How to make a request to the archive. State Archives: where and how to make a request for documents

When it becomes necessary to recover lost documents or recover lost information, the question arises, how to request an archive. To request the necessary information, you need to know the exact procedure for contacting this institution. What is this procedure, in what sequence to carry out the actions, we will describe in this article.

Briefly about archives

As a rule, an archive is a public institution that is designed to store data under certain conditions. This guarantees the security of the content of the documents. The tasks of the archive are not only to store data, but also to provide information at the request of government agencies or individuals.

Archives have existed since time immemorial. As soon as the development of civilization reached a certain level, archival work gradually began to emerge. Today it is known that archives existed not only in medieval Europe, Ancient Greece and Byzantium. Historians have archival documents of Ancient Rome, the Assyrian state, Egypt, Babylon. At different times, the archives were divided into central and regional, overlords and vassals, church and even individual families.

Archives of our days

Today archives are formed according to departmental and state principles. That is, information is collected within a certain department or for a certain territory.

Based on this, the archives are usually divided into:

Community, private, public;
urban, municipal;
historical, current, state, government, federal.

Any person, organization, including authorities, can make a request to the archive. In the latter case, the request to the archive will be of an official nature. Foreign citizens from abroad can also make a request to the archive. In this case, it is called consular.

By the way, a request to the archive can be made not only for personal data, but also for historical documents. Usually historians, writers, screenwriters, scientists are interested in such documents. In the latter case, if the information is necessary for the dissertation, in addition to the passport, it is necessary to provide a document that confirms the topic of the work and the status of the interested person.

Where and how to make a request to the archive

Where to go and how to request the archive depends on what kind of information you need. For example, if you need personal information about a citizen, you can contact the regional archive of the registry office. But keep in mind that data is stored there for no more than 75 years. After this period, they are transferred to the regional archive. To resume an entry in the work book, you must submit a request to the archive to the territorial or State military, if we are talking about a military man, or the Central Naval, if we are talking about a sailor.

In any case, it is always worth starting the search for the necessary information from the central city archive of the place of work or residence of a person. Today, many archives provide online data retrieval services.

Types of archive requests

A request to the archive can be one of three types:

socio-legal- consular, official, private individuals, aimed at obtaining information to comply with the interests and rights of organizations and individuals;
genealogical- to establish kinship, clarify the history of the clan or family;
thematic- a request to the archive regarding a specific fact, event or topic.

The procedure for processing requests is enshrined in Federal Law No. 125-FZ “On Archiving in the Russian Federation”. In accordance with it, a response to a request to the archive must be given no later than 30 days from the date of the request. In some cases, the period may be extended by another 30 days. But in this case, the archive employee is obliged to notify the requested in writing of the extension of the period.

There are times when a request is made to the wrong archive. Then its employees are obliged to redirect the request to the right address within five days. This is also notified to the applicant in writing.

Making a request

Now let's move on to the question of how to make a request to the archive. To obtain the information you are interested in, you must write an appropriate application. There is no strictly established form of this document. But some establishments offer archive request sample to filling. It is written in free form. But at the same time, the application must contain certain information.

The header says:

The name of the archive and the full name of its head;
address and full name of the applicant;
his contact number;
if the request is given by a legal entity, then the outgoing application number, details of the organization and address.

Then the word is written in the middle "Statement". After that, you can write a detailed request to the archive. Here you should enter the following information:

State information about what the request is and indicate the time when you need to receive this information;
explain why and why the information is needed;
e-mail or postal address to which to send the answer;
the date of the request;
the applicant's signature and seal, if the request is made by a legal entity.

An example of a request to the archive:

How to submit a request

It is not enough to correctly write a request to the archive. It also needs to be submitted correctly. You can personally come to the archive with a passport and an application and submit an application. Or send by registered mail. Today it is also possible to make a request on the Internet. In this case, you are required to send an e-mail notification of receipt of the request.

What to get in return

Upon request, the archive does not issue the original document, but provides a certificate of a special form, which contains all the data in accordance with the request. They can also provide an archival extract, which will provide the contents of the document. You can also get an archived copy of the document.

If the information was not found, the applicant is notified by letter and given recommendations for finding information. In general, the question how to request an archive, is solved simply - just contact the appropriate archive with a statement.

Both individuals and organizations, as well as authorities (such requests, as a rule, are of an official nature) and persons living abroad (such requests are called consular) can make a request to the archive regarding the receipt of this or that information. In addition, archives are not always requested for information relating to a particular individual, and historical documents are also often requested. This is done by those who need them by occupation, for example, screenwriters, writers, scientists. Archival documents are often used when writing dissertations or scientific papers. In the case when documents are needed for writing a scientific work, in addition to a passport and an application for their provision, a document from the organization where the applicant studies or works, confirming his status and the subject of work, will also be required.

How to make a request to the registry office

Name of the applicant

• address and passport details of the applicant
• address of the registry office closest to the applicant
• required document
• Name to whom this document should be issued
• date of entry
• the purpose of obtaining the document
• The reissuance of documents by the registry office is subject to state duty: for example, today a certificate from the archive will cost 50 rubles, and a new marriage certificate - 100 rubles. How to make a request to the registry office for marriage via the Internet An application to the registry office via the Internet is most often made by potential newlyweds who want to book a marriage registration date.
  To make a request to the registry office for marriage via the Internet, you must use the services of the public services website of your region. Such services provide an opportunity to choose a convenient date and time of marriage, provided that it is not busy.

How to make a request to the registry office in another city?

I was puzzled - how do I and my ex-husband relate to the Kursk region, if they have never been there. I called my registry office - it turned out that they had a certificate, and by mistake they almost sent me to the Kursk region.

I came to the registry office, wrote an application for the issuance of this certificate. The certificate was issued free of charge - they do not take money for registration of a pension for certificates.

Making a request To make a request to the archive, you need to make an application in free form, since there are no strict requirements on this matter (although some institutions offer applicants their own form). But there are a number of points that must be reflected in the document.

So, in the "header" (it is written in the upper right corner of the sheet) we indicate:

• to whom the request is sent (you can specify the name of the organization and the name of its head);
• Name and address of the applicant;
• contact phone number of the applicant;
• outgoing number, details of the institution, legal address (these data are indicated if the request is submitted by a legal entity). This is followed by the name of the document: "Application", but you can write like this: "On obtaining an archival certificate."

