Policy Scope
This policy applies to replacement certificates issued for birth, death and marriage registrations that have already been lawfully registered and for which a certificate has previously been issued. It does not create an entitlement to a free replacement certificate outside the circumstances listed below.
It should be read in conjunction with our Corrections and Fee Waiver policies.
When the Registry will issue a free replacement certificate
The Registry will issue a replacement certificate free of charge in the limited circumstances outlined below.
1. Certificate lost or damaged during postage
A free replacement certificate will be issued where a customer provides reasonable evidence demonstrating loss or damage during transit, including where:
- a certificate arrives damaged
- a certificate is officially declared lost by Australia Post
Applications for a free replacement certificate due to loss or damage during postage must be lodged within a reasonable period after the customer becomes aware of the loss or damage and while relevant postal evidence remains available.
Damaged certificates must be returned to the Registry by post or to a Service NSW Service Centre before a free replacement certificate will be issued.
2. Reissue following an approved correction
A free replacement certificate will be issued where a record and/or certificate is updated under the Corrections Policy, and the Registry determines the error was not caused by the applicant.
3. Reissue following an updated cause of death provided by the coroner
A free replacement certificate will be issued where:
- the coroner makes a finding and provides the updated cause of death information to the Registry to be added to the record; and
- the family or next of kin applies for a corrected certificate and provides a copy of the coroner’s letter confirming the finding.
4. Eligibility under the Fee Waiver Policy
This policy does not limit access to free certificates under the Fee Waiver Policy.
5. Circumstances where a certificate may not be replaced free of charge
In most other circumstances not listed above, a new certificate application and payment of the regulated fee is required, including where:
- a correction is required due to customer error
- a certificate is lost, damaged, altered or worn after it has been received by the customer
- a certificate is not accepted by another organisation
- a customer fails to collect a certificate from Australia Post
6. What this policy does not cover
This policy does not:
- set out how corrections are assessed or approved
- restate correction timeframes or evidentiary requirements
- determine eligibility for fee waivers
- replace or override any other Registry policy.