How to make a request to a foreign archive. How to correctly submit a request to the registry office via the Internet to an email address

Employers often incorrectly fill out work books and other documents that may be useful when applying for a pension. But if some data is lost or filled in incorrectly, do not be upset. For such situations, state archives have been created, into which you can make a request for confirmation of work experience. The request contains various information about the applicant and helps archivists clarify missing information.

You need to request a certificate from the archives to receive archival certificates and extracts when applying for a pension. This procedure is required in two cases:

1. Loss of documents confirming a person’s work activity throughout his life.
2. According to clause 6 of Part II of the Rules for calculating and confirming the insurance period for establishing labor pensions, approved by Decree of the Government of the Russian Federation of July 24, 2002 No. 555, GPC agreements are also confirmation of labor activity. Therefore, incorrect filling out of a work book or contract is the basis for a request to the archive.

Without archival documents, a citizen may be left without an insurance and “earned” pension.

A request to the archive to confirm work experience is filled out using a special form.

The request itself is a form that must contain the following information:

• name of the archival institution;
• FULL NAME. and date of birth of the applicant;
• the actual and registered address of the applicant, separately indicate the postal address;
• statement;
• a specific period of time for which the certificate is needed;
• the exact name of the organization and position;
• basis for obtaining an extract, certificate;
• applicant's signature.

If you want to know how to make a request to the archive about relatives or ancestors, then this publication is definitely for you. Requests from the population are divided into three types: socio-legal (certificates of work experience, etc.), thematic (biographical information about a person) and genealogical. Separate materials are provided for the first two types, but here we will consider in detail the question of how to make a request to the archive about ancestors. A link to free download of samples of several forms is at the end of the article, but before submitting, we recommend that you read the explanations to increase the likelihood of a positive response with information about ancestors from a government agency. For those readers who want to save time and nerves, we suggest ordering a genealogical request to the archive about relatives in our family research bureau. As part of this service, for a nominal fee, we will compose a competent text and provide the exact coordinates of the archives where the application must be sent. Next, read the interesting nuances of relationships with employees of reading rooms and document storage departments, since, in most cases, they are the ones who work with requests about relatives that come from citizens.

Before you make a request to the archive about your ancestors, pay attention to an important psychological factor when communicating with representatives of regional organizations, where documents over a hundred years old from the civil registry office should be transferred. The founders of the site searched for relatives in more than fifty regions of the country and, taking into account these statistics, it was revealed that the majority of the staff of state archives are educated and intelligent people. According to employees, it is not in their interests to delay the process of processing archival requests, since the sooner they help the applicant, the sooner they will begin their immediate duties. It is also worth considering the fact that income from solving problems regarding requests for relatives (and this is a paid service) goes to the treasury, and not to any specific performer. Due to the fact that responses to requests to the archive about ancestors do not relate to the main activities of employees, your application may be rejected without explaining the reasons for the refusal or with the provision of a formal reply. On some Internet resources of federal institutions it is written: “the archive does not process requests of a genealogical nature about relatives due to the heavy workload of specialists.”

With civil registry offices (civil registry offices), things are different. They are obliged to respond to a request to the archive about relatives. Applications vary radically, some are interested in marriage or its dissolution between older family members, others are looking for a birth or death certificate of a relative. Legislation changes periodically, which is why the exact procedure for executing requests to the archive about ancestors should be found out at the time of application. The institution may require proof of relationship with the person or a death certificate. For example, during one of the family studies, an employee of the document storage department at the civil registry office clarified that it is only permissible to request information about the deceased, and only children can do this without additional permission. People are expected to restore certificates personally or through authorized representatives. That is, a grandson, with living parents, will not receive a positive result on a request to the archive about third-generation relatives (grandparents). If the father or mother cannot search for data, then they must issue a power of attorney from a notary in the name of the executor, who can be anyone. However, as already said, the actual algorithm of actions becomes known in a specific situation during the period of its occurrence and depends on the degree of relationship of the citizen sending request to the archive about ancestors, with the desired person. There is logic in strict rules. Few readers will be happy with the fact that someone else is freely “digging” into the biography and relationships of their relatives or conducting a study of family history, trying to find incriminating evidence for selfish purposes.

