Transcription of civil status act

Transcription of civil status act is the procedure by which civil status acts issued abroad in the name of citizens of the Republic of Moldova are registered in the national civil status registers.

The citizen of the Republic of Moldova is obliged to declare the transcription of the civil status act within 6 months after returning to the country or after receiving from abroad the certificate or the copy or extract of the civil status act.

Transcription of civil status acts and entries received from abroad are made on the basis of a copy of the extract from the civil status act or status certificate of the country concerned.

The document issued abroad requires supralegalization or apostillation (for countries party to the party to the Hague Convention of October 5, 1961 on the Abolition of the Requirement of Supreme Authentication for Foreign Official Documents) and translation, unless otherwise provided for by a treaty/convention/agreement to which the Republic of Moldova is a party.

They produce legal effects on the territory of the Republic of Moldova without the need for supralegalization/apostillation:

multilingual extracts from birth, marriage and death certificates issued pursuant to the Convention of the International Commission on Civil Status No. 16 of 08.09.1976, Vienna, concerning the issue of multilingual extracts from civil status records by the competent authorities of the following foreign States: Germany, Austria, Belgium, Spain, France, Italy, Luxembourg, Netherlands, Portugal, Switzerland, Turkey, Slovenia, Croatia, North Macedonia, Bosnia and Herzegovina, Serbia, Poland, Montenegro, Moldova, Lithuania, Estonia, Romania, Bulgaria, Cabo Verde;
documents of the Member States of the Commonwealth of Independent States;
documents of the States with which the Republic of Moldova has concluded bilateral treaties, including by succession: Latvia, Lithuania, Romania, Czech Republic, Slovak Republic, Republic of Hungary.

The transcription procedure is not subject to acts/documents concerning civil status facts, produced under the legislation of foreign states and confirmed by official documents issued by foreign authorities of a religious, notarial, private nature (contracts, court/judicial decisions, etc.).

Such documents shall be recognized valid on the territory of the Republic of Moldova provided that they are supralegalized or apostilled in the established manner, unless otherwise provided for by international treaties to which the Republic of Moldova is a party, and shall be submitted to the competent authorities of the Republic of Moldova to be taken as a basis for the establishment, modification or termination of civil/family relations, in case of recognition of the fact of marriage under the legislation of the Republic of Moldova.

For the purposes of recognition of the fact of marriage which is not subject to transcription, that fact shall be recorded in the content of the birth certificate, provided that it was concluded in compliance with the substantive conditions for the conclusion of the marriage provided for in art. 11 and 14 of the Family Code (free and unadulterated consent and the age of the spouses at least 18 years) and that they do not contravene the morality and public order of the Republic of Moldova in accordance with art. 164 par. (4) of the Family Code.

In the transcription process, the data from the civil status act issued abroad are copied exactly. If the personal data of Moldovan citizens entered in the foreign documents contradict the data in the civil status acts kept in the archival stock of civil status records held in the PSA subdivisions (in particular in terms of the name acquired by civil status records), the transcribed civil status records are subject to modification (see, Public Service "Modification of civil status acts").

The procedure of transcription of the certificate of birth in the name of a minor child is carried out at the personal request of the child's first-degree (parents) or second-degree (grandparents) relatives in the direct line or of a person authorized by them through notarized power of attorney.

The procedure of transcription of the certificate of marriage in the name of a citizen of the Republic of Moldova is carried out at the personal request of the holder or of a person authorized by him/her through notarized power of attorney.

The procedure of transcription of the certificate of divorce in the name of a citizen of the Republic of Moldova is carried out at the personal request of the holder or of a person authorized by him/her through notarized power of attorney.

The procedure of transcription of the act of change of name and/or surname in the name of a citizen of the Republic of Moldova is carried out at the personal request of the holder or of a person authorized by him/her through notarized power of attorney.

The procedure of transcription of the certificate of death in the name of a citizen of the Republic of Moldova is carried out at the personal request of the relative/family member of the deceased or of a person authorized by him/her through notarized power of attorney.

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Step 1. Submitting the application
The application shall be submitted as follows:
1) in the country, at the civil status service in the area of residence, including the multifunctional centre of the Public Services Agency;
2) abroad, at diplomatic missions or consular offices (DMCO) of the Republic of Moldova. If there is no DMCO in the applicant's state of residence, the application may be submitted to any DMCO.
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Step 2. Paying for the service
Payment of the tariff for the requested service through the Government Electronic Payment Service MPay.
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Step 3. Processing and Examination
Receiving the application and materials relevant to the transcription of the civil status act.
Identifying the civil status acts in the archival stock necessary for the transcription of the civil status act.
Establishing whether the holder of the record is a citizen of the Republic of Moldova.
Compiling the file on the transcription of the civil status act and sending it for examination to the competent subdivision of the Civil Status Department.
Approving or rejecting the application for transcription of the civil status record. Recording the transcribed civil status act in the information system.
Issuing the civil status act and the corresponding civil status certificate.
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Step 4. Signing and issuing the civil status act
Signing of the transcribed act and picking up the civil status document takes place at the CSS counter, including at the multifunctional centre of the Public Services Agency, and abroad, at the DMCO of the Republic of Moldova.

Transcription of the birth act
The certificate of birth, supralegalized and translated in the prescribed manner, or multilingual extract from the certificate of birth (in original and one simple copy); copies of identity documents and copy of certificate of marriage / multilingual extract from the certificate of marriage of the child's parents (in case of the child's birth to married parents between them); a copy of the applicant's identity document (if the application is not submitted in person by one of the parents) and a copy of the documents confirming the degree of kinship between the applicant and the holder of the document; a copy of the identity document of the representative acting on the basis of a notarized power of attorney, if applicable; notarized power of attorney, if applicable.
Transcription of the death act
The certificate of death supralegalized and translated in the prescribed manner or the multilingual extract from the certificate of death (original and one simple copy); the identity document of the deceased; copies of the certificates of civil status proving the change in the civil status of the deceased; copy of the identity document of the applicant; copy of the identity document of the representative acting on the basis of a notarized power of attorney, if applicable; notarized power of attorney, if applicable.
Transcription of the divorce act
The certificate of divorce supralegalized and translated in the prescribed manner or the multilingual extract from the certificate of divorce (in original and one simple copy); copies of the identity documents of the former spouses; copies of the certificates of civil status proving the change in the civil status of the holders; copy of the identity document of the representative acting on the basis of a notarized power of attorney, if applicable; notarized power of attorney, if applicable.
Transcription of the act of change of name and/or surname
Certificate of change of name and/or surname supralegalized and translated in the prescribed manner or multilingual extract from the certificate of change of name and/or surname (original and one simple copy); copies of the holder's identity document; copies of the civil status certificates proving the change of the holder's civil status; copy of the identity document of the representative acting on the basis of a notarized power of attorney, where applicable; notarized power of attorney, where applicable.
Transcription of the marriage act
The certificate of marriage, supralegalized and translated in the prescribed manner, or multilingual extract from the marriage act (original and one simple copy); copies of the identity documents of the spouses; copies of the certificates of civil status proving the change in the civil status of the holders; copy of the identity document of the representative acting on the basis of a notarized power of attorney, if applicable; notarized power of attorney, if applicable.

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