Birth, Death, Marriage, and Divorce Registration Guidebook for Islamabad Capital Territory

This booklet is for public awareness. The original legal status will be obtained from the relevant laws, government records, powers of the competent authority, and judicial decisions.

Important

Public Awareness Booklet on the Procedure for Birth and Death Registration in Islamabad

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Clarification:

This booklet has been prepared for public awareness and guidance. Its purpose is to inform citizens about the legal procedure for registration of births, deaths, marriages, and divorces in Islamabad Capital Territory, the responsibilities of relevant departments, and the rights of citizens.

This booklet is based entirely on the Islamabad Capital Territory Local Government (Registration of Births, Deaths, Marriages and Divorces) Rules, 2017. Nothing has been included in it that is not present in the aforementioned rules.

Authority, Procedure, Legal Requirements:

In case of any conflict, ambiguity, or legal dispute, the decision of the concerned government authority shall be final. The original Gazette Notification, the original Rules, and the competent court shall be considered final.

Reference: Rule 1, Rule 2

Table of Contents

• Part One — Introduction
• Part Two — What is the Civil Registration System?
• Part Three — Important Terms and Definitions
• Part Four — Union Council and Registration System
• Part Five — Role of the Chairman Union Council
• Part Six — Functions of the Registrar
• Part Seven — Role of NADRA
• Part Eight — Birth Registration
• Part Nine — Death Registration
• Part Ten — Marriage Registration
• Part Eleven — Divorce Registration
• Part Twelve — Common Legal Requirements for All Registrations
• Part Thirteen — Registrar's Verification, Certification, and Registration Process
• Part Fourteen — Registrar's Supervision and Administrative Matters
• Part Fifteen — Record Protection and Preservation
• Part Sixteen — Certificate and Proof of Registration

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• Part Seventeen — Monthly Reports and Statistical Information
• Part Eighteen — Register Search, Inspection, and Certified Copies
• Part Nineteen — Events Occurring Outside Local Limits
• Part Twenty — Correction in Registration
• Part Twenty-One — Role of the District Committee
• Part Twenty-Two — Late Registration
• Part Twenty-Three — Detailed Cases of Late Registration
• Part Twenty-Four — Government Inspection and Audit
• Part Twenty-Five — Practical Guidance for Citizens
• Part Twenty-Six — Why do Citizens Face Difficulties?
• Part Twenty-Seven — Frequently Asked Questions
• Part Twenty-Eight — Glossary of Terms
• Part Twenty-Nine — Important Legal Points at a Glance
• Part Thirty — Step-by-Step Checklist for Citizens
• Part Thirty-One — Summary of Forms
• Part Thirty-Two — Required Documents and Conditions

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Part One

Introduction

Birth, death, marriage, and divorce are fundamental events in human life. The correct registration of these events is important not only for the individuals and families concerned but also for the government to maintain accurate records, family information, and statistical data.

In Islamabad Capital Territory, the system for registration of these events has been established under the Islamabad Capital Territory Local Government (Registration of Births, Deaths, Marriages and Divorces) Rules, 2017. According to these rules, the Union Council registers events occurring within its jurisdiction and maintains their permanent records. These records can later be used for official, administrative, legal, and statistical purposes.

Reference: Rule 3, Rule 4, Rule 19

Part Two

What is the Civil Registration System?

The civil registration system is a legal arrangement through which records are kept on:

• How many children were born;
• How many individuals died;
• How many marriages took place;
• How many divorces occurred.

This information is not only for official statistics but is also important for the protection of citizens' rights. For example:

• Birth registration can serve as official proof of a child's existence and family relationships.
• Death registration provides an official record of the deceased's death.
• Marriage registration serves as proof of marital relationship.
• Divorce registration creates an official record of the termination of a marital relationship.

For this reason, the rules impose a responsibility on citizens to report the relevant event to the Union Council within the prescribed period.

