If your child was born on a U.S. military base overseas, you may be surprised to learn that no U.S. state issues a birth certificate for that birth. Unlike bases within the U.S., where the hospital files the birth with the state vital records office, overseas military installations are not considered U.S. territory for civil records purposes. The official U.S. equivalent of a birth certificate for a child born abroad to U.S. citizen parents is the Consular Report of Birth Abroad (CRBA), also known as Form FS-240. This document is issued by the U.S. Department of State and serves as proof of U.S. citizenship, valid in all U.S. states and territories as the equivalent of a birth certificate. This guide provides a step-by-step process for obtaining a CRBA for a child born on a military base overseas, as well as options for replacing a lost or never-issued document.
Key Rule: For a child born outside the United States—including on a U.S. military base overseas—the U.S. government does not issue a state birth certificate. The official record of birth and proof of U.S. citizenship is the Consular Report of Birth Abroad (CRBA / Form FS-240), which must be obtained from the U.S. Department of State.
What Is a Consular Report of Birth Abroad (CRBA / FS-240)?
A Consular Report of Birth Abroad (CRBA) is a formal document issued by the U.S. Department of State that certifies the acquisition of U.S. citizenship at birth for a person born abroad to U.S. citizen parents. It serves the same purpose as a domestic birth certificate and is required for all babies born outside the United States, including those born on U.S. military bases. The CRBA is also known as Form FS-240.
The CRBA is typically issued by a U.S. embassy or consulate. For children born at military facilities overseas, the hospital or military medical facility often issues a "report of live birth" to the U.S. consulate, which then uses that information to issue the CRBA. The FS-240 is valid in all U.S. states and territories as the equivalent of a birth certificate. It is one of the primary documents needed for applying for a U.S. passport.
How to Obtain a CRBA for a Newborn (Initial Application)
If your child was recently born on a military base overseas and you have not yet obtained a CRBA, you must apply through the U.S. Department of State, typically via a U.S. embassy or consulate. The process has largely moved to an online portal.
Here is the step-by-step application process:
- Use the eCRBA Online Portal: The Department of State's new online application for a CRBA is called eCRBA. It does not require any new information or processes—applicants enter the same information as in the paper application. The process has moved almost entirely to the eCRBA online portal. You can access the eCRBA system through the U.S. embassy or consulate website for the country where the birth occurred.
- Gather Required Information and Documents: Before starting the online application, gather the following information:
- Full name of the child at birth
- Child's date and place of birth
- Parents' biographical information, including U.S. citizenship evidence (e.g., U.S. passports, birth certificates, naturalization certificates)
- Parents' marriage certificate (if applicable)
- Evidence of the U.S. citizen parent's physical presence in the U.S. before the child's birth (e.g., school records, employment records, tax returns, military records)
- Any available passport information for the child
- Any adoptive names of the child, if applicable
- Pay the Fee: The fee for a CRBA is $100.
- Complete the Application and Schedule an Appointment: After completing the online application, you will need to schedule an in-person appointment at the U.S. embassy or consulate (or sometimes a military passport acceptance agent) to finalize the process. At the appointment, you will present original documents, take an oath, and the consular officer will review the application.
- Apply for a Passport and Social Security Number Simultaneously: While applying for the CRBA, you can also apply for the child's first U.S. passport and Social Security number. This is highly recommended to have all documents in order.
If the birth occurred in a location without a U.S. consular office, designated military officers may be authorized to complete the CRBA process.
How to Replace or Obtain a Copy of a CRBA (If Lost or Never Issued)
If the CRBA was never issued—for example, if your parents did not register your birth with the U.S. embassy—or if you have lost your original FS-240, you can request a replacement or a copy from the U.S. Department of State.
Here is the process for obtaining a replacement or copy:
- Determine What You Need: If you need a replacement for a lost or damaged CRBA, you will request a replacement Consular Report of Birth Abroad. If the birth was never registered, you may need to request a copy of the original record if one exists, or you may need to provide secondary evidence to establish your identity and citizenship.
- Contact the Department of State: To replace, amend, or request copies of a Consular Report of Birth Abroad, eligible individuals should mail a request to the Department of State. The specific address and instructions can be found on the Department of State's website. You can also contact the American Citizens Born Abroad Department of State Correspondence Branch.
- Provide Required Information: Your request should include as much of the following information as possible:
- Full name of the child at birth
- Any adoptive names of the child
- Child's date and place of birth
- Parents' full names
- Any available passport information for the child
- The approximate date and location of the CRBA issuance (if known)
- Consider Alternative Evidence: If the birth was never registered and no CRBA exists, you may need to contact the hospital where the birth took place in the host country to obtain a local birth certificate. You may also need to provide other evidence of your identity and U.S. citizenship, such as parents' U.S. passports, military records, or other official documents.
