Ontario documents for Citizenship by Descent: What to collect and where
If your line of descent runs through an Ontario-born ancestor, this page explains which Ontario offices hold the records you need, what each one can issue, and how to request them.
To prove Canadian citizenship by descent, you must show an unbroken line of descent from a Canadian ancestor. That means gathering official documents — birth and marriage records — for each generation in the chain.
Depending on when your ancestor was born, married, or died in Ontario, you request those records from one of two kinds of office, and which one depends on how old the record is.
Table of contents
Overview
Ontario splits its vital-statistics records between two bodies.
The Office of the Registrar General holds recent records that can be ordered through ServiceOntario, the province's public-service delivery arm.
Archives of Ontario, the province's archives, holds older historical records. Ontario civil registration began in 1869, so records before that date are not held through either system.
If you are not yet sure whether you qualify for citizenship by descent, start with CanadaVisa's citizenship by descent eligibility checker before gathering documents.
Vital statistics office vs. archives: which one do you need?
The rule of thumb is the age of the record.
- Recent records are held by the Office of the Registrar General, the province's vital statistics office, and ordered through ServiceOntario. This covers events more recent than those recorded within the Archives of Ontario's historical date ranges (see below).
- Older historical records are held by the Archives of Ontario. The Archives generally covers birth registrations to about 1919/1920, marriage registrations to about 1944/1945, and death registrations to about 1954/1955.
Two current Archives of Ontario pages give slightly different cutoff years. If the event you need falls near one of these boundaries, confirm with the Archives of Ontario or ServiceOntario before ordering to make sure you are requesting from the right body.
An important note on Ontario birth certificates
Ontario offers more than one kind of birth document, and not all of them show parentage. If you need to prove a parent-child relationship, make sure you request a document that includes parent details.
Choosing the right birth document
Ontario offers three types of birth document. Only two of the three include parent details, and those are the ones IRCC needs.
- A standard birth certificate includes the person's name, date of birth, sex, birthplace, registration number, and certificate number. It does not include parent names.
- A birth certificate with parental information includes everything on the standard certificate plus the parent names and places of birth. Ontario lists "certain immigration or citizenship applications" as a use for this document.
- A certified copy of birth registration includes all details from the original registration. It is endorsed by the Office of the Registrar General, printed on legal-sized paper, carries a raised seal, and includes historical changes such as name corrections. Ontario also lists "certain immigration or citizenship applications" as a use.
For a proof of citizenship application, you will usually need either the birth certificate with parental information or the certified copy of birth registration, because both document the parent-child link that IRCC requires. Confirm with IRCC or your representative which document type they need before ordering.
Information required to request a record
Whether you order from ServiceOntario or the Archives, have the following ready:
- The full name of the person whose record you are requesting.
- The date of the event (birth, marriage, or death), or as close an approximation as possible.
- For ServiceOntario orders: information about the person named on the certificate, and parent details if ordering a birth certificate with parental information.
- For Archives orders: the registration number and the reference code (RG 80-2, RG 80-5, or RG 80-8).
For online ServiceOntario orders, you also need a guarantor (if the subject is age 9 or older) and a Visa, Visa Debit, Mastercard, or Debit Mastercard for payment.
IRCC requires high-quality colour copies for paper applications and high-resolution colour scans for online applications. Keep this in mind when submitting documents with your proof of citizenship application.
Ontario vital statistics offices
ServiceOntario and the Office of the Registrar General issue modern Ontario vital-statistics documents.
| Office | Documents available | Contact |
|---|---|---|
| Office of the Registrar General / ServiceOntario |
| Phone Toll-free: 1-800-461-2156 Toronto/GTA: 416-325-8305 TTY: 416-325-3408 Address 47 Sheppard Avenue East, Toronto; 110 Laurier Avenue West, Ottawa Mailing Address ServiceOntario, Office of the Registrar General, P.O. Box 4600, 189 Red River Road, Thunder Bay, ON P7B 6L8 |
How to order documents from ServiceOntario
ServiceOntario handles orders for modern Ontario birth, marriage, and death documents on behalf of the Office of the Registrar General. You can order online, by mail, or in person.
Birth document fees and processing times
Current ServiceOntario fees for first-time birth documents ordered online:
- Standard birth certificate — $25 regular; $55 premium or emergency in person
- Birth certificate with parental information — $25 regular
- Certified copy of birth registration — $35 regular; $65 premium or emergency in person
Regular online service is generally 15 business days plus Canada Post delivery time.
Premium service is generally 5 business days and includes courier delivery.
Emergency service is available only in person at the ServiceOntario location at 47 Sheppard Avenue East in Toronto, and requires proof of urgency. Emergency service is not available for birth certificates with parental information, births under 16 weeks of age, or births before 1930.
Ontario says pre-1930 birth requests may take up to 8 weeks.
Replacement certificates cost more than first-time orders. Check the ServiceOntario birth certificate page for current replacement fees at ontario.ca.