Reference: Rule 5, Rule 9

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Part Three

Important Terms and Definitions

Union Council

The Union Council is the local government body responsible for the registration of births, deaths, marriages, and divorces in its area.

Reference: Rule 2(1)(b)

Registrar

The Registrar is the officer who performs registration matters. According to the rules, the Secretary of the concerned Union Council is appointed as Registrar after written approval from the Chairman.

Reference: Rule 2(1)(o), Rule 3(3)

Informant

The person who informs the Registrar about a birth, death, marriage, or divorce.

Reference: Rule 2(1)(i)

Event

In the rules, "event" refers to the following matters:

• Birth;
• Death;
• Marriage;
• Divorce.

Reference: Rule 2(1)(l)

Ordinary Residence

The place where a person usually resides.

Reference: Rule 2(1)(v)

Stillbirth

A child who has spent at least twenty-six weeks in the mother's womb but shows no sign of life after complete birth.

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Reference: Rule 2(1)(r)

Immediate Cause of Death

The final disease or condition that resulted in death.

Reference: Rule 2(1)(h)

Underlying Cause of Death

The disease, injury, accident, or circumstances that initiated the chain of events leading to death.

Reference: Rule 2(1)(t)

Part Four

Union Council and Registration System

The Union Council establishes a registration office in its office. This office is the primary center for the registration of births, deaths, marriages, and divorces.

Reference: Rule 3(1)

The following records are kept in the registration office:

• Birth registers;
• Death registers;
• Marriage registers;
• Divorce registers;
• Copies of issued certificates;
• Related registration records.

Reference: Rule 3(2)

Part Five

Role of the Chairman Union Council

Under the rules, the Chairman Union Council plays an important supervisory role.

Chairman:

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• Appoints the Registrar;
• Supervises the registration office;
• Oversees the general maintenance of records;
• Certifies registration in some matters;
• Can order an inquiry through a committee in suspicious matters;
• Makes decisions in matters of late registration;
• Can refer correction matters to the Deputy Commissioner;
• Can also change the Registrar.

Reference: Rule 3(3), Rule 12, Rule 14, Rule 22, Rule 23

Part Six

Functions of the Registrar

The Registrar is the backbone of the entire registration system and is an administrative officer.

His basic functions are as follows:

• Receiving information;
• Verifying information;
• Completing incomplete information;
• Registering in the relevant register;
• Issuing certificates;
• Compiling monthly reports;
• Preserving records;
• Issuing certified copies;
• Registering corrections.

Reference: Rule 11, Rule 18, Rule 19, Rule 20, Rule 22

Part Seven

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Role of NADRA

In the rules, NADRA is defined as the National Database and Registration Authority.

It is clear from the rules that:

• The original registration takes place in the Union Council's register;
• The Registrar can send certain reports to the government according to NADRA's instructions;
• A computerized birth certificate can be issued through NADRA;
• A prescribed fee can be charged for such certificates.

Therefore, the roles of the Union Council and NADRA are different under the rules.

Reference: Rule 2(1)(k), Rule 18(2), Rule 19

Part Eight

Birth Registration

Who can report a birth?

According to the rules, the following individuals can report a birth:

1. Father or Mother;
2. Any relative in the absence of parents;
3. Any person present at the time of birth;
4. The person in charge of the place where the child was born;
5. Attending doctor;
6. The person having custody of the child;
7. Any government official in their absence.

Reference: Rule 5(1)

What information will be included in the birth report?

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• Date of birth;
• Sex of the child;
• Name of the father;
• Name of the mother;
• Name of the grandfather;
• Place of birth;
• Father's occupation;
• Father's religion;
• Father's nationality;
• Father's residence;
• Name of the informant;
• Date of report;
• Name of the child.

Reference: Rule 5(2)

What if the child's name has not yet been given?

If the child's name has not been decided at the time of reporting the birth, the name must be reported to the Registrar within three months of birth.

