Archival (extended) extract from the house register: how and where to get it, order a certificate, sample

A simple extract from the house register

The standard version displays the following information:

Last name, first name, patronymic, information from the identity document, date and year of birth.
What is the applicant's current job?
Previous place of residence.
Citizenship.
Military ID (if available).
Permanent residence address.

Such an extract is usually made immediately after submitting the application. The owner of the apartment and the people registered in it can receive such a document. In addition to them, people who have a power of attorney from the owner of the property, certified by a notary, can receive a certificate.

What information does it contain?

Many citizens do not know what type of statement they need. To decide on a document, you need to understand what information is contained in its simple and extended versions. The certificate contains all information about the residents. The list of persons in the statement may be different and depends on its type.

In simple form it contains the following information:

surname, name and patronymic of the applicant and registered members of his family;
date of birth of each person;
full registration address (indicate country, region, region, village, city, district, street, house number);
living space;
number of rooms;
the type of family ties of these citizens with the applicant;
registration mark;
validity period of the document.

The extended statement provides the following information:

last name, first name and patronymic of all residents who were registered in the house during a certain time period;
passport details;
when and where did a certain person arrive, when and where did he leave;
citizenship;
purpose of visit, for how long;
attitude towards military service;
date of birth of previously registered persons.

Which organization can I get this document from?

A simple or extended version of the discharge form can be obtained through the State Services portal. Log in there or log in with your username and password, submit an electronic application and wait for an invitation to an appointment to receive the document. In addition, you can obtain an extract from the following institutions:

Department of the Federal Migration Service.
Unified information and settlement center.
Administration of local authorities (for towns and settlements).
Multifunctional Center.
Bureau of Technical Inventory.
Housing owners association.
A legal organization that has the authority to carry out this type of activity.

This is important to know: Is it possible to check out and register at the same time?

This service is provided to all citizens free of charge.

Electronic

Certificate form 9: how to get it through State Services? This question is asked by everyone who either does not have the opportunity to personally come to the passport office for it, or simply does not want to stand in huge queues.

In order to submit an electronic application, you need to go to the “Issue of documents” section . The user can choose the address of the branch where he will come to receive the certificate, as well as the time at which it will be most convenient for him to do this. To complete an application, a random paper must be written, which must include the following information :

Full Name.
Full date of birth.
The address where the user is registered.
Why is a certificate needed (the actual reason is indicated: verification of information, confirmation of registration, etc.).
Contacts for communication.

On the appointed day, the applicant must come to the passport office office indicated by him , taking with him the originals and copies of the necessary documents. If you need to get a certificate urgently, then this can be done on the same day when the electronic application was submitted.

The essence and types of extracts from the house register

This document has the following purposes:

For the buyer, this document has its own value:

Thanks to him, he will be able to get acquainted with the history of the apartment since the construction of the house.
For registration (permanent residence) and for deregistration.
To issue a certificate for maternity capital.
For military registration.
To obtain subsidies and benefits from the state, as well as to participate in various government programs.
To obtain a certificate for the “Young Family” program.
To receive additional benefits for paying for housing and communal services.
To conduct legal proceedings (by decision of the relevant authority).
For other cases provided for by the law of the Russian Federation.

When a person is going to apply for a discharge certificate, it is important for him to indicate for what purpose it will be needed. This will determine the form in which this document will be drawn up. There are currently four checkout options:

The first displays all the information about the residents who have lived or are currently living in the apartment.
The second option contains information that a specific person is registered in the residential area (individual certificate).
The third option will reflect the fact that there are no registered persons in the apartment.
The fourth option is usually requested by notaries or legal organizations.

Validity period of the certificate of registration in the apartment

A certificate in Form 9, containing information about citizens who are registered in a specific residential property, is valid for a limited period of time.

Such a limitation is easily explained by the fact that the information contained in this certificate can quickly change due to a variety of life circumstances.

The period during which this certificate remains valid is 30 calendar days from the date it was issued.

However, this certificate has an interesting feature. In various government authorities that may request its provision, it is considered to be valid indefinitely.

This approach is explained by the fact that updating information will be necessary only if changes have occurred in the composition of the family, and they are being introduced.

A certificate in Form 9 is issued to the applicant on the day of his application, or the next day. No fee can be charged for its registration and issuance.

The state also has not established any fees for the preparation of this document. So, receiving it will not lead to financial costs. And any attempts to establish any fee for issuing this certificate are illegal. Remember this.

