Instructions for completing record updating forms

On February 1, 2006 the Registrar General's Department (RGD) introduced its Application Tracking System fully into operations. At this time the Agency discontinued the use of paper application forms for birth, deaths, marriages and adoption certificates. You may complete an application form for a birth, death or marriage certificte online by clicking here. Or you may visit any RGD office and have your application completed by a Registrar General’s Department customer service representative.

• Record Updating  

Correction of Error on Certificates

 CORRECTION OF ERROR


Click here to download and print a Correction of Error application form.

It is important to remember that not all errors may be amended by a correction of error. In instances when there is not enough evidence to support a correction a Deed Poll may be advised. 

When inspecting your certificate if you noticed an error on the document do not panic! Simply take the certificate to the Registrar General’s Department, where the birth records used to produce the certificate will be examined. These birth records are the original records that were signed at the time of registration.  The Registrar General’s Department inspects the records, if after that time it is noticed that the error made was clerical then the certificates would be corrected at no extra cost to you. 

In the case where the record reflects the error then this is treated as an error of fact, which means an error made at the time of registration. The RGD will then issue a letter to the customer advising of a correction of error. The letter is usually accompanied by a set a forms to effect the correction.

How to do a Correction of Error
Individuals carrying out a correction of error must first obtain a Correction of error application form. Click here for a copy of the from. The application form includes one (1) joint statutory declaration, which must be signed by two persons. The statutory declaration may be completed by the person whose name or particulars is being corrected, a parent or relative having knowledge of the birth and or anyone at least ten (10) years older having knowledge of the birth. Special arrangements can be made where this is not possible.

Please note that the declaration must be signed in the presence of a Justice of the Peace or a Notary Public. To complete the procedure you are required to present a baptismal or christening record, school record signed by current principal of first primary or preparatory school attended, list of mother’s children in order of birth, place and date of birth for each.   

The completed forms should be submitted to any of the ten Registrar General’s Offices where the forms will be checked. If the forms are completed correctly then the parents should pay the appropriate fees. They will then be given an appointment date for an interview at the Registrar General’s Department.

The Interview Process

In order for the procedure to be completed quickly and with ease you are advised to take along one of your declarants to the interview. You must also take along supporting documents such as; immunization cards, marriage certificates, birth record of the person whose particulars is being corrected and original baptismal record. Finally, give the interviewer as much information as possible that will help him or her to verify that an error of fact was indeed made. Remember the RGD is seeking evidence to make the change.

Addition of Father's Particulars/Status Application Form

Instructions for Completing the Addition of Father’s Particulars (Status) Application Form


These instructions explain the application process for adding  father’s particulars to a child’s birth record.

• Click here to download and print an Addition of Father's Particulars (Status) application form.

Please note you should complete the form only if you satisfy the following criteria:

• At the time of the birth both parents were not married
• The child’s mother and the child’s father are not currently married
• The child’s father was not present at the time the child was registered
• The father has consented to having his information added to the child’s birth record
• Enter the information requested into the appropriate spaces on the form. Please answer all questions
• Review the information you entered for accuracy.
• Take all printed pages along with the relevant processing fees to Registrar General’s Department.

Item 1: Mother’s Name: The full name of the mother whose child’s certificates is being requested.
Item 2: Mother’s Address: The current place of residence for the mother. This should be an address to which written correspondence from the Registrar General’s Department should be directed.
Item 3: Child’s Date of Birth: The date of birth of the child whose certificates are being requested
Item 4: Sex: Gender of the child whose certificates are being requested
Item 5: Child’s Name: The full name of the child whose birth certificates are being requested.
Item 6: Place of Birth: The name of the Hospital or Home address where the child was born. The address complete with district and parish should be stated here
Item 4: Birth Registration Number: An alpha numeric number given at the time of registering the birth. This number can be found on the top section of all copies of the birth certificate. If you do not have this number you should submit an Index Search Application prior to completing this form.
Item 5-12: Self Explanatory
Both pages of this application form must be signed in the presence of one of the following officials:
1.      Attorney-at-law
2.      Justice of the Peace
3.      Clerk of Courts
4.      Registered Medical Practitioner
5.      Minister of Religion
6.      Marriage Officer
7.      Midwife
8.      Principal or Headmaster of Defined Public Education Institution
If the mother or father is RESIDENT OUTSIDE OF JAMAICA, this document must be signed before a NOTARY PUBLIC, COMMISSIONER OF OATHS, or the equivalent official, who will also affixes his/her seal.

Late Registration Application Form

Instructions for Completing the Late Registration Application Form


These instructions explain the application process for registering a  child where the parents omitted to do so at birth and the child is older than 12 months.