How to make various kinds of requests to the registry office and archival institutions

Attention

But I always write by paper mail, then the chances of getting an answer are even greater. But if by e-mail, then it is best to send a scan of the request with a signature, then in second place is the application in Verdov's attachment, and there in the header “to the head of such and such a registry office”, then in the middle “Application”, then “Please provide ...”, date.

I also put the outgoing number of the letter, but this is already my quirk. In paper form, they answered my requests, which I wrote in free form.
Best regards, Sergei. Top il16 Beginner Posts: 47Registration: 22 Nov. 2009Rating: 11 December 25, 2009 8:40 ## mod970 And yet this is still only "IMHO", coinciding with the opinion of a few ... especially those who are used to sitting on a chair and emphasizing their importance ... I wrote about this above. One of the options for this resolution of the issue could be the wholesale digitization of archives, starting with books of records of acts of civil status.

Communication with the archive of the registry office on the territory of the Russian Federation

Such a form, for example, was given to me in the Orsk city registry office. It is valid and valid. The request is sent to the registry office at the place of birth, death, marriage registration.
The document comes to your district or city registry office, where you, having paid a fee, pick up the certificate you need. Remember, no one will send you an extract to your postal address! Sometimes you do not know where to make a request, this should not become an obstacle for you, because many government services can redirect you to one or another office or organization.

Important

My advice to you: do not be afraid, write, someone will answer yes, because the search is a long, painstaking task that requires patience and many years of work. Sometimes the big picture is made up of very minor details.

The name should be followed by:

• what is the request about (here it is important to clearly, specifically and clearly state the essence of the issue, as well as indicate the time and territorial scope, which are very important, for example, when searching for relatives);
• the reason why the information is requested;
• the address to which the response to the request should be sent (this can also be e-mail);
• the date the request was made;
• signature of an individual, responsible officer or director of the institution (if the request is submitted by the organization). How to apply? A request to the archive can be submitted in several ways: in person (bring an application and register it by providing your passport), send it by registered mail with a notification, via the Internet (in the latter case, a notification from the archive will be sent to the email address about the receipt of the request).

How to make a request to the archive about relatives? archive request - sample

Ryazan region Tishkins, Shchepelevs, Lazarevs, Avdeevs. From the Tambov region Morshansky district Klimakins, Kostnikovs.

From the Moscow region Molchanovs Top NoTA Long-liver of the forum V. Novgorod 2009Rating: 521 January 3, 2010 14:59 ## iozhka iozhka wrote: [q] An extract from the registration book is NOT a reference? If you ask for an extract, will it be the most informative? In principle, you can request in any form (certificate, repeated certificate or formulate a request in a “free form”), but the answer is sent, as a rule, in the form of a certificate (or repeated

But the certificate does not completely duplicate the act record from the book, they will give out the information that corresponds to the information in the certificate of the requested period. So, unfortunately, it’s not worth hoping that you will be told everything that is written in the book of registration of acts ...

Although, there are exceptions.

In order to obtain a repeated certificate of state registration of a civil status act or another document confirming the fact of state registration of a civil status act, it is necessary to apply in person or in writing to the registry office at the place of registration of the civil status act. If the first copy of the civil status record has not been preserved, a repeated certificate of state registration of the civil status act shall be issued by the executive authority of the subject of the Russian Federation, in which the second copy of the civil status record is stored.

In this case, if the state registration of a civil status act was carried out in the registry office of the Kurgan region, a repeated document is issued by the Civil Registry Office of the Kurgan region.

To the registry office department from the last name, first name, patronymic of the person (s) at the address of the identity document series No. issued " " /dissolution of marriage and last name, first name, patronymic at the time of marriage /dissolution of marriage Place of state registration name of the registry office Date of state registration

signature Or like this: Form No. 18 Approved by Decree of the Government of the Russian Federation of October 31, 1998 No. 1274 To the registry office from the last name, first name, patronymic of the person living (her) at the address, an identity document series No. issued "" g.

How to make a request to the registry office via the Internet to an email address

Objections like - "YOU are aware of what a TITANIC work it is!" and “How much money is needed for this!” I consider it inappropriate. The age of high technologies... Anyway, we will soon come to this.

The question of timing is only because of the all-round resistance of disinterested persons who will lay down their bones not to do this. mod970I can’t imagine that people who deal with genealogy will rush to the registry offices without permission to make changes there, cross out and erase in books 75 or 90 years ago ... And even more so that everyone who wants to rush there.

Even despite the growing interest in the search for one's roots, there is no need to talk about some kind of boom, when crowds of citizens rush through the archives and registry offices. Moderator's comment: two posts in a row, with a gap of seven minutes, two posts have been merged.

Of course, they turn to the archive. True, in order to do this, it is important to know what kind of archive you need, and how to make a request to the archive. That is what we will talk about in this article.

A little about the archives

Let's start with the fact that the archive is a public (rarely private) institution in which official documents are stored under certain conditions that guarantee maximum security. At the same time, the archive is engaged not only in responsible storage, but also provides the available information to both state authorities and citizens.

Today, archives are funded on a regional and departmental basis. This means that the documentation stored in them, which is handed over by organizations, and the information refers to a specific territory (region, city, district) or department, for example, the Ministry of Defense (which also has central and regional archives).

• federal, government, state, current, historical;

Both individuals and organizations, as well as authorities (such requests, as a rule, are of an official nature) and persons living abroad (such requests are called consular) can make a request to the archive regarding the receipt of this or that information.

Often, going to request some documents or information from the archive, people do not know exactly where they need to go. It all depends on what specifically interests you. For example, you can get general civil information (date, place of birth, death, marriage) in the archive of the regional registry office. But here it must be borne in mind that documents are stored in the district archive for a maximum of seventy-five years, so if you are interested in earlier information, you will have to contact the regional archive of the registry office, where all documents from the districts are transferred. If we are talking about restoring entries in the work book, then you need to contact departmental archives, for example, the Russian State Military Archive (if we are talking about military personnel or civilian personnel) or territorial archives in those settlements or regions where the enterprise is located, where man worked. For information about sailors, please contact the Central Naval Archive. If you are looking for information about someone, but do not know where to start searching for information, then it is better to contact the district or city archive at the place of the intended stay or work of this person.

