Births and Deaths

1) Forms

Form 1 -is Birth Reporting Form ( Pink colour)

Form 2 - is - Death Reporting Form ( Yellow Colour)

Form 3- Is Still Birth Reporting Form (Blue Colour)

Form 4 - is - MCCD form for the death occurred in Hospitals

Form 4 A - is MCCD form for death occurred in houses. (MCCD - Medical Certificate of Cause of Death)

Form 5 - is - Birth certificate

Form 6 - is - Death certificate

Form 7 - is - Birth Summary Report

Form 8- is -Death Summary Report

Form 9- is - Still Birth Summary Report

Form 10 - is Non - Availability Certificate

2) Birth & Death Registrars

Corporation Birth & Death Registrar : The Commissioner

Additional Corporation Birth & Death Registrar :The Corporation Health Officer

Ward Birth & Death Registrar : Sanitary Inspector of Concerned ward

3) Birth Registration ( Section 8)

If Birth Occurs in Hospital

Hospital authority is the informer in this case & they will inform the occurrence of birth to the concerned area (hospital building -located area) Sanitary Inspector in form 1.

If Birth Occurs in Home

Head of the household (father / mother of new born baby) is the informer & they will submit the form 1 to their area Sanitary Inspector.

If Birth Occurs in Transit: (Moving vechicle)

Place of first halt is the registration area & that area Sanitary Inspector is the registrar.

4) Death Registration

If Death Occurs in Hospital ( section 10 (1)):

Hospital authority is the informer and they will inform in Form 2 to the concerned area (hospital building located area) Sanitary Inspector along with Form 4 .

If Death occurs in Home

Head of the house hold is the informer and they will intimate the occurrence of death to their area Sanitary Inspector in form 2 along with form 4A ( this 4A form should be obtained from the Doctor who last treated the deceased).

For accident, suicide, murder and other police investigation cases

Sub - Inspector of the area (in which the death occurred) is the informer and he will inform the death to the Sanitary Inspector in form 2 along with the F.I.R. & Post Mortem copy (from 4 / 4A not necessary)

5) Birth / Death Registration Period & Late Fee

( Section 13(1),(2) & (3)

From date of occurrence to 21 days :

  • No late fee.
  • Birth or Death will be registered at ward offices.

From 22nd day to 30th day / 31st day :

  • A late fee of Rs.100/-.
  • should be paid and registered at ward office

After 1 month to 365 days (1 year) :

  • A late fee of Rs.200/- should
    (from date of occurrence) be paid.
  • Registration done at ward office.

After 1 year, occurrence of events are registered only by an order of a Judicial Magistrate or a Metropolitan Magistrate with payment of Rs.500/- as late fee.

6) Birth & Death records custodian

(Rule 17, Section 30 (2) (K)

For current year and previous year Birth and Death custodians are Sanitary Inspectors.

For the years previous to the above Sanitary Inspectors must transfer the birth and death records to the Commissioner's office and the same is kept under the custody of Commissioner.

Birth & Death records are maintained by Sanitary Inspectors at their ward office for the years 2016 & 2017. The remaining previous year's records (ie 1871 to 2015) are stored at Corporation main office - Birth & Death record room.

7) Cause of death in the death certificate Section 17(1))

  • No disclosure shall be made of particulars regarding the cause of death as entered in the register.
  • For official purposes (i.e LIC, Accidents, etc.,) cause of death will be intimated in letter format only (not in certificate form) from department to department.
  • For medico-legal cases the cause of death will be recorded after chemical analysis report.

8) Birth Certificate for Adopted Children

(Register General of India Lr.2/3/2003/VS(CRS) Dated. 08.10.2004)

  • For school admission purpose, adoption itself is treated as birth certificate.
  • While issuing birth certificate , names of adoptive parents must be entered against the names of biological parents in the birth certificate (with proper magistrate order)

9) Child Name Registration (Rule 10 Section 14)

  • For new born baby, parents must apply in the letter to S.Is by indicating their child name in English & Tamil (State Official Language)
  • For school going children, school bonafide letter ( by indicating date of birth & student name ) is a must.
  • For those children completing their school education, TC Xerox or Mark Sheet Xerox is enough.
  • For non-school going children, more than 15 years age, notary affidavit in Rs.20/- stamp paper is enough along with name registration late fee Rs.200/-.
  • Late fee for child name registration :-
    • Within 1year - Nil
    • After 1 year - Rs.200/-

10) Spelling Correction in Name of Father or Mother in Birth Certificate.

(After one year from date of registration) Documents needed are:

  1. Prescribed application form
  2. Requisition letter from parents
  3. All previously obtained birth / death certificates in originals.
  4. Hospital correction letter (for institution deliveries)
  5. Notary Affidavit
  6. Letter from 2 credible persons.
  7. Evidence proof for name of father or mother (ie., education document or service records)
  8. Xerox copy of ration card.
  9. Xerox copy of another child's birth certificate (if any)

11) Spelling Correction of Child Name in Birth Certificates (After one year from date of registration)

Documents needed are :

  1. Prescribed application form
  2. Parent's requisition letter
  3. All previously obtained birth certificate's originals.
  4. Notary affidavit
  5. Letter from 2 credible persons.
  6. Evidence proof for name of child (ie. education document Xerox)

12) For entire name correction - contact

The Director of printing & stationeries, 110, Anna Salai, Chennai - 600 002. for obtaining Gazette Notification.