Quick answer: A birth extract is an official copy of a Singapore birth record from ICA. It replaces a lost or damaged birth certificate. You apply online through ICA’s e-Service and pay S$40. ICA usually processes it within six working days. Since 27 March 2023, every birth extract is digital, so you download a PDF instead of collecting paper.
A birth extract helps when your old birth certificate is lost, torn or faded. This guide covers who can apply, the steps and the fees. It also explains the digital birth certificate and when you need translation.
A birth extract is a copy of your birth details taken from ICA’s register of births. ICA (the Immigration & Checkpoints Authority) keeps this register. It holds records of births in Singapore registered since 1872.
You use a birth extract in the same way as a birth certificate. It shows the same facts, such as your name, sex, date of birth and parents’ names.
Here is how the three types of birth papers compare:
| Document | Who gets it | Format |
|---|
| Physical birth certificate | Births registered before 29 May 2022 | Paper |
| Digital birth certificate | Births registered from 29 May 2022 | PDF with a QR code |
| Birth extract | Anyone eligible who needs a replacement copy | PDF (digital since 27 March 2023) |
Old paper certificates are still valid. ICA will not convert them into digital form.
ICA only lets certain people apply. They are:
- The birth certificate holder, if aged 21 or above.
- A parent of the holder.
- A legal guardian of the holder.
- A solicitor acting for one of the people above.
The person on the record must have been born in Singapore.
If someone else applies for you, they need an authorisation letter. It must show the full name and NRIC or passport number of both you and them.
The ICA birth extract application is fully online. Follow these steps:
- Go to ICA’s extracts e-Service at go.gov.sg/ica-extracts.
- Log in with Singpass or Corppass. Your details fill in by themselves.
- Choose “birth extract” as the product.
- Enter the holder’s name, sex, date of birth, and birth certificate or NRIC number.
- Pick your reason and relationship from the drop-down list.
- Upload any documents asked for. Each file must be 2MB or smaller.
- Check your details, tick the declaration and pay.
- Save a screenshot of the acknowledgement page.
What if you do not know the birth certificate number? Then you apply for a search of the birth record first. You need the holder’s name, sex, date or rough period of birth, and the mother’s name. Add the mother’s address at the time of birth if you have it.
Birth Extract Fees and Processing Time
ICA’s fees are fixed and cannot be refunded. Here they are:
| Item | Fee | Time |
|---|
| Birth extract | S$40 | Within 6 working days |
| Search of records from 1 Jan 1986 | S$40 for the search period | Within 3 weeks |
| Search of records before 1 Jan 1986 | S$50 for each month (or part of a month) searched | Within 3 weeks, sometimes longer |
After a successful search, ICA emails you. Then you pay the S$40 for the extract itself.
You can pay by Visa, MasterCard, American Express, internet direct debit or PayNow. PayNow works for Singpass users.
A common problem we see is people waiting until a week before a flight or a school deadline. Do you need the extract for an overseas office? Then plan for translation time too. Once your PDF arrives, birth record translators in Singapore can begin work on it.
The Digital Birth Certificate Since 2022
From 29 May 2022, ICA stopped printing paper birth certificates. Parents now register births online through LifeSG. They then download a digital birth certificate from ICA’s e-Service.
Key points about it:
- It is a PDF file, not a paper.
- It has a QR code. Offices scan it to check the details against ICA’s records.
- Parents can download it within 90 days from the date the birth was registered.
- You should save it on your own phone or computer and print copies when needed.
If a parent loses the file within those 90 days, they can download it again. After 90 days, ICA asks parents to email its birth registration team for help.
Most people only need a birth extract when the original is gone or damaged. Use this table to decide.
| Your situation | What to use |
|---|
| Born from 29 May 2022 and you have the PDF | Your digital birth certificate |
| Born from 29 May 2022, PDF lost after 90 days | Email ICA, or apply for a birth extract |
| Born before 29 May 2022 and you have the paper | Your physical certificate |
| Paper certificate lost, torn or faded | Apply for a birth extract |
Some offices ask for a paper copy that a lawyer has checked against the original. In that case, think about certifying copies of your birth extract before you post them.