As for archive requests, they are all divided into:

• thematic - these are requests for information that relate to a specific event, fact or topic; by making such a request, you can establish information that clarifies the facts of the biography of a particular person;

Archival requests are executed in accordance with the established procedure, which is clearly stated in Federal Law No. 125-FZ “On Archival Affairs in the Russian Federation”. This means that thirty days may elapse from the moment a request is received and registered until a response is received. This period may be extended by the decision of the management of the archive, but not more than another thirty days. At the same time, the employees of the archive where the request was received are obliged to notify the applicant of the extension of the deadline for fulfilling the request.

To make a request to the archive, you need to draw up an application in free form, since there are no strict requirements for this (although some institutions offer applicants their own form). But there are a number of points that must be reflected in the document. So, in the "header" (it is written in the upper right corner of the sheet) we indicate:

Free legal advice:

• to whom the request is sent (you can specify the name of the organization and the name of its head);

• what is the request about (here it is important to clearly, specifically and clearly state the essence of the issue, as well as indicate the time and territorial scope, which are very important, for example, when searching for relatives);

How to apply?

A request to the archive can be submitted in several ways: in person (bring an application and register it by providing your passport), send it by registered mail with a notification, via the Internet (in the latter case, a notification from the archive will be sent to the email address about the receipt of the request).

In response to a request, the archive issues either an archival certificate containing information related to the subject of the request, or an archival extract extracting the contents of the original archival document, or an archival copy of the requested document.

How to make a correct request to the archive about ancestors

If you want to know how to make a request to the archive about relatives or ancestors, then this publication is definitely for you. The requests of the population are divided into three types: socio-legal (certificates on work experience, etc.), thematic (biographical information about a person) and genealogical. Separate materials are provided for the first two species, and here we will consider in detail the question of how to make a request to the archive about ancestors. A link to a free download of several sample forms is at the end of the article, but we encourage you to review the explanations before submitting to increase the likelihood of a positive response with ancestry information from a government agency. For those readers who want to save time and nerves, we suggest ordering a genealogical inquiry into the archive about relatives in our family research office. As part of this service, for a nominal fee, we will compile a competent text and provide the exact coordinates of the archives where you need to send the application. Next, read the interesting nuances of relationships with employees of reading rooms and document storage departments, since, in most cases, they are the ones who work with requests about relatives that come from citizens.

Free legal advice:

Before you make a request to the archive about ancestors, pay attention to an important psychological factor when communicating with representatives of regional organizations where documents over a hundred years old from the registry office should be transferred. The founders of the site livemem.ru searched for relatives in more than fifty regions of the country, and, given these statistics, it was revealed that most of the staff of state archives are educated and intelligent people. According to the staff, it is not in their interests to delay the processing of archival requests, since the sooner they help the applicant, the sooner they will begin their direct duties. It is worth considering the fact that the income from solving problems on requests for relatives (and this is a paid service) goes to the treasury, and not to any specific contractor. Due to the fact that answers to requests to the archive about ancestors do not relate to the main activity of employees, your application may be rejected without explaining the reasons for the refusal or with a formal reply. On some Internet resources of federal institutions, it is written: “the archive does not process requests of a genealogical nature about relatives due to the heavy employment of specialists.”

With civil registry offices (registration of acts of civil status), things are different. They are obliged to respond to a request to the archive about relatives. Applications vary dramatically, some are interested in marriage or its dissolution between older family members, others are looking for a birth or death certificate of a relative. Legislation changes periodically, which is why the exact procedure for executing requests to the archive about ancestors should be known at the time of the request. The institution may require proof of kinship with the person or a death certificate. For example, in the course of one of the studies of the family, an employee of the document storage department in the registry office clarified that it is allowed to request information only about the dead, and only children can do this without additional permission. It is expected that people will restore evidence personally or through authorized representatives. That is, a grandson, with living parents, will not receive a positive result on a request to the archive about third-generation relatives (grandparents). If the father or mother cannot search for data, then they must issue a power of attorney to the notary in the name of the executor, which can be anyone. However, as already mentioned, the actual algorithm of actions becomes known in a specific situation during its occurrence and depends on the degree of kinship of a citizen sending a request to the archive about ancestors with the person in question. There is logic in strict rules. Few readers will be happy with the fact that someone else freely “digs” into the biography and relationships of their relatives or conducts a study of family history, trying to find compromising evidence for selfish purposes.

How to make a request to the archive about family relatives

After explaining the basic concept of the approach to communicating with archivists, let's move on to the essence of the topic of the publication on the Livemem genealogy site. How to make a request to the archive about relatives so that it is not ignored and executed as soon as possible? First, determine to which city archive or registry office you need to apply with your application to search for an ancestor. The choice of institution to send a request for relatives depends on the type of task (recovery of certificates or obtaining information) and the date of the event (birth, marriage or death). According to the regulations, if a hundred years have not passed since the creation of the document, then it must be kept by the territorial registry offices. But from the practice of our family research bureau, it is known that more “young” records of acts of civil status are also found in the repositories of regional archives. That is, when family documents of Soviet origin are of interest, then a request for relatives should be sent to the registry office at the place of the event, and if they have already been transferred to the federal archives, you will be informed about this in a response letter. Public services are developing a centralized electronic database with relevant information about citizens, therefore, it is possible that it will soon be possible to send inquiries about ancestors to local organizations.

Considering the case of requesting a search for facts about relatives from the parish registers of the church (the forerunners of civil status books, which were an official document

until 1917), it is worth paying attention to the fact that it is necessary to do the opposite. Initially, request information about the ancestors from the federal archives, depending on the region where the event occurred, and if the records were not transferred to them for storage, then the applicant will be redirected to the registry office. Let us note the intricate confusion with the regions, where the borders sometimes changed within the framework of the administrative-territorial division. There are ambiguous situations when a village (village, city) and the parish of its church, for example, in 1850 belonged to one province, and more to another. This means that church parish registers with the family history of ancestors for a given locality can be kept by two regional archives. There is a possibility that the citizen will not be informed about this, and the request will be answered with the classic reply “not found”. If in doubt about the thoroughness of processing a request to the archive about relatives, duplicate the letter to the institutions of neighboring cities, where books with records of ancestral rites in disputed territories could be sent.