How to make a request to the archive about family relatives

Having explained the basic concept of the approach to communicating with archivists, let's move on to the essence of the topic of publication on the genealogy site Livemem. How to make a request to the archive about relatives so that it is not ignored and fulfilled as soon as possible? First, determine which city archive or registry office you need to contact with your application to find an ancestor. The choice of institution to send a request for relatives depends on the type of task (recovery of certificates or obtaining information) and the date of the event (birth, marriage or death). According to the standards, if a hundred years have not passed since the creation of the document, then it must be kept by the territorial registry office. But from the practice of our family research bureau, it is known that “younger” civil status records are also found in the repositories of regional archives. That is, when you are interested in family documents of Soviet origin, then you should send a request about relatives to the civil registry office at the place of the event, and if they have already been transferred to the federal archives, then you will be informed about this in a response letter. Government services are developing a centralized electronic database with relevant information about citizens, therefore, it is possible that it will soon be possible to send requests about ancestors to local organizations.

When considering the case of a request to search for facts about relatives from the metric notebooks of the church (predecessors of books with civil status acts, which were an official document ~ until 1917), it is worth paying attention to the fact that it is necessary to do the opposite. Initially, request information about ancestors from the federal archives, depending on the region where the event occurred, and if the records were not transferred to them for storage, the applicant will be redirected to the registry office. Let us note the confusing confusion with the areas where, within the framework of the administrative-territorial division, the boundaries sometimes changed. There are ambiguous situations when a village (village, city) and the parish of its church, for example, in 1850 belonged to one province, and in 1851 to another. This means that church registry books with the family history of ancestors for a given locality may be located in two regional archives. There is a possibility that the citizen will not be informed about this, and the request will be answered with the classic reply “not found.” If you have doubts about the thoroughness of processing a request to the archive about relatives, duplicate the letter to institutions in neighboring cities, where books with records of ancestral rituals in the disputed territories could be sent.

Now we will directly explain the procedure for filling out an archival application to search for information about ancestors with writing the correct text support. Let's consider the situation using the example of a genealogical request to the state archive, since in the case of civil registry offices, the actions are quite similar, and the forms we prepared via the link for free download at the end of the publication do not need additional explanation. A request to the archive about relatives can be divided into three blocks (as in the example in the first photo): where the request is sent, its essence and by whom it was sent. Let’s say right away that all parts are required to be filled out; if at least one is missed, then with a 99% probability your application will be rejected. Before, how to make a request to the archive about ancestors, go to the institution’s website or check by phone whether employees are involved in their implementation in principle. And if work is underway with citizens’ appeals on the topic of searching for data about relatives, find out in what way it will be more convenient for the archive to accept the application - by e-mail or traditional letter. When requests are processed only on physical media (in writing), it would be a good idea to include a second envelope with the package. Alas, according to archivists, sometimes precisely because of the lack of their own means of forwarding, requests for relatives can be ignored (the smaller the archive, the more modest the budget for communication about the family’s ancestors).

As for the contents of the document, you need to know the following nuances. The archive, where the request about the ancestors of the family is sent, and the sender are located in a visually single space - in the upper left corner. In this case, the application must be sent to the director. You will find the exact name and current director on the institution’s website. This part of the request for information about relatives looks something like this: “To the director of the state archive of such and such a subject of the Russian Federation (region, republic, territory, etc.), his last name, first name, patronymic (on a new line).” Next, indicate your full name on the form. the applicant, his actual residence address (where you can receive correspondence), as well as contact information (phone number or email, or better yet, both options). For obvious reasons, anonymous requests to the archive about family relatives and requests without indicating a means of feedback are not accepted for execution by employees.

How to write the text of an application to increase the chances of a positive result? We consider it necessary to refute the widespread myth that says: “the more detailed the essence of the request to the archive about ancestors is stated, the higher the likelihood of receiving a response with information from relatives.” This approach is relevant when interacting with private genealogists or specialized organizations like our family research bureau “Keepers of Family Secrets.” But with government agencies, everything should happen exactly the opposite. The clearer and more concisely the task is formulated, the greater the chances of getting the archive to resolve the issue and consider the request for relatives in a short time. You should not write an essay about respect for ancestors; indicate only the exact facts: place with date of birth, locality, name of a relative, degree of relationship, and type of record. You can write approximate data, but this will increase the cost and time of executing a genealogical request to the archive about ancestors, and in some cases will make searching for information about relatives impossible. At the end of the archival request, note that your interest is related to the restoration of the pedigree, and you agree to pay for the work. Try to fit the essence into 3-4 lines.

