Genealogy relies on information preserved in various forms, including archival documents, interviews, memoirs, or published works. Ideally, you should visit the archives in person at least once to trace your ancestors’ records. If this is not possible, you can request the documents directly from the institutions responsible for their preservation. This article explains how to request a document from the archives, the types of records available, and mistakes to avoid.
Which Documents Can You Request
Archives contain numerous resources, but you cannot obtain everything through a single request. It is therefore wise to be specific. Do you need a civil status certificate (birth, marriage, or death), a census form, a property record, or another type of document? Avoid general requests such as “all documents about my grandparents” and clearly specify the exact materials you require.
Where the Documents Are
Not all documents are stored in a single archive; they are kept by the institutions responsible for their preservation.
Documents issued by local authorities or institutions (such as town halls, schools, churches, prefectures, and companies) are preserved at the County Services of the National Archives.
Documents issued by central institutions (ministries, police headquarters, etc.) are held at the Central Historical National Archives.
Documents issued by the Army are primarily held at the Military Archives.
For example, a document issued by Bucharest City Hall is preserved at the Bucharest Municipality Service of the National Archives. However, certain records, such as those relating to land reforms, are held at the central office of the National Archives. In general, the Central Historical National Archives hold correspondence with central institutions, reports submitted by local authorities, personal collections, and numerous other archival holdings.
What Information Should Be Included in Your Archive Request
To request a document from the archives, it is not sufficient to simply state the type of record (civil status certificate, census form, etc.). Your request should also contain the following information:
- Your identification details: full name, year of birth, ID series and number;
- Address and preferred delivery method (email or post);
- Type of document: certified copy or digital copy;
- Contact details: phone number and email address.
If you need the document to prove a right, request a certified copy. For genealogical research, a digital copy is usually sufficient. However, note that not all archives issue digital copies; some only provide certified copies, regardless of purpose.
Essential Details to Provide
It is not enough to simply request “a copy of my grandfather’s birth certificate” or “my great-grandfather’s census form.” You must provide the minimum information needed to identify the record accurately.
[Click here to download a sample request for a birth certificate in Romanian. If you need assistance completing it, write to us.]
[Click here to download a sample request for a birth certificate in English and Romanian. If you need assistance completing it, write to us.]
Requesting a Census Form
To correctly identify a census form, the request must contain detailed information. Include the following:
- Form type: specify if it is from the 1930, 1941, or 1948 Census;
- Person concerned: full name, age, and the locality in which they lived that year;
- Degree of kinship: grandparent, great-grandparent, etc.;
- Household composition: spouse, children, other residents;
- Place of residence: for villages/communes, indicate the locality; for towns/cities, include the street name as well.
[Click here to download a sample request for a census form in Romanian. If you need assistance completing it, write to us.]
If you are requesting a copy of your grandfather’s census form from 1930 in Bucharest, it is not enough to mention only the city. You must also provide the street name to allow archivists to locate the correct document.
Provide as much additional information as possible: family details, place of birth, household composition. These details are essential, as archives may hold multiple records for individuals with the same name.
Practical tip: If you are requesting documents for multiple people, it is recommended to submit a separate request for each person or each type of record. Some archives require each document to be accompanied by an individual request to facilitate proper identification.
Who to Address Your Request To
Your request should be sent to the archive that holds the desired document.
For civil status certificates (birth, marriage, death), send your request to the county branch of the National Archives that preserves the record.
For census forms:
- 1930 and 1948 Censuses → Central Historical National Archives.
- 1941 Census → SJAN Ialomița, Vâlcea, or Olt, depending on where your family was in 1941. For example, if your family lived in Vâlcea in 1941, the request should be addressed to SJAN Vâlcea.
Fees for Obtaining Records
Once the archives receive your request, it will be assigned to an archivist for processing. Two scenarios may occur:
- Document not identified: you will receive a negative response.
- Document identified: you will be informed that it can be issued, but payment must first be made to the National Archives’ treasury account. Typically, the cost is 90 RON per identified record, but for simple, uncertified documents, it can be as low as 1 RON.
Additional Charges
- Costs for postal delivery, especially if you live abroad.
- Payment processing fees are borne by the requester.
Tip: For the 1941 Census, a fee of 90 RON may apply for the general form and an additional 90 RON for the agricultural annex. If you believe the fee is incorrect, you can send a request to the National Archives director explaining the reasons.
Important: Do not send cash in the mail. After making the payment, send the receipt, invoice, or other proof to the email address provided.
In addition to the sample requests provided here, the National Archives also offers official request templates, available at this link.
If you need assistance, consult a specialist. We can guide you step by step. To continue your research, you may also explore our articles on creating a family tree and avoiding common mistakes in genealogical research.