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Now we will explain directly the very procedure for filling out an archival application for searching for information about ancestors with writing the correct textual accompaniment. Let's consider the situation using the example of a genealogical request to the state archive, since in the case of the registry office, the actions are quite similar, and the forms we prepared using the link for free download at the end of the publication do not need additional explanation. A request to the archive about relatives can be conditionally divided into three blocks (as in the sample in the first photo): where the appeal is sent, its essence and by whom it was sent. Let's say right away that all parts are required to be filled in, if at least one is omitted, then with a probability of 99% your application will be rejected. Before you make a request to the archive about ancestors, go to the website of the institution or check by phone whether employees are involved in their execution in principle. And if work with citizens' appeals on the topic of searching for data about relatives is underway, find out how it would be more convenient for the archive to accept the application - by e-mail or by traditional letter. When requests are processed only on a physical medium (in writing), it will not be superfluous to complete the package with a second envelope. Alas, according to the stories of archivists, sometimes, precisely because of the lack of their own means of forwarding, requests for relatives can be ignored (the smaller the archive, the more modest the budget for communication about the family's ancestors).

As for the content of the document, you need to know the following nuances. The archive where the request about the family's ancestors is sent and the sender are located in a visually single space - in the upper left corner. In this case, the application must be sent to the name of the director. You will find the exact name and the current head on the website of the institution. This part of the request for information about relatives looks something like this: “To the director of the state archive of such and such a subject of the Russian Federation (region, republic, territory, etc.), his last name, first name, patronymic (from a new line).” Next, indicate in the form your full name. the applicant, his address of actual residence (where you can receive correspondence), as well as contact details (phone number or e-mail, and preferably both). Anonymous requests to the archive about family relatives and appeals without indicating the means of feedback, for obvious reasons, are not accepted for execution by employees.

How to write the text of the application to increase the chances of a positive result? We consider it necessary to refute a common myth that says: “the more detailed the essence of the request to the archive about ancestors, the higher the likelihood of receiving an answer with information from relatives.” This approach is relevant when interacting with private genealogists or specialized organizations like our family research bureau "Keepers of Family Secrets". But with state institutions, everything should happen exactly the opposite. The more clearly and concisely the task is formulated, the more likely it is to get the archive to resolve the issue and consider the request for relatives in a short time. You should not write an essay about respect for the ancestors, indicate only the exact facts: place with date of birth, locality, name of a relative, degree of relationship, and also the type of entry. You can write approximate data, but this will increase the cost and time of executing a genealogical query in the archive about ancestors, and in some cases make it impossible to search for information about relatives. At the end of the archival request, note that the interest is related to the restoration of the pedigree, and you agree to pay for the work. Try to fit the essence in 3-4 lines.

A competent appeal to the archive with a request to restore the history of ancestors looks something like this: “Please find in the register of births (or death) of my great-grandfather such and such (his last name, first name, patronymic) for X year in a village (village, city) N. In the absence of metrics, I would be grateful if you could inform me about the safety of revision tales, confessional statements and other genealogical sources for the specified period. With a successful search for a relative, I would like to issue an archival certificate (make an extract, a photocopy or a photo of the page). Willing to pay for services. When you are interested in the rite of marriage of ancestors, then simply replace the phrase about birth with the appropriate text about marriage. Archive employees do not welcome vague formulations and large-scale requests about relatives in the form of “do a genealogical study of the family” or “I want to know the genealogy of my last name.” The solution of such problems is quite difficult, and the archive is unlikely to take on them, since family genealogy is not a core area of ​​its activity. In informal conversations, archivists note that polite and cultured communication additionally motivates them to do quality work, which, in principle, is quite natural. On individual websites of institutions, in the section with the rules for processing applications, they write: “requests to the archive about relatives containing obscene expressions are not considered.” It's scary to imagine what kind of population you have to deal with. Do not lose face, do not discredit the memory of your ancestors and behave with dignity!

At the bottom of the form, put the date and sign. That is, you need to print the document, sign and scan it (if we are talking about sending it by e-mail). We draw the attention of readers to the fact that there is no point in duplicating sending a request to the archive about relatives, since a new request will go to the end of the queue and create an unnecessary burden on employees. Better, send a question to the institution: “please clarify the stage of execution of my request from date Y, the applicant is such and such.” Regarding the timing, we highlight the fact that the execution of the work by the archive can take both a few days and several months. There are confirmed cases on the Internet when you had to wait 10 months for a response. However, in fairness, we note that the results of archival queries about ancestors prepared by livemem.ru specialists usually come within 1-2 weeks, which once again confirms the importance of correct design and a clear statement of the problem. Taking into account all our advice when preparing an application, you will be able to make a correct request to the archive about relatives and get information about family members. By the way, we recommend ordering a detailed research plan from our genealogical office, which will significantly facilitate the implementation of the search for ancestors, as well as increase the efficiency of the time spent and the money invested in restoring the pedigree.

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If you have additions - let us know in the comments, we will make a useful resource together!

Genealogy Portal: Sample Documents

Material from Rodovod.

[edit] Letter of inquiry to the archive about the search for information on registers of births

Director "Archive Name"

Free legal advice:

"Surname and initials of the director"

from a citizen "Full Name",

registered at:

"address of permanent residence",

e-mail, home and mobile phone numbers)

Free legal advice:

I ask you to provide information about the surname, name and patronymic, age, occupation and place of residence of the parents according to the entry in the register of the birth certificate “last name, first name, patronymic”, who was born “date, certain years” in the “name of the settlement”.

The said person belongs to me (the degree of family ties is indicated).

With respect and hope for your help,

[edit] Letter to the Search and Information Center of the Russian Red Cross Society

To the Tracing and Information Center

Russian Red Cross Society

Free legal advice:

Kuznetsky most, 18/7

Moscow, Russia

Please send your answer to:

« exact address with zip code»

I ask you to check on the card index for evacuees, which is stored in your Center, whether there is information about the stay of my family members in evacuation during the Great Patriotic War.

Free legal advice:

My details: FULL NAME. at the time of evacuation»

Year and place of birth:

Address where he lived before the evacuation:

When and where was he evacuated?

Who was evacuated with?

Free legal advice:

Mother:" Full name, year of birth" Father:" Full name, year of birth" Children:" Full name, year of birth» Other relatives:« Full name, year of birth»

[edit] Request to the registry office for a birth

Residing at:

Due to family necessity, I ask you to issue a birth certificate according to f. 24 of mine ».

