How to order replacement GRO Certificates for apostille 

When preparing UK documents for use overseas, one of the most common issues is using the wrong type of certificate. If a document is not in an acceptable format, it will be rejected for apostille - causing delays in probate, immigration, or legal matters abroad.

In many cases, the solution is to obtain a replacement certificate from the General Register Office (GRO). Please note that the GRO only issues certificates for documents registered in England and Wales.

When you need a replacement certificate

You will need to order a new GRO-issued certified copy if your existing document is:

• Laminated (cannot be apostilled under any circumstances)
• Torn, damaged, or altered
• Faded or difficult to read
• An older version without modern security features

Foreign authorities - and the UK FCDO - require clear, original documents issued by an official registry. Anything outside of this will be rejected.

How to order a replacement GRO Certificate

Ordering a replacement is a straightforward process:

1. Apply via the official General Register Office (GRO) website
2. Select “certified copy” of the record
3. Choose between:
   • Standard service
   • Priority service
4. The certificate will be posted to your UK address

Apostille requirements you must know

Before proceeding with legalisation, it’s important to understand the rules:

• Only original GRO-issued certificates or official certified copies are accepted
• Solicitor-certified copies are NOT accepted for birth, death, or marriage certificates
• The document must be unaltered, clear, and in good condition

What happens after you receive the certificate

Once your replacement certificate arrives:

1. Submit it to the FCDO for apostille
2. If the destination country is not part of the Hague Convention, you may also need:
   • Embassy or consular legalisation

Handling this correctly ensures your document is recognised internationally without delays.

Information required to order a replacement certificate

If you are ordering on behalf of a client, the GRO will require specific details to locate the correct record.

For example, for a birth certificate, you will typically need:

• Year the birth was registered
• Surname at birth
• Forename(s)
• Date of birth (dd/mm/yyyy)
  (If unknown, an approximate year can be used for a wider search)
• Place of birth
• Father’s / Parent’s surname and forename(s)
• Mother’s maiden surname
• Mother’s surname at the time of birth
• Mother’s forename(s)

For civil partnership certificates, details may include:

• Surname and forenames of both civil partners
• Address at the time of formation
• Date and place of formation
• Parent details for both parties

Providing accurate information helps ensure the correct certificate is issued without delays.

We can order replacement GRO Certificates for you

If you do not have the time to deal with the GRO process or want to ensure everything is handled correctly, we can order replacement certificates on your behalf.

Our service includes:

• Checking the information required for the GRO search
• Ordering the correct certified copy
• Ensuring the document meets apostille requirements

We can also handle the apostille and any embassy legalisation once the certificate is issued, providing a complete end-to-end service for documents being used overseas.

Contact us on +44 (0) 204 630 6700 to arrange a replacement certificate and legalisation support.