Fee Waiver Policy

The Registry may consider waiving fees for products and services in some circumstances.

This policy outlines the circumstances under which the Registry will grant a fee waiver, the process of applying for a fee waiver and the criteria used to establish eligibility. 

The Registry will consider granting a fee waiver in cases of financial and other forms of hardship. 

The circumstances for granting a fee waiver may include but are not limited to the following:

2.1. Financial hardship

Applications for fee waivers will be accepted in cases where the applicant is experiencing financial hardship and is vulnerable in one or more of the following factors: 

• a person who is currently a victim of and/or directly impacted by domestic violence
• a person who is sleeping rough, including those who are homeless
• a child under 18 years of age who is currently living in poverty or experiencing significant disadvantage  
• a person suffering from a long-term chronic debilitating illness
• a person who has experienced a personal disaster, e.g., house fire resulting in destruction of all personal property, within six months of the event occurring
• a person who is incarcerated or being released from a correctional facility.

2.2. Inconsistent names on identity products

A fee waiver for a change of name may be granted where a vulnerable person has difficulties resolving variations and inconsistencies between their birth certificate and other identity products e.g., the name on their birth certificate does not match the name on their bank card. 

When a vulnerable person cannot provide 100 points of identification due to name discrepancies, they are at risk of homelessness and other harms as they are excluded from access to government benefits, health, education, housing, and financial services. 

Examples of how these name variations may have come about (but are not limited to) include:

• use of a preferred name on identity products prior to digital systems
• out of home care including foster care or in the care of the Minister
• incarceration in Youth Justice or adult correctional facilities
• member of the Stolen Generations
• homelessness
• administrative errors on newly arrived migrant and refugee incoming documentation caused by either their home country or Australia
• Legal Aid NSW, a state or territory equivalent or other community-based organisations who assists vulnerable people may apply for a certificate on behalf of one of their clients. The fee for these applications may be waived. 

2.3. Members of the Stolen Generations

If a person is a member of the Stolen Generations adversely affected by former government policies, the fees for the application will be waived. 

A person can apply for a death certificate for a Stolen Generation's survivor, who passed away after 5 August 2021, to make an application to the Territories Stolen Generations Redress Scheme. The Scheme is open from 1 March 2022 until 28 February 2026 and the fee for obtaining the certificate will be waived.

2.4. Forced adoptions

If a person has been adversely affected by former forced adoption policies, a fee waiver may be granted. 

2.5. Shortening of time for a marriage notice period

In exceptional circumstances, the minimum notice period required for marriage may be shortened to less than one month. Circumstances are set out in Schedule 3 of the Marriage Regulations 2017 and may include instances where either party to the marriage or a close family member is suffering from a terminal illness. In these cases, the fees associated with shortening the notice period may be waived upon presentation of appropriate evidence.

2.6. Conflict and natural disaster

Fee waivers apply for replacement certificates where people are directly impacted by:   

• acts of terrorism or acts of war, leading to the destruction or loss of identity document/s or loss of life of a person who usually resides in NSW
• natural disasters, provided the customer is registered with a Service NSW Recovery Centre established at the time the disaster is declared and applies within six months of the event occurring. 

2.7. Service breakdown

Where a person has been adversely affected by an error or deficiency in Registry products and services, the fees may be waived.

2.8. Retrospective applications for integrated birth certificates 

An integrated birth certificate (IBC) includes a person’s pre-adoption and post-adoption information on one certificate that can be used for legal purposes. 

A person applying for an IBC retrospectively (i.e. for an adoption that occurred prior to 16 November 2020) will not be charged an additional fee if they have already obtained a post-adoption birth certificate.

The applicant will only be charged the cost for one certificate and the fee for the second certificate will be waived. 

2.9. Court orders a proposed name for a child 

If any court orders the Registry to register a name for a child with a proposed name, the registration fee for the change of name will be waived. The certificate fee/s will apply. 

2.10. Issue of a certificate to enable the disposal of human remains 

Where a deceased body has been donated for research, fees for the issue of a certificate to enable the disposal of human remains will be waived.

2.11. Statistical data

Statistical information may be provided, and the fees waived in certain circumstances including:

• requests from non-profit organisations or community groups with limited funds
• collaborative projects, research or development projects fostering innovation or public good
• requests related to compliance, emergencies, or public interest issues requiring timely access to crucial information

The Registry can grant a fee waiver for the whole or part of the cost of Registry products and services. Applications for fee waiver are prioritised when granted for compassionate reasons, personal disaster, financial hardship, for vulnerable persons, for members of the Stolen Generations, or where there has been a breakdown in service delivery.

A customer can apply to the Registry directly in writing or at a Service NSW Service Centre. The customer will be asked to provide supporting evidence e.g., a letter from a support service. In the absence of supporting evidence, a decision is made on a case-by-case basis by the Registry or Service Centre manager.

A limit of one free certificate or service is granted per year per customer. If a request is declined, the customer will be provided with the reason for the decision.

For further information on how the Registry manages personal information, please visit our Privacy collection notice.