If possible, I ask you to indicate in the certificate, according to the record of the birth certificate: the date and place of birth, citizenship, nationality, place of residence, occupation of the parents. If possible, please send the certificate to my address (indicated above) or through the registry office:

Free legal advice:

[edit] Request to the registry office for death

Residing at:

Due to family necessity, I ask you to issue a birth certificate according to f. 34 of my " family ties (grandfather, grandmother, etc.)».

If possible, I ask you to indicate in the certificate according to the record of the act of death: date of birth (age), place of birth, place of residence, occupation (place of work), nationality, cause of death of the deceased, last name, first name, patronymic, place of residence of the person to whom the death certificate. If possible, please send the certificate to my address (indicated above) or send it through the registry office:

To prove the relationship, I enclose copies of the following documents:

[edit] Request to the registry office for marriage

Residing at:

Free legal advice:

Due to family necessity, I ask you to issue a certificate of marriage of my relatives " family ties (grandfather and grandmother, great-grandfather and great-grandmother, etc.)».

The marriage was concluded:

If possible, I ask you to indicate in the certificate, according to the record of the marriage act: full name before and after marriage, date and place of birth, citizenship, nationality, place of residence of those who got married, as well as the date of marriage, the date of compilation and the number of the record of the marriage act, the place of state registration of the marriage, the date of issue of the marriage certificate. If possible, I ask you to send the certificate to my address (indicated above) or send it through the registry office:

To prove the relationship, I enclose copies of the following documents:

[edit] Enlistment request

To the archival department of the city district military commissariat "the city or district where the wokomat is located"

Free legal advice:

The address: "address of the recruiting office"

Residence address: "applicant's residential address"

Phone: "applicant phone"

I ask you to provide data on the call and service (unit number, military rank, VUS) of my "family connection, for example, grandfather", about which the following is known:

I guarantee payment for the execution of the request in the prescribed manner.

Free legal advice:

How to request an archive

Briefly about archives

Archives of our days

Historical, current, state, government, federal.

Where and how to make a request to the archive

Types of archive requests

Genealogical - to establish kinship, clarify the history of the clan or family;

Thematic - a request to the archive regarding a specific fact, event or topic.

Making a request

Address and full name of the applicant;

Free legal advice:

His contact number;

If the request is given by a legal entity, then the outgoing application number, details of the organization and address.

Explain why and why the information is needed;

E-mail or postal address to which to send the answer;

Applicant's signature and seal if the request is made by a legal entity.

Free legal advice:

An example of a request to the archive:

How to submit a request

What to get in return

Download sample:

Genealogy for the whole family

“Studying the history of your ancestors is the most entertaining science” (A.S. Pushkin)

How to make a request to the archive?

Hello dear readers! Last month, I published a whole series of articles on the history of the formation of the Russian archive system. Enough theory! Today we will practice a little. Let's say you set out to get some information about your ancestors or past events. But where can I get it? After all, contemporaries of the events of a century and more ago cannot be found. Even about the life of contemporaries it is not always possible to learn from a personal conversation.

The reasons may be different. But there is a way out - you can contact the archive with a request. Unfortunately, archival workers do not always answer them. One of the reasons is an incorrectly composed request. Let's see how to do it right.

Decide on the type of request

Free legal advice:

• Do you want to get acquainted with the biography of an ancestor, get historical information, etc. - you need a thematic query.
• If you are interested in the history of an entire family or clan at once, if you want to know whether a person is related to you or not, we create a genealogical query.
• If you need material to ensure the legitimate interests or rights of someone - a social and legal request (official; from an individual or legal entity; consular - from foreigners to Russian archives, from Russians - to foreign ones).

1. We write to the director of the archive.
2. Specify information about yourself or the organization on behalf of which the request is being created.
3. Specify the return address and contact phone number. Otherwise, where will you be answered?
4. In a free form, we will clearly and concisely formulate the question. The more specifically you define the essence of the problem, the more likely it will be to get exactly the information that you are counting on. Yes, you will get an answer sooner.
5. In order to speed up the work of the archive staff and obtain the necessary information, we indicate the most accurate time and place possible. In what territory did people live or did the events that interest you take place? What time was it?

Now you need to decide where to send your request.

• If you need to find out the date of birth, death or marriage, contact the registry office of the district. But only on condition that more than 75 years have not passed.
• If you need to establish the exact date since which more than 75 years have passed, we send a request to the state regional archive.
• If you want to know about the work of a relative, achievements, awards, merits, please contact the archive of the organization where he was a member. If your relative was a military man, contact the Russian State Military Archive, if a sailor - to the Central Naval Archive.

Why is there no answer

If you haven't responded within 3 months, you may have used too vague wording, and archive workers simply can't finish the job, passing your request from department to department. Or he just got lost. In any case, you can send the request again.

Features of cooperation with archives

Making a request to the archive will be useful not only when you are looking for relatives. This will come in handy if you are writing a diploma, doctoral dissertation or any other scientific work. In order to access historical documents, your scientific institution must submit to the archive "Attitude", which will indicate the organization that sent you to the archive, and the subject of the request.

Free legal advice:

Apply on a personal initiative - they will only ask for a passport. You will receive an application form to be filled out on the spot.

Some services can only be obtained for a fee, such as scanning, photocopying, printing. For the urgency of preparing documents, you also sometimes have to pay extra.

Collecting information about events and people of the past, we sometimes encounter difficulties. But the more difficult the path we have traveled, the more satisfaction we will get from the result.

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9 comments on “How to make a request to the archive? ”

Despite the fact that I have repeatedly sent requests in the archive, it was interesting to read. By the way, in St. Petersburg, I received answers to inquiries 6-8 months after sending. So the answers can take a very long time.

Lena, do you have experience in sending requests to other countries that used to be our republics? Baltics, Belarus, Ukraine, Moldova, etc.? After all, our people traveled around the country so much that it is very often necessary to turn to the former fraternal republics. I sent a request to Belarus - no one answered. =((

Free legal advice:

Hello Inga! You are right, sometimes you can wait more than 6 months for answers to requests. It is better to send by registered mail, so at least you will be sure that the request has been received by the archive. By our mail, I only got a letter there for about 3 months. I haven’t had any experience of requests to other countries yet, now I’m preparing a request to the State Archive of the Chernihiv region of Ukraine (as it turned out, my ancestors moved to the Far East from the Chernigov province at the end of the 19th century), I will definitely tell you on the blog what will come of it. The last issue of our magazine was also devoted to the archives.