Ordering a birth record for a deceased person
For a deceased person, Ontario issues a certified copy of birth registration — not a standard birth certificate or birth certificate with parental information. The applicant must be next of kin, an executor, an estate trustee, or an administrator, and must provide supporting documents.
Ontario defines next of kin as parents, spouse or common-law partner, children, and siblings. If all next of kin are deceased, extended next of kin (aunts, uncles, first cousins, grandchildren, grandparents, nephews, or nieces) or an authorized representative may apply.
Marriage documents
Ontario issues two types of marriage document: a marriage certificate and a certified copy of marriage registration. The marriage must be registered before either document can be issued.
For the purposes of a citizenship by descent application, a marriage certificate connects a parent's or ancestor's birth name to a married name or documents the relationship between generations. IRCC accepts a marriage certificate as proof of a name change.
Published fees: $15 for a marriage certificate and $22 for a certified copy of marriage registration (regular online service, generally 15 business days plus Canada Post delivery). [Editorial note: these fees are drawn from official search extracts and should be manually rechecked on the live ServiceOntario page before publication.
Order at ontario.ca/page/how-get-copy-ontario-marriage-certificate-online.
Death documents
Ontario issues a death certificate and a certified copy of death registration. A death certificate cannot be issued until the death is registered.
Order death records when you need to prove an ancestor is deceased to access restricted files or to distinguish people with similar names .
Published fees: $15 for a death certificate (regular online, 15 business days plus Canada Post delivery); $52 for a certified copy of death registration (premium online, 5 business days by courier).
Order at ontario.ca/page/get-or-replace-an-ontario-death-certificate.
Birth search letters
If you are not sure whether a birth was registered in Ontario, or you do not know the exact year, ServiceOntario offers a birth search letter. You provide a year, and the office searches a five-year window (two years before and two years after). The letter confirms whether a matching birth is registered, but it cannot be used as identity documentation.
Ontario archives
The Archives of Ontario holds older Ontario vital-statistics registrations and can issue certified copies.
| Office | Documents available | Record date range | Contact |
|---|---|---|---|
| Archives of Ontario | Certified copies of birth, marriage, and death registrations |
| Email: reference@ontario.ca Phone: 416-327-1600 Ontario toll-free: 1-800-668-9933 |
The Archives says a certified copy of a vital-statistics registration can be used in place of the original certificate for legal, government, or humanitarian purposes. This matters for citizenship applicants whose ancestor's birth or marriage falls within the Archives' date range.
What Archival records contain
For births, marriages, and deaths that fall within the Archives' historical date ranges, the Archives of Ontario can issue a certified copy of the vital-statistics registration. You can use this certified copy in place of a birth, marriage, or death certificate for legal, government, or humanitarian purposes.
Ontario civil registration began in 1869. The Archives generally holds:
- Birth registrations from 1869 to roughly 1919/1920
- Marriage registrations from 1869 to roughly 1944/1945
- Death registrations from 1869 to roughly 1954/1955
The information on an archival registration varies by event type. A birth registration may include the child's name, registration number, father's name, mother's maiden name, county or district, informant, and registration date. A marriage registration may include both parties' names, ages, birthplaces, residences, parents' names, and fathers' birthplaces. A death registration may include the deceased's name, age, date and place of death, birthplace, marital status, occupation, informant and relationship, and (after 1907) burial place.
How to order a certified copy from the Archives
To order, you need the individual's name, the date of the event, the registration number, and the reference code for the record series:
- Births: RG 80-2
- Marriages: RG 80-5
- Deaths: RG 80-8
You can find the registration number in the Archives' alphabetical index or on the registration itself. If a year is not available to research online, contact the Archives and provide the individual's name and date of birth, marriage, or death so they can arrange a search.
You need a free Archives of Ontario Research account to order reproductions and certifications. Create one at archives.gov.on.ca.
Archives fees and processing times
The Archives does not publish a flat fee schedule for reproductions. Costs depend on turnaround time, item format, size, and page volume. The Archives calculates the exact cost after completing the reproduction and sends an invoice.
Standard reproduction time is 14 business days, however this can be subject to change based on . The Archives offers a 4-business-day rush option for some services. Items that need processing or conservation may take longer. The Archives warns of delays caused by high request volume and asks users not to submit multiple messages for the same request.
Order details and the reproduction request form are at archives.gov.on.ca/order-reproductions. For certified copies of vital-statistics registrations specifically, see archives.gov.on.ca/order-a-copy-of-a-birth-marriage-or-death-registration.
Contact Cohen Immigration Law for Canadian Citizenship Assistance
Gathering records across several generations — and across two different Quebec institutions — is the most time-consuming part of a proof of citizenship application. The Cohen Immigration Law Firm has over 50 years of experience in Canadian immigration and citizenship, with a dedicated team that helps applicants assemble and submit complete proof of citizenship applications.
You can also confirm your eligibility first using CanadaVisa's citizenship by descent eligibility checker, or read more about applying for proof of Canadian citizenship.
Get a Free Consultation on applying for Canadian Citizenship