Certificate fees and timeframes
Fees and payment
All certificate applications are completed and paid for online at the time of the request. If you need help please ask family or friends to assist you in completing the online form.
The fees for certificate copies are per certificate and include one certificate, postage, and a search fee of up to five years. Additional copies of the same entry will incur the same fees.
Further searches of up to 10 years can be requested on the online application form. An additional non-refundable fee of £10 is payable for this service.
As payment needs to be taken before the form can be submitted, ensure you have your credit or debit card to hand when placing your online order. Your card must be registered with 3D Secure for payment to be successful.
Service timeframes
All services are subject to the entry being traced from the information you provide when applying, and that the event took place in Southampton City. If the information you provide is inaccurate or missing it may cause a delay to order, irrespective of which service you chose.
Please note the timeframes of each service:
Standard Service
Price: £12.50 per copy.
Certificates are issued and sent by 2nd Class post within a maximum of 15 working days. If you need your certificate by a certain date, we recommend that you use the Priority Service. There is no collection service available for the Standard Service.
Priority Service
Price: £38.50 per copy.
Certificates will be issued and ready for collection or posting out by the next working day. All application orders must be received by 3pm in order to have this service. There is no guaranteed timescale for delivery, so you need to allow extra time for your certificate to reach you.
You may choose to:
- Collect your order - At the Register Office, Monday to Friday only, not including bank holidays, between 10.30am-2.30pm. You will need to bring your ID and confirm details of the application when collecting
- Receive your order by post - Certificates will be posted out by 1st Class post, the next working day. For an additional £3.50 (UK deliveries only), you can tick the 'Signed For' option for a secure and tracked delivery (tracking numbers available on request). This does not mean that you will receive your certificate the next working day as you will need to allow extra time for the postal service to deliver this to you.
This Service is a higher fee for a quicker service. In all cases, the priority fee will be retained. This is because the service (search) you requested would have been provided.
Orders not collected after five workings days of the application will be placed in the 2nd Class post for delivery.
Check if we hold the relevant records
Please use the guides at the top of this page to check if we have the records you need a certificate for. If you are still unsure, please email registrars@southampton.gov.uk with the area that the event took place in and we will advise you.
Daily cut-off for applications
Online applications made after 3pm will be treated as being ordered on the next working day.
Overview of services
| Service | Standard Service | Priority Service |
|---|---|---|
| Price | £12.50 per copy | £38.50 per copy |
| Includes |
|
|
| Extra, 10-year search cost (non-refundable) | £10 per search | £10 per search |
| Postage options |
2nd Class, Signed For (add £3.50) Non-UK address – international post (tracked) £10.50 |
1st Class, 1st Class Signed For (add £3.50) Non-UK address – international post (tracked) £10.50 |
| Collection options | None | At the Register Office, Monday to Friday only, not including bank holidays, between 10.30am-2.30pm |
| Order processing time | Issued and sent within 15 working days | For orders received before 3pm, issued and sent within one working day |
| Postage times | Dependent on Royal Mail | Dependent on Royal Mail |
Collection, postage, and delivery times
Where and when to collect Priority Service certificates
Only Priority Service certificates have the option for a collection from the Register office. The collection point is: Reception, Ground Floor, 6a Bugle Street, Southampton, SO14 2AJ. This is only available Monday to Friday between 10.30am-2.30pm (not including bank holidays).
Orders received before 3pm will be available to collect the next working day at the times specified above. Orders received after 3pm will be available for collection after two working days at the times specified above. You will need to bring your ID and confirm details of the application when collecting.
Orders not collected after five workings days of the application will be placed in the 2nd Class post for delivery.
Our postage options
All certificates ordered with the Standard Service will be delivered by post.
Certificates are posted by Royal Mail 1st Class for the Priority Service and 2nd Class post for the Standard Service, for free. There is no guaranteed timescale for delivery, so please allow extra time for your certificate to reach you.
We also offer 'Signed For' (tracked) and international postage (tracked) at an additional cost. Use the Royal Mail compensation scheme for lost or damaged items.
If you choose not to use the ‘Signed For’ option, compensation from Royal Mail will not cover any losses. Refunds will not be issued if your certificate is lost in the post, or if the details on the certificate do not match what you expect.
Postage delivery times are outside of our control
Certificate delivery times by postal services can be subject to delays outside of our control. There is no guaranteed timescale for delivery, so please allow extra time for your certificate to reach you.
If you need your certificate by a certain date, we recommend that you use the Priority Service. Once the certificates leave this office, we cannot be held responsible for the time it takes to reach your address. For up-to-date information check with Royal Mail.
Disclaimer, terms and conditions
Southampton City Council will not be held liable for any loss, damage or expense as a result of postal delays or failure to provide certificates arising from circumstances beyond the Council's reasonable control.
Please read our full certificate ordering terms and conditions.
