Online form help

Choose the certificate or registration you would like to apply for on our online forms portal. 

Note: if you need help applying for a Change of Name certificate, Death Certificate or to register a Relationship or register a Change of Name, please use this help guide below. 

Before you can begin your application, you will be asked if the life event occurred in NSW (e.g. was the child born in NSW). 

If you answer no, you will receive a message with a link to registries in other Australian states and territories. You will need to apply to the Registry office in the state or territory where the event happened or was registered. 

Depending on the application, you may be asked additional eligibility questions. 

If you are registering a birth, you will be asked about your relationship to the child and will need to select either mother, father or parent.

You will also need to confirm each parent has three forms of valid ID. 

You will need to enter your email address twice. The second time is to ensure your email address is correct. The email address you enter will be used to contact you about your application.

You may be asked to click on a box with the text 'verify you are human' and 'Cloudflare'. This is a tool to check that you are a real human, and not a robot. 

If you do not click on this Cloudflare checkbox, you will see an error message and you will not be able to continue your application 

If you see an error message about a problem with Cloudflare, you will need to click the checkbox. 

After your email address has been entered, you will immediately receive an email with your Online Reference Number (ORN). 

If you get interrupted or need to pause the application before completing it, you can use the ORN and your email address to resume your application. 

Note: applications must be resumed within 14 days. After this time, the application will expire and you will need to start again.

As the person applying, you will need to provide some details. This must be done whether you are applying for your own life event, or on behalf of someone else. 

Note: if you do not complete the mandatory fields, you will not be able to continue your application, 

Certificate or registration information

If you are applying for your own life event, choose 'yes' when asked if you are the applicant. 

If you are applying for someone else, choose 'no'. You will then need to select your relationship to that person from a drop-down list. 

You may need additional supporting documents to apply on behalf of someone else. For example, a Letter of Authority, which grants permission to apply. 

If you are not eligible, the Registry will contact you to request further details or advise you that your application cannot be processed. You can view the eligibility requirements for each certificate or registration by visiting our products and services page. 

You will need to select the reason you are applying from the drop-down menu. 

Applicant details

As the person applying, you will need to provide your: 

• full name
• date or birth
• home address.

Contact number

Enter your Australian phone number in the field provided. If you do not have an Australian phone number, click the check box under the contact number field.

Home address

You can complete the home address section by entering the Australian street address into the address field. 

As you start typing an Australian address, it will appear in the drop-down list. Select the correct address from the list provided and the form will automatically fill in.

If your address does not appear or is incorrect, you can enter your address manually by selecting 'can't find address in the search? Enter address manually'. 

If you have an overseas address, select the country from the drop-down menu. A field box to manually enter your international address will appear. 

Then, select the 'continue' button.

If you are filling out a birth registration application, you will be asked to provide details including: 

• child's name
• details of the birth such as the child's status, sex, date and time of birth, and weight at birth
• if the child is of Aboriginal or Torres Strait Islander origin
• number of children born (e.g. twins or triplets). If more than one child was born, you will need to select the birth order and number of children from the drop-down menu. 

You will also need to provide the location of birth. If the child was born in a hospital, choose ‘yes’ and start typing the hospital name in the field provided. Choose the correct hospital when it appears.  

If the child was not born in a hospital, choose ‘no’. You will need to advise where the child was born, with as much detail as possible. You will need to enter the NSW address where the birth took place. If you are unable to find the correct address using the lookup field, you can manually enter this.

If your child was not born in a hospital, you will need to decide if you would like a baby bundle. Find out more information about baby bundles on the NSW Health website.

Click ‘continue’.

Next, you will be asked to provide details of the birth parent including their name, date of birth, occupation, place of birth, contact details such as an email address, home address for the majority of the pregnancy and the current home address.

If the home address for the majority of the pregnancy is the same as your current home address, you can click the checkbox that says ‘current address is the same as the address for the majority of the pregnancy’.  

Later in the application, you will have the option to record a second parent on the registration. If you choose to record a second parent, you will also need to fill out details for this parent. The contact details will need to be separate to the birth parent's (e.g. you will need to enter a different email address to the birth parent). 

Both parents will need to provide three valid identification documents for proof of identity.

As the person applying, you will need to provide three types of valid identification so we can verify your identity. Some documents can be verified digitally, while others need to be verified manually. Digital verification may mean your application is processed faster.

Please note: there are different proof of identity options for different applications. Please check the relevant certificate page at our products and services page.

Select three documents from the list provided. If you are unable to provide three from the list, click on the button ‘click to show more ID document options’.

If you have chosen documents that can be digitally verified, you will need to agree to allow your identity documents to be verified through the national Document Verification Service. 

Select the ‘continue’ button. You will not be able to proceed if you have not selected three identity documents.

A list of the documents you have selected will appear on the next page. To fill in details or upload attachments, you will need to click into each document.

Ensure you fill out the details for your three chosen identification documents.

Digital verification

If your chosen documents include items from the list below, some of your details will be auto populated from the 'about you’ page.  

These identity documents can be verified digitally by entering in the document details, so you may not need to provide images of them.

• Australian passport (either current, or expired within the last 3 years)
• Australian driver licence (includes Learner, Provisional and Full licences)
• Medicare card
• Australian birth certificate
• Australian citizenship certificate
• Centrelink card
• Australian visa (using your foreign passport) supported by foreign passport
• Immi Card
• Aviation Security identity Identification Card (ASIC)
• Maritime Security Identification Card (MSIC).

Click into each document. Fill out all the mandatory fields. You will not be able to proceed until this has been done.