Thanks for the information! Just the other day I was thinking about the origin of my surname and my ancestors! Your blog has been very helpful!

I have never turned to the archives, but the desire arises more and more often, because there are too many "blank spots" in the history of our family. Thanks for the advice))

Tell me how to write the same genealogical query - what is the structure of its writing, what information should be indicated there about yourself and about your relatives so that the query is not ignored? I live in Ukraine, and most of the roots are in Russia (Novgorod, Tver regions).

The idea of ​​making such a request has been there for a long time, but I don’t know how to implement it in practice (especially in another state - there may be other requirements).

I would be grateful if you could at least tell me where this information can be found.

With sincere wishes of all the best to you and your family!

Hello Victoria! There is no clear structure for requests to the archive. There are general rules: a clear wording of the question, an indication of the initial data (time, place where the events of interest to you or known data about the ancestor took place), a guarantee of payment if necessary, the presence of a return address where the answer will be sent. Many archive sites have special request templates. If not, write in free form. Sample templates for genealogical queries have only been seen here www.zaporozhskie.ru/load/. arhivy/Look, it might fit.

Hello! Can you help me? I just don't know who to turn to. The fact is that I had a great-grandfather on my mother's side. According to the stories of my grandfather, who is no longer alive, his father (my great-grandfather) was from Moscow, at least he lived there before the revolution, his parents owned a shoe factory, and he himself served in the tsarist army, had awards, but that's where served by whom, we do not know. After the revolution, he left for Siberia, hid there, married a simple woman there, worked as a simple shoemaker, and died there. So, I have a question, can I find out something about him through the archive, but I know almost nothing specifically, neither his date of birth, only approximately, nor the exact place of birth, only Moscow, I don’t know anything about his parents, only his father's name and that they had a shoe factory. I also know the year of birth of my great-grandfather's sister, but I don't know anything else. Well, it is also assumed that he participated in the First World War, and then served in the Trans-Baikal Territory, the city of Verkhneudinsk, now renamed Ulan-Ude, and it seems that he stayed there when the revolution took place. So, tell me, please, is it possible, on the basis of these data, without knowing the exact dates, to apply to the archive? Will they search? or is that not enough? I would like to know when and where my great-grandfather was born, and if possible, then his parents. Find out where they lived, and at least something about them. And in this case, where should I go, what archive should I write to, I do not live in Moscow. Will they require proof that I am a relative, I can only present my grandfather's birth certificate, there are no other documents. Sorry if I wrote a lot. Thanks.

Hello Maria! When working in archives, they usually require confirmation of kinship, sometimes they can make an exception if more than 100 years have passed and the information is not classified. I would start with your grandfather's birth certificate, you can contact the registry office that issued it. After all, not all information is written in the birth certificate; the date of birth of your great-grandmother and great-grandfather, the place of birth, and also the place of residence at the time of birth registration should be indicated in the act record. To apply to the registry office, it is advisable to have your birth certificate and your mother's birth certificate + your grandfather's birth certificate, which you mentioned. If this registry office is not in your city, contact yours, they should forward your request to the required registry office, and also give you an answer when it arrives. Knowing the date and place of your great-grandfather's birth will make it easier to access archives. Also, having received this information, you can go further, according to the place of birth of your great-grandfather and his exact date of birth, it will be possible to find out the names of his parents, most likely through registers of birth, but this is the next step. Regarding your ancestor's participation in the First World War: a global project is being implemented in the SVRT dedicated to the participants in the First World War 1914.svrt.ru Maybe you will find something there. Another good clue is the shoe factory owned by your ancestors, but first of all, you need to find out the data that I mentioned above. Find out everything you can through the registry office and the Internet, write to me, we'll think about where to go next.

Hello Inga. Can you tell me if I don’t know where my grandmother was born, I only know where and when she died, where can I make a request to find out her parents, raising the metric record, probably. I know everything about my grandfather’s sister and her husband, and that there was a child who now lives in Tallinn, but I don’t know his name and date of birth, only the surname Renwald, how can I find it? What can I try in my hopeless situations?

Having identified the prospect of putting together a difficult document, it will be right in your mind to break the content into 3 groups. They will not necessarily be served in the same order. First you need to formulate exactly what you want in the end, then think about the reasons. These may be court decisions, business customs, local regulations. The introduction is a fundamentally important part that forms the impression. Also, one should not forget and realize to whom this claim document is addressed and who should react.

How to make a request to the registry office?

Name of the applicant

required document

date of entry

the purpose of obtaining the document

How to make a request to the registry office

Section: Civil law |

The registry office is a civil registry office, therefore, this institution collects, systematizes and stores all information about the birth and death of citizens, the conclusion and dissolution of marriages, the change of names and surnames, the facts of adoption and adoption. By law, the registry office is required to store data for 100 years, after which acts are adopted by special archives. Who can make a request to the registry office to obtain the information he needs? Any person who provides a passport and claims the right to receive information.

How to make a request to the registry office?

A request to the registry office can be made during a personal visit to this institution. For example, by providing a personal passport, it will be possible to obtain a duplicate birth certificate or marriage certificate. In general, upon presentation of identity documents, any information that is stored in the registers of the registry office will be available.

Another possibility is to make a written request to the registry office, which is geographically too remote. In such a request, it is necessary to reflect a request to send the necessary information to the address of the branch closest to the applicant, in order to subsequently receive data or new documents already there. A sample request to the registry office can be downloaded on our website.

In your application, you must indicate:

the registry office that has the information, its address

Name of the applicant

address and passport details of the applicant

address of the registry office closest to the applicant

required document

Name to whom this document should be issued

date of entry

the purpose of obtaining the document

The reissuance of documents by the registry office is subject to state duty: for example, today a certificate from the archive will cost 50 rubles, and a new marriage certificate - 100 rubles.

How to make a request to the registry office for marriage via the Internet

A request to the registry office via the Internet is most often made by potential newlyweds who want to book a marriage registration date. To make a request to the registry office for marriage via the Internet, you must use the services of the public services website of your region. Such services provide an opportunity to choose a convenient date and time of marriage, provided that it is not busy. It must be remembered that the booking of the wedding day is carried out no earlier than 3 months and no later than 2 months before the planned date of registration.

How to make a request to the archive?