A competent appeal to the archive with a request to restore the history of ancestors looks something like this: “I ask you to find in the registry book a record of the birth (or death) of my great-grandfather so-and-so (his last name, first name, patronymic) for X year in a village (village, city) N. If there are no metrics, I would be grateful if you could inform me about the safety of revision tales, confessional statements and other genealogical sources for the specified period. If you successfully search for a relative, I would like to issue an archival certificate (make an extract, photocopy or photograph of the page). I am ready to pay for the services. " When you are interested in the marriage ceremony of your ancestors, simply replace the phrase about birth with the corresponding text about marriage. Archives employees do not welcome vague wording and large-scale requests about relatives in the form of “conduct genealogical research of the family” or “I want to know the pedigree of my family name.” Solving such problems is quite difficult, and the archive is unlikely to undertake them, since family genealogy is not a core area of ​​its activity. In informal conversations, archivists note that polite and cultural communication additionally motivates high-quality work, which, in principle, is quite natural. On some institutions’ websites, in the section with the rules for processing applications, they write: “requests to the archive about relatives containing obscene language will not be considered.” It’s scary to imagine what kind of population we have to deal with. Don’t lose face, don’t discredit the memory of your ancestors and behave with dignity!

Place the date at the bottom of the form and sign. That is, you need to print the document, sign and scan it (if we are talking about sending it by email). We draw the attention of readers to the fact that there is no point in duplicating sending a request to the archive about relatives, since a new request will go to the end of the queue and create an extra burden on employees. Better, send a question to the institution: “Please clarify the stage of execution of my request from date Y, the applicant is such and such.” Regarding the timing, we highlight the fact that completing the work by the archive can take either a few days or several months. There are confirmed cases on the Internet where you had to wait 10 months for a response. However, in fairness, we note that for archival requests about ancestors prepared by site specialists, the result usually arrives within 1-2 weeks, which once again confirms the importance of proper execution and clear formulation of the task. Taking into account all our advice when preparing an application, you will be able to make a correct request to the archive about relatives and obtain information about family members. By the way, we recommend ordering a detailed research plan from our genealogical bureau, which will significantly facilitate the search for ancestors, as well as increase the efficiency of the time spent and money invested in restoring the pedigree.

download standard requests about ancestors to the archives and civil registry offices (185 Kb; format: docx).

If you have any additions, please let us know in the comments and we’ll make a useful resource together!

All rights reserved, text copying is permitted only with a link to the site.

In everyone's life there may be a need to access archival documents. Citizens write requests if it is necessary to restore documents, reconstruct historical events, establish kinship or scientific research. An undoubted advantage is the widespread development of a network of archives on the territory of the Russian Federation. Along with State ones, which have the richest documentary base, there are also private ones.

The need to submit applications is due to the complex structure of archives. Thousands of funds, collections of documents, photographic material and other sources make it difficult to find the information you need. Therefore, you should describe your request as specifically as possible. The more facts you know, the faster the employee will respond to the request.

Features of compilation

Archives of Russia divided into types:

• government;
• municipal;
• departmental;
• archives of organizations;
• private.

All citizens of the Russian Federation can turn to any organization for help, the main thing is to know how to submit an application correctly.

Types of requests:

• socio-legal– to clarify the facts necessary to respect the rights and interests of individuals or companies. This includes requests from individuals and legal entities, consular (from foreign citizens, official);
• genealogical– to clarify and clarify the facts of the biography of ancestors, in order to describe the genealogy of the clan, family;
• thematic– is done with the aim of obtaining documents on a separate fact in the history or life of a person. Such requests are typical for research activities.

First, you need to determine which category the question fits into and which archive may contain the information of interest.

You can apply:

• at the registrar or at the MFC (passport required);
• by letter via Russian Post;
• electronic or through the State Services portal.

Modern technologies and the presence of the Unified State Portal make it possible to send applications without leaving home, simplifying work with the archives of Russian cities.