You may also need to click the checkbox with the text ‘verify you are human’ and ‘Cloudflare’. This is a tool to ensure you are a human and not a robot. If you see this box and have not ticked it, you will not be able to proceed.

Click the ‘verify and continue’ button. If your document has been digitally verified, you will see a green ‘verified’ label next to the relevant item.

If the details entered cannot be verified or are incorrect, you will have two more attempts to enter the information.  

You may see a notice saying the document cannot be digitally verified. In this case, you can choose another document by clicking ‘select another document’  or choose to upload the document for manual verification by clicking ‘I want to upload this document’.

Manual verification

If your chosen documents include items in the list below, they will be manually verified. This means you will need to upload a scan or photocopy of your identification.

• New Zealand birth certificate
• New Zealand citizenship certificate and passport
• foreign passport
• proof of age card/photo ID card
• tertiary education or university identity card
• security/crowd control licence
• firearms licence
• Department of Veteran’ Affairs card.

You can also select one document from the list below that shows your full name and current residential address:

• utility bill (from last 3 months)
• rates notice (from last 3 months)
• lease agreement
• other supporting documents e.g. an overseas issued driver licence or identity card.

Uploading documents

To upload an identification document, click into the relevant document.

Ensure your files comply with the following:  

• are JPEG, PDF or TIFF files
• are a maximum file size of 4.5MB
• the file names contain only letters and/or numbers with no spaces, dashes or underscores (e.g. mypassport19.jpg).

Click the ‘select file’ button and search for the file you wish to attach. Select the file and click ‘open’. Select ‘submit’ when you are ready to submit the identification.

If you are completing a change of sex application, you may need to provide additional details such as:

• parent/s name
• parent/s date of birth
• sex assigned at your birth
• sex currently registered on your birth record
• new record of sex. 

You will now need to enter the details for the person appearing on the certificate or registration. This may be you, if you are applying for your own certificate or registration, or someone else, if you are applying on their behalf.

Depending on the certificate or registration, this can include details such as:  

• name  
• date of birth. If you don’t know the exact date of birth, you can enter a date range.
• partner’s name  
• partner’s date of birth
• details of the marriage (such as date, place or registration number). If you don’t know the exact date of marriage, you can enter a date range.

Note: if you do not complete the mandatory fields, you will not be able to continue your application.

Select the ‘continue’ button.

For certain applications, you will also need to provide parent details for the person whose certificate or registration it is.  

Select the ‘continue’ button. 

For birth registrations, you will need to provide details of the relationship between the two parents, including whether they are married and details of the marriage.

You will also be asked if the parents have any other children together. If yes, you will need to provide their details, such as name and date of birth.

You will be asked if either parent has other children who are not from this relationship. If yes, you will need to provide their details, such as name and date of birth.

You will still need to fill out this section even if you do not record a second parent on the birth registration.

Click ‘continue’.

Review all the information you have provided. Each parent will be required to click a checkbox declaring all information is correct and that you have read the privacy and disclosure of birth data and disclosure of information. 

Read through the statements and click the checkbox ‘I agree’ and submit your application. 

Once submitted, you can choose to purchase an official and/or a commemorative birth certificate.  

Here you can see the price of the official certificates and can choose to buy one by selecting ‘add to cart’.  

If you change your mind and wish to remove the certificate from your cart, you will need to press the minus button until the number goes down to zero.

If you do not wish to buy an official certificate, select the ‘continue’ button. 

Note: Commemorative certificates are decorative keepsakes and are not official proof of identity documents.

Depending on the application type, you may be able to purchase a commemorative certificate. If this is able to be ordered, you will see the price of commemorative certificates listed here.

If you wish to buy a commemorative certificate, select the ‘add to cart’ button under your chosen design.

If you wish to remove the certificate from your cart, you will need to press the minus button until the number goes down to zero.

If you wish to buy an NRL commemorative certificate, you can choose to enter your membership details.

Once you have made your decision, select the ‘continue’ button.

If you do not want to buy a commemorative certificate, click the ‘skip commemorative certificate selection’ button.

You will now need to enter your delivery details.

Choose whether you would like standard or priority processing. Please note, priority processing comes with added fees. You can check which applications have priority processing on our fees and processing times page.

Please note: priority processing is not available for certificates ordered when the birth is registered.

Adding a delivery address

Choose how you would like the certificate delivered to you. The options are: 

• your home address
• a different Australian address, or
• a different overseas address.  

If you select your home address, it will auto-populate from the information you have previously filled out.

If you choose the option of sending to a different Australian or overseas address, you will need to enter this.

Australian addresses can be added by typing the street address into the address field and selecting the correct address when it appears in the drop-down list.

If your address does not appear or is incorrect, you can enter your address manually by selecting ‘can’t find address in the search? Enter address manually’.  

If you selected an overseas address, select the country from the drop-down menu. Enter the address in the field provided.  

If you need to send a certificate to a passport office, Australian embassy or consulate, you may be able to select this as an option. You must provide the email address of the passport office, embassy or consulate.

You must also contact the passport office, embassy or consulate before a copy of the certificate can be sent. Please note, there is an additional fee.  

You can now review your order details to ensure they are correct.

If you have changed your mind about the certificates you have chosen, click the 'edit' button to make changes. .

Enter your payment details into the fields provided.

Review the terms and conditions and tick the ‘I agree’ checkbox.  

Once you are ready to order, select the ‘place order’ button. 

On the next page, you will see a digital receipt and summary of your order. 

You will also receive an email with your receipt.