1. Collect a Late Registration Application form from any office of the RGD. Please note you should complete the form only if you satisfy the following criteria:
1. You have documentary evidence that the child is older than one year and has not been registered.
2. You completed a Search at the Registrar General’s Department, and was told that, the Entry was not found so you should proceed by completing a Late Registration application form. (Click here for details on conducting a Form Search)
   
2. Enter the information requested into the appropriate spaces on the form. Please answer all questions.
3. Review the information you entered for accuracy.
4. Take the completed application along with the relevant processing fees to Registrar General’s Department. (Click here for RGD Locations).
   

Form 1/12: Gives instructions on how to complete the Late-registration application form.

Form 2/12: Is for internal RGD use and should not be completed by the applicant.


Form 3/12:  Is a regular Birth Application Form and should be completed by following the instructions given at Instructions for completing Birth Application Form.


Form 4/12: Is a questioner; the applicant is required to enter the information requested into the appropriate spaces on the form. All questions must be answered.

 Item 1: Name of Child: The full name of the child to be registered.

  Item 2: Date of Birth: The date of birth of the child to be registered.

  Item 3: Place of Birth: The place of birth of the child to be registered.

  Items 4, 4b & 5: Self Explanatory

  Item 6: Name of nearest Post Office: The name of the closest Post Office to the place of birth.

  Items 7, 8 & 9: Self Explanatory

  PARTICULARS OF MOTHER


  Item 10: Should be completed by filling in information that relates to the mother whose child is to be registered.  Items 11, 12, 13 &14: Self explanatory

  Item 15: Names of Grandparents: The full names of the grandparents of the child to be registered.

  Item 16: Give the full names and date of birth of the playmates of the child to be registered.

Form 6/12: Should be completed by the School Officials (Principal or Head Teacher) of the first school attended by the child to be registered. Please note that the School Stamp must be affixed to this form.

Forms 7/12, 8/12 and 9/12:  These are three declaration forms which are to be completed, one each by the following persons:

Mother: The mother (main declarant)  of the child to be registered. If the mother is deceased, the death certificate as proof of her death must be provided. If you are unable to locate the mother, this must be stated in writing and signed in the presence of a Justice of the Peace. This document must also be submitted with the application form.

 Father:  The father of the child to be registered. If he is absent a relative having knowledge of the birth can act  on his behalf. The relative must be at least ten (10) years older than the child to be registered.

Relative: An individual having knowledge of the birth, this individual must be ten (10) years older than the child to be registered.

ALL THREE DECLARATIONS MUST BE COMPLETED AND SIGNED IN THE PRECENSE OF A JUSTICE OF THE PEACE before the forms are returned to the Registrar General’s Department. Signatures should be less than six months old.

Section 1 page 9/12


Item 1: Date of Birth: The date of birth of the child to be registered

Item 2: Place of Birth: The place of birth of the child to be registered

Item 3: Individual’s Name: The full name of the child to be registered

Section 2 & 3 page 9/12: Self Explanatory

Form10/12: Should be completed by the Church Official (Minister or Person in Charge) of the Church or Place of Worship where the child to be registered was baptized or christened as an infant.

Form 11/12:  Certificate of Naming: Must be completed by the child’s parent or guardian to establish the Name the parents require on the record of the child to be registered.

Item 1: Declarant’s Name: The full name of the individual making the declaration (naming the child to be registered).

Item 2: Declarant’s Relation to child: Self Explanatory

Item 3: Date of Birth: The date of birth of the child to be registered.

Item 4: Place of Birth: The place of birth of the child to be registered.

Item 5: Mother’s Name: The full name of the mother whose child is to be registered.

CHILD TO BE NAMED

Christian: First name to be given to the child to be registered
Middle:     Second name to be given to the child to be registered
Surname: The family name to be given to the child to be registered.  


Form 12/12: List of all children born to Mother (List the names of the brothers and sisters born of the same mother of the child to be registered). Please note that each child’s own information (Date of Birth, Gender, Place of Birth, Birth Registration/Entry Number) should be entered beside his/her name.

Late Entry of Name

Instructions for Completing the Late Entry of Name Application Form


These instructions explain the application process for naming a child that is older than 12 months (one year old)

Click here to download and print a Late Entry of Name Application form.