This information will be especially relevant if, when you apply for a certificate from the management company, you are refused to issue it until debts for utilities are paid off.

Package of documents

An extract from the house register is provided to a citizen if he has the following certificates and papers:

An identity document or power of attorney certified by a notary.
An application filled out in a specific form. It is issued directly upon visiting the institution. You can also download its form on the State Services portal.
A document that confirms ownership of the property.

If the property owner, due to circumstances, cannot make a request on his own, then in this case he has the right to send his representative to the organization. But he must have a power of attorney with him, certified by a notary.

Stage 1Consulting

This stage precedes the preparation/sending of a request and can be carried out in person by the applicant, by telephone, by mail or by e-mail by the head of the personnel service, the head of the archive or an authorized official.

If the organization’s documents do not allow preparing a positive response to the request, the applicant is explained during the consultation which government body, organization or archive he should contact. For this purpose, the scientific reference apparatus of the office, personnel service, archive is used: inventories, card indexes, databases on the composition and content of documents of the organization, telephone directory of archival institutions, organizations of cities and districts of a given region.

Institutions where you can request and receive a discharge certificate

Most people, if they need to obtain statements, have a question: where can they request and receive it? Here is a list of organizations that can help in obtaining a certificate:

The passport office located closest to your place of residence.
Unified settlement and reference center.
Multifunctional Center.
Bureau of Technical Inventory.
Management company, Homeowners Association.
Administration of local authorities.
Notary or legal institutions.

Note! You can download the application form on the State Services portal.

This is important to know: How to discharge a person through the court

Places of ordering and delivery

Where can I get a certificate about the presence of registered persons in the apartment? Unfortunately, it is problematic to give an unambiguous answer to this kind of question. The thing is that services for issuing statements about family composition are offered today by various organizations. But which ones?

Among them are usually distinguished:

migration services;
passport offices;
multifunctional centers;
one-stop services;
branches of the Federal Migration Service of the Russian Federation;
passport and visa centers;
BTI services;
management companies involved in the maintenance of a particular residential building.

You can contact any of the listed authorities. In addition, private intermediary companies also often offer assistance in obtaining family composition certificates. But such an arrangement cannot be considered popular. This is due to the need to pay for intermediary services. Few people agree to them, especially given the availability of faster and less expensive alternatives. That is why we will not focus on intermediaries.

How to get a discharge form?

There is a certain algorithm for obtaining help. All employees of authorized establishments must follow them:

Acceptance of application along with a package of documents.
Verification of personal information of the person submitting the application.
Register the client's request and issue a receipt for receipt of documents from him.
Make a positive or negative decision in issuing an extract. If it is negative, then explanations will be needed.
Issue a discharge slip.

General procedure for submitting and receiving documents

Today there is a unified procedure for submitting documents that determines the procedure for obtaining certificates of registration of individuals. To apply you will need to provide:

identification;
statement;

This is important to know: What is the difference between registration and registration?

For minor citizens, the identification document is a birth certificate. If the certificate is issued for a minor, then the application according to the established form is submitted by the legal representative.

How to obtain an application form?

The list of steps is as follows:

Acceptance of application and list of certificates and papers.
A positive or negative decision is made.
Refusals are received by those persons who were unable to correctly prepare a package of documents. In this case, the application will be considered after the entire list of papers has been provided.
Verification of the applicant's personal information.
Registration of the fact of the client’s contact with the institution.
Issuing a receipt indicating that the employee has received documents from the client.
The necessary information is being prepared.
Issuance of a discharge form.

Note! The document is issued immediately to the client. If an archival extract is needed, this may take several days.

How to make a backup copy

The archival copy must repeat verbatim, that is, completely, the text of the original document. For example, this could be a copy made using a copier. Such a copy may consist of several sheets, in which case they must be sewn together or each sheet must be certified separately. The certification procedure will be similar.

In this article there is no point in providing a sample archival copy. After all, you just need to find the required document and then copy it. It should be kept in mind that the archival code must be marked on the back of the copy, as well as the sheet numbers of the storage units of the document from the archive. An example can be seen in the sample archived extract. To send an archived copy to the recipient, you will also need to write a cover letter.

To maintain confidentiality, you can make an archival copy in cases where the original document:

contains information only about the person about whom the request was made, for example, it could be a copy of the order to reward a particular person;
relates to a specific organization, for example, if we are talking about a copy of the organization’s charter.

In other situations, in the process of preparing information for a particular request, it makes sense to compile an archival certificate or an archival extract.