What do people do when it becomes necessary to restore lost information of a different nature or simply find out socially significant information (this can be information about relatives, obtaining copies of lost documents, restoring information about work, awards, the location of people or institutions, and other reference information)? Of course, they turn to the archive. True, in order to do this, it is important to know what kind of archive you need, and how to make a request to the archive. That is what we will talk about in this article.

A little about the archives

Let's start with the fact that the archive is a public (rarely private) institution in which official documents are stored under certain conditions that guarantee maximum security. At the same time, the archive is engaged not only in responsible storage, but also provides the available information to both state authorities and citizens.

Archival business appeared in time immemorial. This is evidenced by historical finds, confirming that all civilizations that have reached a certain level of development had state archives. Documents from the archives of Babylon, Egypt, the Assyrian kingdom, Ancient Rome (there was not only the archive of the Senate and consuls, but also the archive of priests, as well as individual archives of famous families), Byzantium, Ancient Greece, as well as from the archives of medieval Europe . It must be said that already many thousands of years ago the archives were subdivided on a territorial basis: into central archives and repositories, and those that were in the provinces. In Europe, there were first archives of overlords and vassals, and then - city and church archives.

Contemporary Archives

Today, archives are funded on a regional and departmental basis. This means that the documentation stored in them, which is handed over by organizations, and the information refers to a specific territory (region, city, district) or department, for example, the Ministry of Defense (which also has central and regional archives).

All archives are divided into:

federal, government, state, current, historical;

municipal and city;

public, private, communal.

Both individuals and organizations, as well as authorities (such requests, as a rule, are of an official nature) and persons living abroad (such requests are called consular) can make a request to the archive regarding the receipt of this or that information.

In addition, archives are not always requested for information relating to a particular individual, and historical documents are also often requested. This is done by those who need them by occupation, for example, screenwriters, writers, scientists. Archival documents are often used when writing dissertations or scientific papers. In the case when documents are needed for writing a scientific work, in addition to a passport and an application for their provision, a document from the organization where the applicant studies or works, confirming his status and the subject of work, will also be required.

Where exactly should you go?

Often, going to request some documents or information from the archive, people do not know exactly where they need to go. It all depends on what specifically interests you. For example, you can get general civil information (date, place of birth, death, marriage) in the archive of the regional registry office. But here it must be borne in mind that documents are stored in the district archive for a maximum of seventy-five years, so if you are interested in earlier information, you will have to contact the regional archive of the registry office, where all documents from the districts are transferred. If we are talking about restoring entries in the work book, then you need to contact departmental archives, for example, the Russian State Military Archive (if we are talking about military personnel or civilian personnel) or territorial archives in those settlements or regions where the enterprise is located, where man worked. For information about sailors, please contact the Central Naval Archive. If you are looking for information about someone, but do not know where to start searching for information, then it is better to contact the district or city archive at the place of the intended stay or work of this person.

You can also use the online guide to Russian archives - guides.rusarchives.ru. There you can search through 49 regional archives and 31 federal ones. You can also go to the official website of the Russian Archives.

Archive requests: classification and deadlines

As for archive requests, they are all divided into:

thematic - these are requests for information that relate to a specific event, fact or topic; by making such a request, you can establish information that clarifies the facts of the biography of a particular person;

genealogical - such requests imply obtaining information that will allow establishing kinship or clarifying the history of a particular family or clan;

socio-legal - such requests are usually associated with obtaining information that is needed to comply with the legitimate rights and interests of individuals or organizations; social and legal include service requests from authorities, consular requests, as well as requests from legal entities and individuals (the latter may relate to the state of health, wages, seniority, military service, education, repression, awards, acts of civil status, etc.).

Archival requests are executed in accordance with the established procedure, which is clearly stated in Federal Law No. 125-FZ “On Archival Affairs in the Russian Federation”. This means that thirty days may elapse from the moment a request is received and registered until a response is received. This period may be extended by the decision of the management of the archive, but not more than another thirty days. At the same time, the employees of the archive where the request was received are obliged to notify the applicant of the extension of the deadline for fulfilling the request.

But there are situations when people, without understanding, submit a request to the wrong address. In this case, it will be recognized as non-core and sent to another archive according to its affiliation within five days from the date of receipt. At the same time, archive employees must notify the applicant about the forwarding of the request and indicate the address of another archive.

Making a request

To make a request to the archive, you need to draw up an application in free form, since there are no strict requirements for this (although some institutions offer applicants their own form). But there are a number of points that must be reflected in the document. So, in the "header" (it is written in the upper right corner of the sheet) we indicate:

to whom the request is sent (you can specify the name of the organization and the name of its head);

Name and address of the applicant;

contact phone number of the applicant;

outgoing number, details of the institution, legal address (these data are indicated if the request is submitted by a legal entity).

what is the request about (here it is important to clearly, specifically and clearly state the essence of the issue, as well as indicate the time and territorial scope, which are very important, for example, when searching for relatives);

the reason why the information is requested;

the address to which the response to the request should be sent (this can also be e-mail);

the date the request was made;

signature of an individual, responsible officer or director of the institution (if the request is submitted by the organization).

How to apply?

A request to the archive can be submitted in several ways: in person (bring an application and register it by providing your passport), send it by registered mail with a notification, via the Internet (in the latter case, a notification from the archive will be sent to the email address about the receipt of the request).

What do the archives give out?

In response to a request, the archive issues either an archival certificate containing information related to the subject of the request, or an archival extract extracting the contents of the original archival document, or an archival copy of the requested document.

And if there is no information on request in the archive, then the applicant will receive a letter outlining the reasons for the lack of documents and recommendations for further action.

If you need to find relatives, restore a lost birth certificate, or study historical documents for writing a dissertation, you just need to make a request to the archive, correctly compiling an application.

How to make various kinds of requests to the registry office and archival institutions

Readers of my blog, I am glad to welcome you again on my page!

Today I will tell you about how to submit requests to the registry office, with the help of what documents this can be done.

What is a registry office?

According to Wikipedia, these are the Departments of Civil Status Records (abbreviated as ZAGS or ZAGS) - an executive body in Russia and a number of other states that registers the facts of birth, paternity, adoption (adoption), marriage, divorce, death and change of name.

Firstly, I will say that you can request information about people who are no longer alive. If you submit a request for a living person, no one in the registry office will issue you documents.