1.  Download and print application form
   Please note you should complete the form only if you satisfy the following criteria:
• You applied for the child’s certificates and were told by a Registrar General’s Department representative that the child’s name was missing from the birth record. (Click here for instructions on applying for a Birth Certificate)
• You did not attend at the Local District Registrar (LDR) to name the child who was born in a hospital
2. Enter the information requested into the appropriate spaces on the form. Please answer all questions.
3. Review the information you entered for accuracy.
4. Take the completed form along with the relevant processing fees to Registrar General’s Department. (Click here for RGD Locations).
   
• Form 1/8: Gives instructions on how to complete the Late-Entry of Name application form.
• Form 2/8: Is for internal RGD use and should not be completed by the applicant.
• Form 3/8: A regular Birth Application Form and should be completed by following the instructions given at Instructions for completing Birth Application Form.
• Form 4/8: Should be completed by the School Officials (Principal or Head Teacher) of the first school attended by the child to be named. Please note that the School Stamp must be affixed to this form. 
• Forms 5/8: Is a Statutory declaration form which is to be completed by the mother(father or relative, if the mother is deceased) stating why the child’s name was not entered within twelve (12) months of birth and signed in the presence of a Justice of the Peace.
• Form 6/8:  Certificate of Naming: Must be completed by the child’s parent or guardian to establish a Name on the record of the child to be registered. 
• Item 1: Declarant’s Name: The full name of the individual making the declaration (naming the child to be registered).
• Item 2: Declarant’s Relation to child: Self Explanatory
• Item 3: Date of Birth: The date of birth of the child to be registered.
• Item 4: Place of Birth: The place of birth of the child to be registered.
• Item 5: Mother’s Name: The full name of the mother whose child is to be registered.
CHILD TO BE NAMED
• Christian: First name to be given to the child to be registered
  
• Middle:     Second name to be given to the child to be registered
  
• Surname: The family name to be given to the child to be registered.  
• Form 7/8: Should be completed by the Church Official (Minister or Person in Charge) of the Church or Place of Worship where the child to be registered was baptized or christened as an infant. 
• Form 8/8: List of all children born to Mother (List the names of the brothers and sisters of the child to be registered). Please note that each child’s own information (Date of Birth, Gender, Place of Birth, Birth Registration/Entry Number) should be entered beside his/her name.

Re-Registration Application Form

Instructions for Completing the Re-registration Application Form

These instructions explain the application process for re-registering a child.

Click here to download and print the Re-registration application form. 

The re-registration is granted to an individual whose parents were unmarried at the time of his/her birth and who are now married to each other. 

1. Download and print the Re-registration application form. Please note you should print the form only if the following criteria are satisfied.
1. The child was born to unmarried parents
2. Subsequent to the birth the parents are now married to each other.
2. Enter the information requested into the appropriate spaces on the form. Please answer all questions.
3. Review the information you entered for accuracy.
4. Take all printed pages along with a certified copy of the child’s birth certificate and a certified copy of the parents’ marriage certificate to Registrar General’s Department. (Click here for RGD Locations).
   
Note if you are unable to provide certified copies of the certificates requested above upon submitting the Re-registration application form you will be asked to pay the cost of producing these certificates in addition to the cost of processing the Re-registration. (Click here for pricing information)  

• Item 1: Child’s Name: The full name of the child to be re-registered.

• Item 2: Place of Birth: Place of birth of child to be re-registered

• Item 3: Date of Birth: The date of birth of the child to be re-registered

• Item 4: Birth Registration Number: An alpha numeric number given at the time of registering the birth. This number can be found on the top section of all copies of the birth certificate. If you do not have this number you should submit an Index Search Application prior to completing this form.
• Item 5: Sex: Gender of the child to be re-registered
• Item 6: Mother’s Name: The full name of the mother whose child is to be re-registered.
• Item 7: Mother’s Maiden Name: The mother’s surname before marriage
• Item 8: Father’s Name: The full name of the father whose child is to be re-registered.
• Item 9: Date of Marriage: The date of marriage of the couple whose certificates are being requested
• Item 10: Place of Marriage: Self explanatory
• Item 11: Marriage Officer’s Name: The name of the individual who performed the wedding.
• Item 12: Applicant’s Name: The full name of the individual completing the application form.
• Items 13: Street Address: The address to which written correspondence from the Registrar General’s Department should be directed. Please note that the certificates will be delivered by courier to this address therefore a post office box number is not a valid response.                                                                                              
• Item 14: Applicant’s Relation to child: Self Explanatory
• Item 15: Date of Application: The date that the application is submitted to the Registrar General’s Department.
• Item 16: Additional Re-registration: Should be completed if there are other children born to both parents and they too are to be re-registered. Please note that each child’s own information (Date of Birth, District of Birth, Parish of Birth and Birth Registration/Entry Number) should be entered beside his/her name.