BDR 40 Hong Kong Birth Record Search Form: Fill Online

What is Form BDR 40 (birth record search)?

Form BDR 40 asks the Births and Deaths General Register Office of the Immigration Department (ImmD) to look for a birth record in the Hong Kong births register. People use it when a birth certificate has been lost and the registration number isn't known, when tracing a relative's birth, or before applying for a certified copy of an entry they can't identify yet.

There are two kinds of search. A particular search is for an identified person whose exact name and date of birth you can give: ImmD looks at the year of birth and, if nothing turns up, the two years either side. A general search covers anything else, such as a search where the exact name or date isn't known. You can tick a box to ask for a certified copy of the entry if it is found.

FileIt asks the questions in plain English and prints your answers in capitals, one letter per box, into ImmD's own PDF. It splits identity card numbers into the form's groups and fills the Supplementary Information page when you need it. The finished PDF is saved in the person's vault folder. FileIt doesn't send anything to ImmD.

Who fills it: The registered person, a parent or legal guardian of a child under 18, someone with written consent, or anyone else who adds the Supplementary Information page
Given to: The Births and Deaths General Register Office, Queensway Government Offices, by post or in person, or a births registry in person
Fee: Search fees are in ImmD's Fees Leaflet (BDR 100), paid when you apply; a certified copy is paid for on collection
Search types: Particular search (up to 5 years) or general search
Edition: BDR 40 (09/2024), issued free of charge

Who needs to fill out Form BDR 40 (birth record search)?

People born in Hong Kong who have lost their birth certificate and don't know the birth registration number.
Parents or guardians looking for the birth record of a child under 18.
Family members researching a relative's birth, for example for an estate or family history, who complete the Supplementary Information page.
Anyone who needs a certified copy of a birth entry but can't give the details ImmD needs to find it directly.

When to use Form BDR 40 (birth record search)

Before applying for a certified copy of a birth entry when you have no copy of the certificate and no registration number.
When you only know roughly when someone was born and need a general search over a period.
If you already have the registration number or an earlier certified copy, form BDR 87 asks for the certified copy directly.

What you need before you start

The person's surname and given names in English, any alias, sex and date of birth (and whether it is a Gregorian or a lunar date).
Their Hong Kong identity card number and nationality, if known.
If the date of birth isn't known, the period to search.
Any details that help: the hospital or address of birth, the parents' and midwife's names, the date and number of the registration.
Your own name, identity card or travel document number, telephone, e-mail and address.
If you aren't the registered person, a parent or guardian, or someone with written consent: how you are related and why you need the record, with supporting documents.

What’s on Form BDR 40 (birth record search)

The 2024 edition has 6 pages. FileIt asks for it in 4 parts, and it is signed by Applicant:

1. Type of searchApplicant
2. Search information: the person whose birth is registeredApplicant
3. Particulars of applicantApplicant
Supplementary Information (only if you are not the registered person or a parent or guardian)Applicant

How to fill out Form BDR 40 (birth record search), step by step

1 1. Type of Search

Tick Particular Search if you can give the person's exact name and date of birth, or General Search otherwise.

2 2. Search Information

The person's names in English one letter per box, any alias, sex, date of birth with the Gregorian or lunar box ticked, identity card number and nationality. Then the period for the search (only if the date of birth can't be given), the address or hospital of birth, the parents' names, the midwife, the date and number of the birth registration and any additional information.

FileIt can't print Chinese characters, so write Chinese names by hand on the printed form.

3 Certified copy

Tick the box and give the number of copies if you also want a certified copy of the entry once it is found.

4 3. Particulars of Applicant

Your name, identity card or travel document number, contact telephone and extension, e-mail and address within the border. Then sign and date the form.

5 Supplementary Information (SF/BDM/1)

Only if you are not the registered person, a parent or legal guardian of one under 18, or someone with their written consent. State your relationship and the purpose and intended use of the search result, with supporting documents. FileIt fills the English version of the page.

Common mistakes to avoid

Choosing a particular search without an exact name and date of birth to give.
Giving a lunar date of birth without ticking the Lunar box.
Filling in the period for the search when a date of birth is already given.
Leaving out the Supplementary Information page when it applies.
Sending cash by post. Postal applications are paid by crossed cheque or cashier's order in Hong Kong dollars, or online.

After you fill it out

Print the PDF from FileIt, write any Chinese names by hand, then sign and date the form (and the supplementary page, if used).

Post it to, or hand it in at, the Births and Deaths General Register Office, 3/F, Low Block, Queensway Government Offices, 66 Queensway, Hong Kong. ImmD's form page also lists the births registries in Kowloon, Sha Tin, Tseung Kwan O and Tuen Mun for applications in person. Faxes aren't accepted.

Keep the filled form in your FileIt vault, and file the search result or certified copy there when it arrives.

Fill out Form BDR 40 (birth record search) online with FileIt

Pick the person. Choose someone from People and FileIt fills in their name, date of birth, address and other details it already knows.
Answer plain-language questions. One part of the form at a time, with the official help text beside each question — 46 fields in all. Your answers save as you go.
Check the live preview. Watch your answers land on the real Immigration Department, Births and Deaths General Register Office, the Government of the Hong Kong Special Administrative Region (ImmD) form, and let FileIt do any worksheet arithmetic.
Generate the official PDF. FileIt prints your answers into the agency’s own PDF and files it in that person’s folder in your vault. Sign it, or send it for e-signature.

FileIt fills the form — it never files or submits anything for you. Deliver the finished form to whoever asked for it, the way the form’s instructions say.

Start Form BDR 40 (birth record search) now — it’s free

Form BDR 40 (birth record search): frequently asked questions

What is the difference between BDR 40 and BDR 87?

BDR 40 asks ImmD to search the births register for a record. BDR 87 asks for a certified copy of an entry you can identify, usually from an earlier copy or a search result.

How far does a particular search look?

ImmD's notes say it covers the year of birth given and, if nothing matches, the two years before and after: 5 years in all.

Can I get a certified copy at the same time?

Yes. Tick the certified copy box and give the number of copies. The guidance notes say the search fee is paid when you apply and the certified copy fee when you collect it.

Can I search for someone else's birth record?

Yes, but unless you are the registered person, a parent or guardian of one under 18, or have their written consent, you also fill in the Supplementary Information page. The Registrar considers it and may ask for more.

Does FileIt print Chinese names?

No. FileIt prints English only, so you write Chinese names by hand on the printed form.

Does FileIt send the application to ImmD?

No. FileIt fills ImmD's official PDF for you to print, sign and post or hand in yourself.

Official sources

Blank form (PDF), published by Immigration Department, Births and Deaths General Register Office, the Government of the Hong Kong Special Administrative Region (ImmD): https://www.immd.gov.hk/pdforms/bdr40.pdf
Official instructions and guidance: https://www.immd.gov.hk/eng/forms/forms/bdr40.html
Edition shown on this page: BDR 40 (09/2024) (checked 2026-10-19).

FileIt is not affiliated with or endorsed by Immigration Department, Births and Deaths General Register Office, the Government of the Hong Kong Special Administrative Region (ImmD) or any government. This page explains the form in general terms and is not legal, tax or immigration advice. Always read the official instructions, and check that you are using the edition the recipient accepts. Page last reviewed 2026-10-19.