Information is provided free of charge, this is regulated by the Federal Law “On the organization of the provision of state and municipal services” dated July 27, 2010 N 210-FZ. The only thing the archive administration can set a price for is the processing of information and the compilation of a new research work by employees based on the requested documents.

In addition to legislative acts, there are internal orders, charters and regulations that regulate the work of employees. The rules for the work of archives of organizations drawn up by the Board of the Russian Archive regulate the work of small archives.

The general operating principle of archives is accessibility and openness. They were created to preserve important documents in order to provide them to citizens upon request. However, there are restrictions on access to some classified materials. It can be documents from the Archives of the Ministry of Internal Affairs, the Armed Forces or personal collections of famous people handed down by relatives.

What difficulties did you encounter when receiving electronic services provided by government authorities?

• Help information was difficult to understand (50%, 4 Votes)
• Technical problems related to the operation of the site (25%, 2 Votes)
• Difficulties associated with submitting applications and other documents (25%, 2 Votes)
• No difficulties encountered (0%, 0 Votes)
  1. Feb 27

  5. Go to the portal and enter your “Personal Account”. Find the "Registration" link. Here you need to enter your data: full name, individual personal account insurance number (SNILS) and taxpayer identification number (TIN), and also select the method of delivery to you of the account activation code. If you choose mail delivery, a registered letter with a code will arrive at your home in about a week.

  6. Enter the received activation code on the login page to your personal account. To do this, click on the appropriate button.

  7. Log in to your personal account by entering SNILS and password. Select the “Electronic Services” button in the menu that opens.

  8. Select the Federal Migration Service from the list of departments that opens. And then, in the list of available FMS services, find the item “Providing address and reference information.”

  9. Confirm that you agree to provide personal information and select your region.

  10. Fill in all required fields of the form that opens. Click on the “Submit Application” button.

  11. Monitor the progress of processing your request in your personal account (the “Requests” button on the main page of your personal account). In addition, you will receive regular email notifications about changes in the status of your request.

Instructions

The main thing is the correct design request A. To do this, in the upper right corner indicate the position, surname, first name, patronymic (if known), below them, but in a line below - the address of the official to whom you are sending the document. On the next line below, under the first two: , the name, patronymic of the sender and his residential address indicating (if the sender is an organization, then all these details are already on the registration stamp).

Main part request and from the text reflecting the essence of the request: what type of information or document is required by the sender. The text should preferably be concise, competent, reflecting the essence of your appeal in written language that is understandable to the recipient. At the end of the text, put a date, signature, decoding in the form of an indication and initials, and a seal (if any).

TO request Attach the necessary documents, or preferably copies of them. In special legally significant matters, notarized photocopies must be attached.

It is necessary to decide on the type of document sending. If this is a written postal poisoning, the letter must be registered (preferably with notification). When sending request and using a fax (citizens can use the service at the main post office) it is better to clarify the details of the employee who accepted the shipment. When sending (by email), call the organization back and make sure that the document is registered in the office.

note

It is worth considering the fact that making a request to another city and receiving an appropriate response to it is a slow process, requiring a certain amount of time.
Upon receipt of requests, the contractor is given 10 working days to respond. If, however, after a reasonable amount of time, taking into account postal delivery, the sender does not receive a response, then in this case there are two ways of further action: contact the court or prosecutor, or send a second request. In this case, you need to refer to the data about when the first request was made and indicate that the letter was sent again.
For a late response, an official will be subject to appropriate disciplinary action or administrative punishment. Be sure to keep all documents and receipts to prove your actions.

Helpful advice

In the case of a fax, it is necessary to send the documents attached to the request to the addressee, and scanned images of them should be sent to the e-mail.

Instructions

In organs MARRIAGE REGISTRY Act books are stored, which consist of the first copies of civil status records. Such books are stored at the place of registration for 100 years. After this period, the record books are transferred to the state archives.

If it is necessary to obtain information from the registration book or a duplicate of a previously issued certificate, the authorities MARRIAGE REGISTRY you can contact request. The simplest situation is when you yourself can appear at the authority MARRIAGE REGISTRY, which stores the act book with the information you need. In this case, you will need to provide documents proving your identity and the right to receive relevant information (for example, if a woman has lost her certificate of registration, she will need to provide, in addition to