For individuals who were born overseas to U.S. military parents and later served in the U.S. Navy, a replacement CRBA (FS-240) or Certificate of Birth Abroad (DS-1350) can be ordered from the U.S. Department of State.
Authentication, Apostille, and Translation for International Use
If you need to use the CRBA (FS-240) in a foreign country—for example, to register the birth with local authorities, to apply for a foreign visa, or for international adoption proceedings—you may need to have it authenticated or apostilled, and possibly translated.
Here is what you need to know about authentication and translation:
- Apostille vs. Authentication: The U.S. Department of State does not issue apostilles for federal documents like the CRBA. Instead, you may need to go through a process of authentication for use in countries that are not members of the Hague Apostille Convention, or you may need to obtain an apostille from the state where the document will be used (which is not applicable for a federal document like the CRBA). For most international purposes, you will need to contact the U.S. Department of State's Office of Authentications for guidance on authenticating a federal document for use abroad.
- Translation: If the country where you are using the CRBA does not use English as its official language, you will likely need a certified translation of the document. The translation should be done by a professional translator and include a certification statement attesting to its accuracy. Some countries may require the translation to be notarized or apostilled separately.
- Notarization: Notarizing officers at U.S. embassies or consulates abroad can provide services similar to a notary public in the U.S., which may be needed for certain documents.
For U.S. immigration purposes (e.g., filing with USCIS), a certified English translation of a foreign document is typically required, but an apostille is usually not required unless specifically requested by a court or agency.
Common Mistakes That Can Delay or Derail Your Application
Many applicants encounter unnecessary delays because of easily avoidable errors. Here are the most common mistakes and how to avoid them.
- Assuming a U.S. State Issues the Birth Certificate: As noted, no U.S. state issues a birth certificate for a child born on a military base overseas. The CRBA is the official U.S. document. Do not waste time trying to obtain a state birth certificate—it does not exist.
- Waiting Too Long to Apply for the CRBA: The CRBA must be obtained before the child's 18th birthday. If you wait too long, you will have to go through a more complicated process to establish citizenship.
- Failing to Apply for a Passport and Social Security Number Simultaneously: Applying for these documents at the same time as the CRBA saves time and ensures you have all the necessary documents for the child.
- Not Providing Sufficient Evidence of the Parent's U.S. Citizenship or Physical Presence: To transmit citizenship to a child born abroad, the U.S. citizen parent must meet certain physical presence requirements. Failing to provide adequate evidence (e.g., school records, tax returns, military records) can lead to a denial.
- Submitting Incomplete or Incorrect Information: Double-check all names, dates, and places. Even a minor typo can cause a mismatch with other documents and lead to delays.
- Not Having the Document Authenticated or Translated for International Use: If you need to use the CRBA in a foreign country, ensure you follow the proper authentication and translation procedures. Failure to do so will result in the document being rejected by foreign authorities.
Frequently Asked Questions
Q: What is the official U.S. birth certificate for a child born on a military base overseas?
A: The official U.S. document is the Consular Report of Birth Abroad (CRBA), also known as Form FS-240. No U.S. state issues a birth certificate for a birth that occurred outside the United States, even on a military base.
Q: How do I apply for a CRBA for my newborn?
A: You can apply online through the Department of State's eCRBA portal. After completing the online application, you will need to schedule an in-person appointment at a U.S. embassy or consulate (or, in some cases, with a military passport acceptance agent) to finalize the process.
Q: What if my parents never registered my birth with the U.S. embassy?
A: If your birth was never registered, you may need to contact the hospital where you were born in the host country to obtain a local birth certificate. You may also need to provide other evidence of your identity and U.S. citizenship, such as your parents' U.S. passports, military records, or other official documents. You can then contact the Department of State to explore options for establishing your citizenship.
Q: How can I get a replacement CRBA if mine is lost or damaged?
A: You can request a replacement Consular Report of Birth Abroad by mailing a request to the U.S. Department of State. You will need to provide as much information as possible about the original document, including the child's full name, date and place of birth, and parents' names.
Q: Do I need an apostille or translation for my CRBA?
A: If you are using the CRBA in a foreign country, you may need to have it authenticated by the U.S. Department of State (not apostilled, as the Department of State does not issue apostilles for federal documents) and translated into the local language by a certified translator.
Q: Can I use a CRBA to apply for a U.S. passport?
A: Yes, the CRBA (FS-240) is a primary proof of U.S. citizenship and can be used to apply for a U.S. passport. It is recommended to apply for the passport at the same time as the CRBA.