Birth Certificate Extract: Cost, How to Obtain & When Certified Translation is Required

A birth certificate extract, commonly called a birth certificate, is one of the fundamental official documents that accompanies us throughout our lives. It's essential for handling many formalities, both domestically and abroad. In this article, we'll explain exactly what a birth certificate extract is, what types exist, how much it costs to obtain, how long it's valid, and when its certified translation becomes necessary.

What is a birth certificate extract?

A birth certificate extract is an officially certified copy of data contained in the original birth certificate, which is stored in the civil registry. We distinguish several types of extracts that differ in the scope of information presented:

• Short birth certificate extract: Contains the most important, current data about the person the certificate concerns (including name, surname, date and place of birth, names and maiden names of parents).
• Full birth certificate extract: Constitutes a literal repetition of the entire content of the birth certificate from the time of its preparation, along with all subsequent changes and annotations (e.g., about name changes, marriage, divorce, death).
• Multilingual extract (so-called European): This is a form of short extract, prepared on a special, standardized form, intended for use in European Union countries and other states that are parties to relevant conventions. It facilitates document circulation abroad, often eliminating the need for additional translation in signatory countries.

How much does a birth certificate extract cost and when is it free?

Obtaining a birth certificate extract involves paying a stamp duty. According to the Stamp Duty Act, standard rates (may require verification as regulations change) are typically:

• 22 PLN for a short birth certificate extract (including multilingual extract).
• 33 PLN for a full birth certificate extract.

Important: The first short birth certificate extract issued directly after registering a child's birth is usually free.

There are also situations where you can obtain a birth certificate extract free of charge. Exemption from stamp duty applies to matters concerning:

• Obtaining an identity card or passport.
• Social benefits, social assistance, social insurance (ZUS, KRUS).
• Alimony.
• Guardianship, custody, adoption.
• Employment and work remuneration.

The complete catalog of exemptions is specified in the Stamp Duty Act (link to consolidated text, worth checking the latest version).

How and where to obtain a birth certificate extract?

A birth certificate extract can be obtained at any Civil Registry Office (USC) in Poland, regardless of where the certificate was originally prepared. Applications can be submitted in several ways:

• In person at USC: Usually the extract can be received "on the spot" or within a few business days.
• Electronically through ePUAP platform: Requires having a trusted profile or qualified signature.
• Traditional mail: Sending an application to the selected USC.

Waiting time for an extract may extend (up to about 10 business days) if the USC where we submit the application must obtain data from another office where the certificate is stored in paper form.

Who is authorized to obtain an extract?

Not everyone can obtain a birth certificate extract for any person. Those authorized to submit an application and collect the document are:

• The person the certificate concerns (if they are of legal age).
• Their spouse.
• Ascendants (parents, grandparents).
• Descendants (children, grandchildren).
• Siblings.
• Legal representative or guardian.
• Other persons who demonstrate legal interest (e.g., in court proceedings).
• Courts and public administration bodies.

How long is a birth certificate extract valid?

The birth certificate extract document itself has no formal expiration date – the data it contains is current as of the date of its issuance. However, in practice, many institutions and offices (both in Poland and abroad) require presenting an extract issued relatively recently, most often no older than 3 or 6 months. This is to ensure that the data is as current as possible and that no changes have occurred in the meantime (e.g., regarding surname, marital status) that could be noted in the certificate.

Tip: Before ordering an extract, always check with the institution where you'll be submitting it what their specific requirements are regarding document "freshness."

When is certified translation of birth certificate extract essential?

Certified translation of birth certificate extract is necessary when a Polish document is to be used for official purposes abroad, or when a foreign birth certificate is to be presented to Polish authorities. The most common situations are:

• Applying for citizenship or residence permit in another country.
• Getting married abroad (often translated birth certificates of both fiancés are required – more in the article about marriage abroad).
• Registering a child born in Poland with authorities of another country (e.g., when one parent is a foreign national).
• Starting education or work abroad, if the institution requires it.
• Inheritance or family matters of international character.
• Recognition of foreign birth certificate in Poland – in this case, the foreign certificate is translated into Polish.

Even if you have a multilingual birth certificate extract, some institutions (especially outside the EU or in more complicated matters) may still require full certified translation performed by an authorized translator in the given country or a sworn translator of the target language from Poland.

How to quickly and professionally order birth certificate extract translation online?

Translation of official documents, such as birth certificate extracts, must be precise and officially certified. Only a sworn translator has such qualifications, who with their stamp guarantees the translation's compliance with the presented document.

The Sworny.com platform is a modern and convenient solution that allows ordering certified translation of birth certificate extract online. We work with a network of experienced sworn translators of all popular European languages and more. The process is simple and fast:

1. Submit a clear scan or photo of your birth certificate extract.
2. In a short time, you'll receive a free, competitive quote from several translators.
3. Choose the offer that best meets your needs (price, deadline).
4. After acceptance, the translator begins work, and you'll receive the completed translation (electronic with qualified signature or traditional paper) within the agreed timeframe.