It is necessary that this person himself appeared for requests with an identity document. Let me remind you that even since the reign of President Yeltsin, in Russia such documents have been the passport of a citizen (ki) of Russia. Of course, if you are not a military man in active service, then you can present a military ID (sailor's book) or an officer's book. Many people think that it is possible to present a driver's license. But we don’t live in the USA, watch Hollywood films less, especially since your driver’s license gives you the right to drive vehicles of the corresponding category on the roads of Russia, and some traffic police actions require the driver to have a passport.

To confirm kinship, work experience or property rights, to collect the missing fragments of the history of your family - archives can help in these and many other issues.

Related materials:

Which archive to contact

If you know exactly in which region the events you are interested in took place or the person you are interested in lived in, you can contact the regional department of archives.

For example, if you want to confirm your seniority at a metropolitan enterprise, you need to send a request to the Main Archive of Moscow.

If you don’t know exactly where to look specifically - for example, you need to trace the fate of a great-uncle who was born and raised in Moscow, but then left “somewhere to the north” - contact the Federal Archival Agency (Rosarchiv).

On what requests can I get information from the Rosarchive?

1. Socio-legal inquiries - information on the issues of social protection of citizens, necessary for registration and receipt of compensations provided for by Russian legislation and international obligations of the Russian Federation. It can be:

• confirmation of work experience, salary;
• confirmation in the armed forces, participation in hostilities;
• confirmation of awards;
• repression and rehabilitation;
• Nazi persecution;
• confirmation of education;
• confirmation of vital records;
• confirmation of social benefits.

2. Genealogical inquiries - information needed to restore family ties, establish kinship, study family history. Such a request can be executed both against you and against another person named in your application - unless this is limited by law, as, for example, with.

Based on the results of a genealogical inquiry, a document is issued in the form of a family tree, a genealogical list or a table, or a selection of archival references, extracts, copies of documents establishing family ties.

3. Subject queries - information on a specific topic, for example, a person's biography or some event. If searching for information and copying documents on demand requires a lot of time, the archive notifies you in writing of intermediate results.

Information on social and legal issues is provided free of charge, on thematic and genealogical - on a paid basis. The approximate order of prices can be found in the "Temporary regulation on the procedure for the performance of work and the provision of services on a paid basis by federal state institutions subordinate to the Federal Archives."

How to apply

In order to obtain the information of interest, you need to draw up an application-request and submit it to the Federal Archive. You can request:

• send by letter to the address 103132, Moscow, st. Ilyinka, 12;
• send by email [email protected]
• submit through a special form on the website of the Federal Archives: http://archives.ru/feedback.shtml

Foreign citizens can also send their request through the Ministry of Foreign Affairs of the Russian Federation. Applications can be sent to the Consular Department at 119200, Moscow, 1st Neopalimovsky per., 12.

The request is made in free form. It must contain:

1. Information about the applicant - last name, first name, patronymic, full postal address, phone number, e-mail.
2. For legal entities - the name of the organization, full postal address, phone number, e-mail.
3. The topic of the request and the chronological scope of the information you are interested in.
4. The text of the request, written in a free style, and containing the maximum of information known to you on the topic - this will facilitate the work of the archive staff. The text should be clear and not contain obscene and other curse words.
5. If you have already addressed somewhere on this issue - specify where exactly.
6. How do you want to receive a response: by e-mail or by regular mail.
7. Response form.

According to the "Rules for the organization of storage, acquisition, accounting and use of documents of the Archival Fund of the Russian Federation and other archival documents in state and municipal archives, museums and libraries, organizations of the Russian Academy of Sciences", the form for receiving a response can be:

• archival certificate - an archive document drawn up on an archive letterhead, having legal force and containing documentary information about the subject of the request, indicating archive ciphers and sheet numbers of the storage units of those archival documents on the basis of which it was compiled;
• archival copy - a copy that literally reproduces the text of an archival document, indicating the archival cipher and sheet numbers of the storage unit, certified in the prescribed manner;
• archival extract - an archive document drawn up on an archive letterhead, verbatim reproducing a part of the text of an archival document relating to a specific fact, event, person, indicating the archival code and sheet numbers of the storage unit;
• informational letter - a letter drawn up on the form of the archive at the request of the user or at the initiative of the archive, containing information about the archival documents stored in the archive on a specific problem, topic;
• thematic list of archival documents - a systematic short or annotated list of titles of archival documents, storage units / accounting units on a specific topic, indicating their dates and archival ciphers, compiled at the request of the user or at the initiative of the archive;
• thematic collection of copies of archival documents - a systematic set of copies of archival documents or their parts on a specific topic, prepared by the archive at the request of the user or at the initiative of the archive. The thematic selection includes a title page, a thematic list of archival documents and, if necessary, a historical background on the topic;
• thematic review of archival documents.

If the archival document for which you sent a request is intended to be sent to a foreign country, you must put . The state duty for affixing an apostille is 1,500 rubles for each document.

How long to wait for a response

An authorized employee of the Federal Archives will consider your application, and within 15 days will transfer it to the appropriate department for execution. If, at your request, the documents are stored in another archive or organization, the Russian Archive will transfer it to the address within 5 days from the date of registration of your application. After submitting your request to work or to another archive, you will be notified about it.

Deadlines for the execution of a thematic or genealogical request will be set by prior agreement with you - they depend on the complexity of finding the information you need.

You must respond to social and legal inquiries within a maximum of 30 days from the date of registration of your application. If for objective reasons this period is extended, you must be notified of this.

If the request was not accepted

In some situations, your request may not be accepted.

1. If you do not have the right to receive the requested information. This may be information containing state, military and commercial secrets, as well as information about the private life of third parties. When it comes to trade secrets, you need to provide permission to receive a request from the owner of the organization. When requesting personal data of an individual, permission to receive this information from this person or his heirs.
2. If the query does not contain the information needed to find the relevant information.
3. If you sent a request anonymously, without providing your data. An email address is not enough.
4. If the documents required to fulfill the request are not available in Rosakhiv and its subordinate archives.

In case of refusal, you must send a reasoned refusal to consider your request within 15 days.

You can appeal it by submitting an application to the head of the Rosarchive, to the Ministry of Culture of the Russian Federation or.

The complaint must include:

• surname, name, patronymic;
• the postal address to which the answer will be sent to you;
• essence of the complaint.

As a confirmation of your words, attach to the application a copy of the refusal and other necessary documents on the subject of the request (if any).