The nuances of obtaining an archived extract

Obtaining such a document is often very difficult. Only professionals can correctly collect information and prepare a certificate. As a rule, when a client requests an extended statement, organizations still enter incomplete information into it.

Expert opinion

Alexandrov Dmitry Petrovich

Practicing lawyer with 15 years of experience. Specializes in family law

Only the owner of the property can receive such a document, but even some institutions may refuse him, since they do not have enough experience in preparing such certificates. And some even begin to argue for refusal, pointing to the law on the protection of personal data of citizens.

You can obtain a well-written document at the Unified Information and Settlement Centers, and then only through their management. If they refuse, then contact private notary or legal organizations. True, to obtain an extract you will have to pay from 3,500 to 6,000 rubles.

Information that should be reflected in the extended discharge form:

Apartment address.
Personal information about each registered person in the apartment, including their passport data and information about their previous place of residence.
Date of registration at a specific address.
What is the purpose of the move?
Nationality and citizenship.
Military ID.
Date of issue of the discharge form.
Signature of an employee of the organization.
Organization stamp.

Validity of the statement

How long is a certificate of presence of registered persons in an apartment valid? It is impossible to give an exact answer to this question. The legislation of the Russian Federation does not stipulate the validity of extracts from the BTI, as well as certificates of persons registered in housing. Therefore, the authority requesting such documents can itself dictate the conditions for the validity period of the forms.

Typically, an extract on family composition in Russia is valid for up to 30 days. Less often - up to two weeks. Early invalidity may occur if someone registers or is discharged from housing. Another reason for the expiration of the issued form is a change in the data of the owner of the property or a change in the owner of the property.

Important: in order to avoid unnecessary problems and troubles, it is better to order a standard form shortly before contacting the service, which needs to prove the presence of those registered in the apartment/house.

How to get an extract through the State Services website

Let's look at the algorithm for obtaining an extract sheet through the State Services portal:

Select the section “Apartment, construction, land”.

Then find the section “Extract from the house register”.

Click on the “Get service” button.
Fill out the application.
Click the "Submit" button.

This is important to know: How to discharge or register a minor child in another apartment

This is a very convenient way, thanks to which you can receive a document without leaving your home. If you just need the original certificate, you can get it at the multifunctional center or any other authorized organization.

Legislative regulation of the issue

In accordance with the norms determined by the Order of the Federal Migration Service, every person residing on the territory of Russia must have an official registration.

After all, only through registration can a citizen count on the same service in a clinic, registration in a kindergarten or school, as well as applying for legally significant actions.

That is, in fact, registration is necessary in almost all cases of contact between a person and society, from going to court to paying utility bills, and from inheriting to receiving social benefits. At the same time, a person can confirm the place of official registration not only with a passport, but also with an extract from the house register, which, in fact, contains data on registration at a specific address

So, within the framework of clause 85 of Order No. 288, from the moment of construction and commissioning, each residential premises receives a kind of passport , namely a house register, which reflects information about all persons who have lived in the house or apartment for many years. This document also contains the full address of the property, as well as information about its location, for example, number of floors and footage, not to mention information regarding the owner.

It is worth noting that in some cases the book is not issued immediately, which is important for residential premises owned by the state. In this situation, the book is not started, but a registration card is kept for each house, which contains information about the residents, right up to the privatization of the apartment by private individuals.

Thus, no matter from what moment the book was drawn up, information about the citizens living in the apartment is stored in local passport offices or archives, which makes it possible to trace the chronology of the residents of a certain premises from the construction of the house to the present day, and to compile an archival extract.

Extended statement when purchasing a home

The main risks when buying real estate:

Presence of children under 18 years of age.
Persons in prison.

Children can only be discharged from municipal housing, but after discharge they must be immediately registered in another place of residence. Parents must also have written permission for this procedure. The new apartment must match the previous housing. If it does not have enough square meters, then it will not be possible to discharge the child. Everything is strict here.

A prisoner can be discharged from an apartment only by decision of a judicial institution. After such a person is released, he will be able to restore his rights to real estate, and the purchase and sale agreement will be declared invalid.

In what cases can they refuse to issue an extract?

Typically failure occurs for the following reasons:

An incomplete list of certificates and papers has been provided.
The power of attorney has expired or does not indicate that this particular person has the right to receive an extract.
The application contains errors or corrections.
The branch does not serve a specific address.
A person has no right to live in this apartment.

All reasons for refusal must be documented in writing! If you have arrears on utility bills, this is not a reason to refuse to receive a statement.