Reference: Rule 5(3)

When should a birth be reported?

A birth should be reported on Form A-m within thirty days.

Reference: Rule 9(1)(a)

Part Nine

Death Registration

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Death registration establishes an official record of a person's death. This registration is important not only for official statistics but also holds fundamental importance in various legal, administrative, and family matters in the future.

According to the rules, a death or stillbirth must be reported to the Registrar in the prescribed manner so that it can be entered in the relevant register.

Reference: Rule 6, Rule 9

Who can report a death?

In the rules, the following individuals are prescribed for reporting a death:

1. Any relative of the deceased who has knowledge of the necessary information;
2. Any person present at the time of death;
3. The person in charge of the house, building, or place where the death occurred;
4. The person who provided care to the deceased during their last illness;
5. Any person who witnessed the death;
6. In case of unknown identity, the person responsible for the burial or last rites;
7. Any government official in the absence of all the aforementioned individuals.

Reference: Rule 6(1)

What information is recorded in a death report?

Death information is not only to state that a person has died, but according to the rules, several details are required to be recorded:

• Date of death;
• Name of the deceased;
• Name of the father;
• If the deceased is a married woman, name of the husband;
• Sex;
• Age;

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• Religion;
• Place of death;
• Cause of death;
• Name of the informant;
• Date of report.

Reference: Rule 6(2)

Importance of Cause of Death

In the rules, special importance is given to the cause of death. Therefore, the rules contain separate definitions for immediate cause of death and underlying cause of death.

This information can later help in compiling statistics related to public health, disease trends, accidents, and other public matters.

Reference: Rule 2(1)(h), Rule 2(1)(t), Rule 6(2)(h)

When should a death be reported?

According to the rules, a death must be reported without delay and in no case later than thirty days of the event. Death information is given on Form B-m.

Reference: Rule 9(1)(b)

General Procedure for Death Registration

1. The authorized informant contacts the registration office of the concerned Union Council.
2. Fills in the required information on Form B-m.
3. Appears in person before the Registrar.
4. Presents their original National Identity Card.
5. Signs or provides a thumb impression in the register.
6. The Registrar verifies the information.
7. Upon completion of information, the entry is recorded in the register.
8. A certificate can be issued as per requirement.

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Reference: Rule 9, Rule 10, Rule 11, Rule 18

Part Ten

Marriage Registration

Marriage registration establishes an official record of a marital relationship. In the rules, specific information, authorized informants, and relevant forms are prescribed for marriage registration.

Reference: Rule 7, Rule 9

Who can report a marriage?

1. Marriage Registrar;
2. The groom himself;
3. Father or mother of the groom or bride.

Reference: Rule 7(1)

What information will be included in the marriage report?

• The Union and District where the marriage took place;
• Names of the groom and bride;
• Names of parents;
• Age;
• Sex;
• Address;
• Current marital status;
• Previous marital status, if any;
• National Identity Card numbers of the groom and bride;
• Conditions recorded in the Nikah Nama;
• Dower (Mahr) and its details;
• Date of marriage;
• Date of registration.

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Reference: Rule 7(2)

Which form is used for marriage registration?

Marriage information is given on Form C-m. Along with this, a certified copy of the Nikah Nama issued under the Marriage Law is attached.

Reference: Rule 9(1)(c)

Where is a marriage registered?

The rules are very clear on this matter. A marriage will only be registered in the Union Council where the marriage actually took place. This principle also applies if the ordinary residence of the husband and wife is in another Union Council.

However, the marriage information will also be sent to the Union Council of ordinary residence.

Reference: Rule 4(2)

Importance of Marriage Registration

• An official record of the marital relationship is established;
• The entry is preserved in the Union Council's register;
• A certified copy can be obtained in the future;
• Marriage registration is included in monthly statistical reports.

Reference: Rule 4, Rule 19, Rule 20

Part Eleven

Divorce Registration

Divorce registration establishes an official record related to the termination of a marital relationship. In the rules, authorized informants and required information for divorce registration are clarified.

