The company Schmidt and Schmidt provides services for the reclamation of civil status documents, as well as obtaining duplicates, lost or damaged documents in Mongolia with their subsequent legalization and translation.

It often happens that civil status documents are lost or damaged, or it is necessary to obtain current copies of documents. In this case, it is necessary to reclaim duplicates of documents. Often, those who have left Mongolia face difficulties in this procedure. Our service allows you to reclaim documents in Mongolia remotely, and we can carry out courier delivery of the document to anywhere in the world.

Validity of civil status documents in Mongolia

Civil status documents issued in Mongolia generally have an unlimited validity period. An exception to this rule are certificates of no criminal record, they are valid for no more than 3 months, after which they must be replaced with new ones containing up-to-date data. In addition, the receiving party may make requirements for the terms, so this must be clarified at the place where the documents are requested.

When to obtain duplicate documents in Mongolia

A duplicate birth certificate, marriage certificate, name change certificate, divorce certificate, criminal record certificate or death certificate may be required to register a marriage abroad, a newborn child, citizenship, inheritance, data verification for pension applications, opening bank accounts, employment and other bureaucratic issues.

What documents can be requested in Mongolia

• Birth certificate
• Marriage certificate
• Certificate of change of surname
• Divorce certificate
• Death certificate
• Certificates of good conduct
• Educational documents
• Other civil status documents

Birth certificate

A birth certificate is an official document provided by the Registrar or acting Registrar of the relevant Civil or Consular Register. It verifies details of an individual's birth, including the date, sex, and, if applicable, the time of birth and family relationships.

Applications for a birth certificate can be submitted by mail to the Civil Registration Office in the individual's district (Sum) or city (Hot) of birth. For those born before 1961, when birth records were incomplete, the People's Passport (a standard identity card) is accepted as a substitute for a birth certificate.

Births must be registered within 30 days. To complete the registration process, parents must provide the following documents:

Required documents

• Medical Certificate of birth
• Marriage certificate
• Valid ID

Marriage certificate

The marriage certificate is the legal record of marriage, used to verify marital status. It is usually required for procedures such as changing the last name, applying for spousal benefits, immigration applications and for inheritance matters.

To obtain a marriage certificate in Mongolia, couples must register their marriage at the appropriate government office. In Ulaanbaatar, this is done at the Center of Civil Registration and Information; in other regions, registration takes place at the local Governor's office.

Please note that specific requirements may vary, especially for foreign nationals marrying Mongolian citizens. It's advisable to contact us in advance to confirm the necessary documentation.

Required documents

• Valid ID
• Proof of marital status
• Completed application form

Divorce certificate

A divorce certificate (also known as decrees) serves the purpose to verify the legal dissolution of a marriage. It is required for procedures such as remarrying, updating marital status on legal records, immigration applications, and legal matters involving custody, support, or property division.

If both parties contest to the divorce, the application can be sent directly to the local civil registration office for the dissolution of their marriage. If the situation is more complex it is handled by the court system.

Required documents

• Valid ID
• Marriage certificate
• Completed application form
• Proof of address

Death certificate

A death certificate serves the purpose to provide official confirmation of a person’s death. It is often needed for legal and financial matters such as settling estates, claiming life insurance, finalizing wills, notifying government agencies and closing bank accounts.

When a death occurs, it must be reported to the local civil registration office within 28 days. Upon submission of the required documents, the registration office issues the certificate.

Required documents

• National Id card
• Birth certificate
• Hospital issued death report

Police clearance certificate

A criminal record certificate, also known as a police certificate, is a document used to verify an individual's criminal record or confirm the absence of one. It is required for employment in sensitive fields, visa or immigration applications, volunteering, firearm permits and adoption proceedings.

The application procedure can be done directly at the local police authority if you live in Mongolia or by an authorized representative to act on your behalf on presenting the documents to the local police authorities.

Required documents

• Valid ID
• Completed application form
• Full name (if applicable, previous names)
• Date of birth
• Most recent address in Mongolia
• Current address
• Scanned image of your passport

Educational documents

Foreign educational documents only carry the same legal value as Mongolian documents if they are exempt from legalization or have undergone the necessary legalization process. Documents from countries with bilateral agreements with Mongolia are fully exempt from legalization. Documents from countries that are part of the Hague Convention of 1961 undergo a simplified procedure called apostille. If neither countries are part of the convention or have bilateral agreements they undergo consular legalization