---|
| General Form | Late birth or death application | Download Birth or Death form |
| Form No. 10 | Non-Availability Certificate | Download Form 10 |
| Form No. 14 | Self-attested declaration for delayed reporting after 30 days but within one year | Download Form 14 |
| Form No. 15 | Appeal form under Section 25A(1) | Download Form 15 |
How to Appeal Against Rejection of a Birth or Death Registration Application
Form No. 15 is the appeal form you file with a higher authority when a Registrar or District Registrar refuses your request or rules against you on a birth or death registration.
1. Who Is the Appellate Authority?
The appellate authority depends on which authority passed the original order.
| Decision Challenged | Appellate Authority |
|---|---|
| Registrar's action or order | District Registrar |
| District Registrar's action or order | Chief Registrar |
2. Key Deadlines
- Filing Period: Within 30 days from the date of the action or receipt of the order.
- Decision Period: The appellate authority must issue a decision within 90 days from the filing date.
Note: Applicants should not delay filing an appeal because the statutory period is limited.(alert-success)
3. Grounds for Appeal
An appeal may be filed against the following decisions:
- Refusal by the local Registrar to register a birth, death, or stillbirth.
- Rejection of a request to enter or update a child's name.
- Refusal to correct clerical errors, substantive mistakes (e.g., date of birth), or gender entries.
- An order denying permission for delayed registration (beyond 30 days or 1 year).
- Refusal to issue a Birth Certificate (Form 5), Death Certificate (Form 6), or Non-Availability Certificate (Form 10).
4. Form No. 15 Requirements
While preparing an appeal, provide the relevant particulars, including:
- Applicant Details: Full name, Aadhaar number, complete postal address, mobile number, email ID, and relationship to the person concerned.
- Details of the Rejected Order: The reference number, the date, the name of the officer who rejected your application, and a copy of the rejection letter.
- Grounds for Appeal: A statement explaining why the lower authority's decision is incorrect, supported by factual and legal reasons.
- Supporting Evidence: Documentary proof such as hospital records/discharge summaries, ID proofs, affidavits, or previous correspondence.
AP Late Birth and Death Registration Rules: 1999 vs. 2025
The 2025 Rules introduce higher late fees, revised approval requirements and greater digital integration compared with the 1999 Rules.
| Registration Period | A.P. Rules, 1999 | A.P. Rules, 2025 |
|---|---|---|
| Delayed Registration and Late Fees | ||
| Within 21 days | Free registration by local registrar | Free registration by local registrar |
| 22–30 days | Late fee: ₹2 Authority: Registrar | Late fee: ₹25 Authority: Local Registrar |
| 31 days to 1 year | Late fee: ₹5 Authority: Written permission of MRO (Rural) / Registrar (Urban). | Late fee: ₹250 Authority: Written permission of District Registrar or Statistical Officer, Office of District Registrar. |
| After 1 year | Late fee: ₹10 Authority: Order of First Class Magistrate / RDO. | Late fee: ₹500 Authority: Order of District Magistrate, Sub-Divisional Magistrate, or authorized Executive Magistrate (not below RDO). |
| Documentation and Institutional Integration | ||
| Medical Cause of Death | Form 4/4A issued manually by attending doctors. Retention unspecified. | Form No. 4 (Institutional) & Form No. 4A (Non-Institutional). Mandatory retention for at least 5 years. |
| Hospital Reporting | Manual reporting to local municipal/rural registrars. | Direct online intimation by Hospital Authorized Medical Officer. Citizens do not need MeeSeva/Secretariat visit for hospital births/deaths. |
| Delayed Registration Proof | Affidavits / physical inquiries by local Revenue officials. | Mandatory self-attested document submission electronically. |
| Record Digitalization | Physical register maintenance; manual search extracts. | Digital register integrated with national databases; online self-service citizen login (CRS Portal). |
Frequently Asked Questions
Can I register a birth that occurred 30 or 40 years ago?
Yes. You can register a birth that occurred decades ago through the delayed registration process. You must establish the event details and obtain the required NAC and supporting evidence accepted by the competent authority.
Are Form 4 and Form 4A required for late death registration?
No. Rule 9 does not expressly require Form 4 or Form 4A in every delayed death registration application. If the family has retained the medical certificate issued at the time of death, they can submit it as supporting evidence when the competent authority (the District Registrar, Statistical Officer, or Magistrate, depending on the delay) asks for it.
Note: If the family has lost the certificate, the applicant can ask the hospital or the attending medical practitioner for a duplicate or other medical records. If no medical record is available, the applicant should ask the local Registrar which alternative evidence is acceptable.(alert-success)
Final Takeaway
Before applying, check how long ago the birth or death occurred and identify the applicable fee and approval authority. Submit the application with the required documents through an official service channel. After obtaining approval, ensure the event is entered in the CRS portal and download the digitally signed certificate.