Reference: Rule 8

Who can report a divorce?

1. Former husband or wife;
2. Their parents, if authorized in writing;
3. Chairman of the Union Council or Chairman of the Conciliation Council, if conciliation fails;

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4. The person who obtained a judicial decision in case of termination of marriage through court.

Reference: Rule 8(1)

What information will be included in the divorce report?

• Names of the parties;
• Names of parents;
• Addresses;
• National Identity Card numbers;
• Date of marriage;
• Place of marriage;
• Details of children, if any;
• Date of divorce declaration;
• Place of divorce;
• Name of the court, if marriage terminated through court;
• Date of judicial decision or decree;
• Copy of the decision or decree;
• Date of divorce becoming effective.

Reference: Rule 8(2)

Which form is used for divorce registration?

Divorce information is given on Form D-m.

Reference: Rule 9(1)(d)

When should a divorce be reported?

According to the rules, divorce information should also be given within thirty days of the event.

Reference: Rule 9(1)

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Part Twelve

Common Legal Requirements for All Registrations

Regarding the registration of births, deaths, marriages, and divorces, certain fundamental principles apply equally to all four types of registrations.

Personal Presence is Required

According to the rules, the informant must appear in person before the Registrar. A mere verbal message, informal information, or information through a third party is not sufficient.

Reference: Rule 9(2)

Birth and Death Information Must Be in Writing

Information related to birth and death will be given in written form.

Reference: Rule 9(3)

Signatures on the Register are Required

The informant will sign the register or, where applicable, provide a thumb impression.

Reference: Rule 9(4), Rule 2(1)(s)

Original National Identity Card Must Be Presented

When the Registrar records the entry, the informant must present their original National Identity Card.

• The Registrar will: Record the ID card number;
• Preserve a copy of the ID card;
• Obtain the signature in their presence.

Reference: Rule 10(1)

Registration is Incomplete Without Signature

This is an extremely important condition of the rules. If the informant does not sign the register, the event will not be considered legally registered.

Reference: Rule 10(2)

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Part Thirteen

Registrar's Verification, Certification, and Registration Process

Under the rules, the Registrar is not merely an officer who receives information but plays an important legal role in the registration process. Therefore, the rules impose a responsibility on the Registrar to verify the received information and ensure that the information recorded in the register is as accurate and complete as possible.

Reference: Rule 11, Rule 12

When an authorized person reports a birth, death, marriage, or divorce, the Registrar receives the report, reviews it, verifies the information, and if any necessary information is missing, obtains it, and then records the entry in the relevant register.

Reference: Rule 11(1)

According to the rules, the Registrar will immediately acknowledge receipt of the report that has been received by the registration office. The purpose of this is to inform the citizen that their information has been received.

Reference: Rule 11(2)

According to the rules, the process of receiving information and recording it in the register will be carried out without delay.

Reference: Rule 11(2)

If the Registrar has reasonable doubt about any information being incorrect or containing false information, they are not bound to register it immediately. In such a situation, they can withhold registration and await the report of the committee established by the Chairman of the concerned Union Council.

Reference: Rule 12

Part Fourteen

Registrar's Supervision and Administrative Matters

The registration system does not only consist of the Registrar, but the rules also provide for various administrative arrangements for its supervision and management.

Reference: Rule 14

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According to the rules, the Chairman Union Council supervises the Registrar, the registration office, and the entire registration record.

Reference: Rule 14(1)

If the Chairman has valid reasons, they can change the Registrar in writing.

Reference: Rule 14(2)

In the absence of the Registrar or if the post is temporarily vacant, the Chairman can make a temporary appointment. If no separate appointment is made, the Secretary of the concerned Union Council will perform the functions of the Registrar.

Reference: Rule 14(2), Rule 16

For public convenience, the Registrar's name, designation, and office hours will be displayed at a prominent place outside the office.