Need Your Singapore Birth Record in Another Language for a Visa or School Abroad?
Many parents ask us this. The short answer is no.
A Singapore birth certificate or birth extract is already in English. ICA does not need a translation of a Singapore birth record. ICA’s PR checklist only asks for a birth certificate if the birth was not registered here. ICA already holds Singapore birth records.
It also does not need notarisation for ICA. Notarisation means a notary public, a senior lawyer, signs and seals a document to confirm it.
What does need translation for a PR file? Any document that is not in English. This includes a parent’s foreign birth certificate or an overseas marriage certificate. You can check ICA’s list of PR papers before you start.
Translation and Notarisation for Use Overseas
Things change when you use the extract outside Singapore. A foreign office may not read English. It may also want proof that the document is real.
Here is what overseas offices often ask for:
- A translation into their own language, such as Chinese, French or Japanese.
- An apostille from the Singapore Academy of Law (SAL). It confirms the document is a real Singapore public document.
- A notarised translation, where a notary confirms the translator’s statement.
Always ask the foreign office for its rules first. Is it a university in France or a visa office in China? Each one may want something different. Need it in their language? Then translating a birth extract for use abroad comes next.
Common Mistakes to Avoid
These are the problems we see most often:
- Wrong applicant. A holder under 21 cannot apply alone. A parent or guardian must apply.
- Missing the download window. You get the download link by email. Download the extract within 30 days and save it.
- Not checking handwritten names. Some older certificates had handwritten names. Check that the digital extract shows them correctly. If not, ask ICA.
- Testing the QR code too late. Print the extract and scan the QR code before you submit it anywhere.
- Self-translating. Many foreign offices reject home-made translations. Some want a translator’s statement checked by a notary. For them, arrange translations notarised for foreign offices from the start.
What Happens Next
Once you have the PDF, save it in two places. Then print it when an office asks for paper.
For use overseas, SAL needs a printout of the digital document. It does not print documents for you. SAL can legalise Singapore government documents, such as birth certificates, directly. Private papers, like a translation, must first be notarised by a Singapore notary public.
Do you want to skip the queues? Some families ask us to handle the apostille for a Singapore birth extract with the translation. Then all papers come back as one set.
Using a Birth Extract Abroad? Send It to Us for Translation and Notarisation Today
Frequently Asked Questions
What should I do if my child was born overseas?
ICA cannot issue a birth extract for that child, because it only keeps records of births in Singapore. Contact the birth registry in the country where your child was born. Is a parent a Singapore citizen? Then ICA asks for that foreign birth certificate in the child’s citizenship application.
How far back do ICA’s birth records go?
ICA’s register holds Singapore births registered since 1872. Searching older records costs more. For records before 1 January 1986, ICA charges S$50 for each month searched. So give the exact birth date if you can.
ICA has a “Verify Digital Birth Extract” e-Service. An office can use it to check the extract against ICA’s records. This is why a clean printout with a clear QR code matters.
Yes. ICA uses the same online extracts e-Service for birth and death extracts. You choose the product you need after you log in. Only eligible people can apply, so check ICA’s rules for death extracts first.
You can email ICA’s Registry of Births and Deaths at ICA_RBD@ica.gov.sg. Include your application number so they can find your case quickly.
Conclusion
A birth extract is the official way to replace a lost or damaged Singapore birth certificate. Apply online through ICA, pay S$40, and download your digital copy within 30 days. For births from 29 May 2022, the digital birth certificate already does the same job.
For Singapore offices and PR applications, your birth record does not need translation. For overseas use, check whether the office wants a translation, notarisation or an apostille. Then plan those steps early, so your papers are ready on time.
