How to Get Official Documents Certified at the Ratnapura DS Office

Overview

Securing officially certified copies of public records, civil status certificates, land documents, and personal attestations is a fundamental requirement in Sri Lanka. Whether you are applying for a passport, securing a bank loan, submitting documents for foreign visas, enrolling children in schools, or processing legal transactions, official certification confirms that your documents are legally valid extracts of state registries.

For residents of the Ratnapura District, the Ratnapura Divisional Secretariat Office serves as the administrative hub for civil registration, land affairs, and administrative certifications.

This comprehensive guide details the exact procedures, required documentation, fee structures, and practical steps to get your official documents certified smoothly at the Ratnapura Divisional Secretariat.

1. Scope of Certification Services Offered

The Ratnapura Divisional Secretariat (DS Office) handles two primary categories of document certifications:

Category A: Certified Copies of Civil Status Records (Extracts)

Birth Certificates (Janana Sahathikaya)
Marriage Certificates (Vivaaha Sahathikaya)
Death Certificates (Maranadhara Sahathikaya)

Category B: Official Administrative & Identity Certifications

Grama Niladhari (GN) Residency Certificates (Pabiliga/Wasi Sahathikaya)
Income & Valuation Certificates (for bank loans, scholarships, or legal matters)
Land & Property Verification Extracts (coordinating with the Land Registry Branch)
Attestations of True Copies of original certificates, educational qualifications, or identity documents.

2. Step-by-Step Guide to Obtaining Certified Civil Records (Birth, Marriage, Death)

If you need an official certified copy of a vital record registered within the Ratnapura Divisional Secretariat area (or registered anywhere in Sri Lanka via the integrated civil database), follow this standard procedure.

+-----------------------------------------------------------------------+
| STEP 1: Obtain & Complete Application Form B63                        |
| - Collect Form B63 (Application for Search of Register and Request    |
|   for Certified Extracts) at the Civil Registration Counter.          |
+-----------------------------------------------------------------------+
                                   │
                                   ▼
+-----------------------------------------------------------------------+
| STEP 2: Gather Specific Registration Details                           |
| - Identify the registration date, entry number, GN division, and      |
|   full name of the individual.                                        |
+-----------------------------------------------------------------------+
                                   │
                                   ▼
+-----------------------------------------------------------------------+
| STEP 3: Submit Application & Pay Stamp Duty Fees                      |
| - Present your NIC and completed Form B63 to the Registrar counter.   |
| - Pay the prescribed stamp duty and search fee at the cash counter.   |
+-----------------------------------------------------------------------+
                                   │
                                   ▼
+-----------------------------------------------------------------------+
| STEP 4: Record Retrieval & Certification                              |
| - The Additional District Registrar verifies the original ledger or    |
|   digital eBMD system entry.                                          |
| - The certified extract is embossed with the official state seal      |
|   and signature.                                                      |
+-----------------------------------------------------------------------+

3. Required Documentation Checklist

To avoid application rejections or administrative delays, assemble a complete set of supporting documents prior to your visit:

Service Type	Required Documents
Certified Copy of Birth/Death/Marriage Certificate	• Completed Form B63. • Original National Identity Card (NIC), Passport, or Driving License of the applicant. • Copy of the previous certificate or registration details (Registration Number, Volume, and Folio Number) if available. • Authorisation letter + applicant’s NIC copy (if applying on behalf of someone else).
Grama Niladhari Certificate Attestation	• Completed GN inspection report signed by your local Grama Niladhari. • Applicant’s original NIC and copy. • Copy of Electoral Register extract or Household Register (Grama Niladhari Register).
True Copy Attestation of Documents	• Original document (e.g., original certificates, deeds, diplomas). • Clear, unedited photocopies of the documents to be certified. • Valid NIC or Passport.

4. Attestation of True Copies & Administrative Documents

For administrative letters, character certificates, or copies of documents required by state departments or legal bodies, the Executive Officers at the Ratnapura DS Office (such as the Divisional Secretary, Assistant Divisional Secretary, or Additional District Registrar) act as certifying authorities.

The Attestation Workflow:

Initial Verification: Take your original document along with clean photocopies to the designated Subject Clerk in the relevant branch (e.g., General Administration, Civil Branch, or Land Branch).
Verification Stamp: The clerk compares the photocopy against the original document line-by-line to ensure absolute accuracy.
Official Seal & Signature: Once verified, the document is placed before an authorized Executive Officer who applies the official endorsement stamp (“Certified True Copy”), state coat of arms seal, date, and signature.

5. Online Certification Request via the eBMD System

Sri Lanka’s Registrar General’s Department provides digital service access for civil certificates through the official eBMD portal (online.ebmd.rgd.gov.lk).

Steps for Online Application:

Register an account on the official eBMD platform.
Select “Request for Certified Copies” and choose the document type (Birth, Marriage, or Death).
Search for the record using the division (Ratnapura), registration number, and date.
Pay the required processing fee online using a credit or debit card.
Select Collection Option:
- In-Person Pick-up: Collect directly from the Civil Registration Counter at the Ratnapura Divisional Secretariat.
- Postal Delivery: Receive the embossed certificate via Registered Post at your home address.

6. Important Operational Details & Visitor Guidelines

Office Location: Divisional Secretariat Office, Ratnapura (situated near the administrative heart of Ratnapura town, Sabaragamuwa Province).
Public Service Days: Monday to Friday.
Working Hours: 8:30 AM – 4:15 PM.
Cash Counter Hours: 8:30 AM – 3:00 PM (Ensure you arrive before 3:00 PM to process fee payments).

7. Essential Tips to Prevent Delays

Verify Ledger Information: If you have an old copy of the birth or marriage certificate, check the District, Division, Book Number, and Registration Number listed at the top. Providing exact folio details drastically reduces processing time from several days to a few hours.
Name Consistency Check: Ensure the names listed on your application match your National Identity Card precisely. Discrepancies between English and Sinhala/Tamil spellings may require a legal affidavit before certification can proceed.
Third-Party Representation: If you are obtaining certified copies on behalf of an immediate family member, carry a signed letter of authorization along with photocopies of both parties’ identity cards.
Preserve Original Extracts: Always keep official certified copies in protective folders. Avoid writing, laminating, or altering official state extracts, as lamination destroys the raised security embossing seal.

Administrative Note: For documents intended for international legal use, foreign employment, or overseas university admissions, certificates issued by the Ratnapura DS Office may also require secondary legalization/apostille endorsement by the Consular Affairs Division of the Ministry of Foreign Affairs in Colombo.