Reference: Rule 15

The Union Council is responsible for providing the Registrar with an adequate quantity of birth, death, marriage, and divorce registers and other necessary records.

Reference: Rule 17

Part Fifteen

Record Protection and Preservation

The entire civil registration system is based on the durability and preservation of records. If registers are not preserved, the rights of citizens may be affected in the future.

Reference: Rule 3(2), Rule 13, Rule 17

Original registers of births, deaths, marriages, and divorces are kept in the registration office of the Union Council. Related files, supporting documents, and copies of issued certificates are also kept in safe custody.

Reference: Rule 3(2)

According to the rules, registers will be preserved for at least twenty-five years.

Reference: Rule 13

The Union Council is obligated to preserve registers, arrange for the protection of records, and establish an appropriate system for safe custody in the registration office.

Reference: Rule 3(2), Rule 17

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Part Sixteen

Certificate and Proof of Registration

After registration is complete, citizens sometimes want to obtain written proof of that registration. The rules provide a procedure for this purpose.

Reference: Rule 18

The person who reported the event can apply for a certificate after registration.

Reference: Rule 18(1)

The Registrar issues a certificate with their signature after the registration is complete.

Reference: Rule 18(1)

If the first birth certificate is being issued at the time of registration, the Registrar will not charge any fee for it.

Reference: Rule 18(2)

A prescribed fee can be charged for computerized birth certificates issued through NADRA.

Reference: Rule 18(2)

Part Seventeen

Monthly Reports and Statistical Information

Civil registration is not limited to individual registrations. According to the rules, the Registrar compiles monthly registered information and sends it to the concerned departments.

Reference: Rule 19

The Registrar compiles a consolidated report of births and deaths on Form E-m, while a consolidated report of marriages and divorces on Form F-m.

Reference: Rule 19

These reports can be sent to the Deputy Commissioner, government departments, and other institutions through the Chairman Union Council, according to government instructions and NADRA.

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Reference: Rule 19

Part Eighteen

Register Search, Inspection, and Certified Copies

After registration is complete, citizens, government departments, or other concerned individuals may sometimes need to view the information recorded in the register or obtain certified copies of it.

Reference: Rule 20

According to the rules, the Registrar can allow inspection of registers and related records or search them after payment of the prescribed fee during appropriate hours.

Reference: Rule 20(1)

If a person wishes to obtain a copy of any entry in the register, they can obtain a certified copy from the Registrar after paying the prescribed fee.

Reference: Rule 20(1)

When issuing a copy, the Registrar will record the applicant's name, National Identity Card number, and documents on both the original register and the issued copy as proof.

Reference: Rule 20(1)

A certified copy issued from the register will be considered a certified copy of a public record and can be presented as proof of the relevant event.

Reference: Rule 20(2)

Part Nineteen

Events Occurring Outside Local Limits

The general principle is that registration is done according to the jurisdiction of the concerned Union Council. However, the rules empower the government to make special arrangements in certain specific situations so that events occurring outside their local limits can also be registered.

Reference: Rule 21

If the government deems it appropriate, it can, through a separate notification, empower Registrars to register such events under specific conditions, even if they occurred outside their local limits.

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Reference: Rule 21

This authority is not automatic but is conditional on a separate notification from the government.

Reference: Rule 21

Part Twenty

Correction in Registration

It may sometimes happen that there is an error in the information recorded in a register, or it is later discovered that an entry is not in accordance with the facts. The rules provide a proper procedure for correction in such situations.

Reference: Rule 22

If the Registrar is satisfied that there is an error in any entry, either in form or substance, they can make the correction after obtaining prior permission from the Chairman.

Reference: Rule 22(1)

When making a correction, the original entry is not erased, deleted, or changed, but a note is recorded in the margin of the register, the nature of the correction is written, the date is recorded, and the Registrar and Chairman sign it.