1. The Christian name (s) of the child as designated by the parent (s)/adoptive parents, or the legal name of the adult (always use the maiden’s name of a woman)
2. The name of the father (first, middle if any, and surname) and the name of the mother (First, middle if any, and maiden name). or names of adoptive parents)
3. The date and place of birth
4. The name(s) of the sponsor(s)
5. The place and date of the baptism; and
6. The name of the minister performing the baptism

Source of Data

Ordinarily, the data used to create a record of baptism (as required by can. 877 s1) originates on a “Sacristy Record of Baptism, “a small form from a pre-printed pad sold by commercial vendors.

A birth certificate is required in order to verify information.

The sacristy Record is filled by someone in the parish office at the time the baptism is scheduled by a member of the Baptism preparation team during the catechetical programs or by the minister of Baptism at the time of the actual baptism. Before the data is transferred to the Baptismal Register, a parent, guardian or adult candidate should verify the data written on the sacristy Record (usually at the of baptism), and the minister must sign the sacristy Record verifying that the sacrament was conferred.

There should be a clear procedure in place for assuring that the data is transferred from the sacristy Record to the baptismal Register as quickly as possible.

Recipients from more than one parish

When persons from more than one parish are baptized or received into full communion with the Catholic Church at a single ceremony, the record for all the persons is to be retained at the parish where the rites are celebrated. Home parishes may keep an unofficial duplicate record.

Baptism Outside the Church

When Baptism is conferred solemnly (that is, with a cleric celebrating the full Rite of Baptism) in a chapel, Hospital or home (cans. 877s1 and 878), the minister is to see to it that the requisite data is transmitted in writing to the territorial parish in which the chapel, hospital or home is located for recording in the baptismal Register.

Emergency Baptism

When a Catholic Baptism is conferred in an emergency situation, that is, in a non-parish facility such as hospital or jail, a ceremony may be supplied at a later date. The Baptism itself is to be recorded properly in the territorial parish of the hospital jail or other facility. If the ceremony is supplied at a later date (cf.1973 Rite of Baptism for children #31.3), a notation should be made in the margin of the baptismal entry of the territorial parish indicating the date and place the ceremony was supplied.

After the conferral of the emergency Baptism, the minister of Baptism completes a certificate of Emergency Baptism and gives it to the one who is Baptized or, in the case of an infant or child, to the parents. The one Baptized or the parents of the one Baptized can then present this Certificate to the pastor of the parish in which he/she is a member so that the Baptism can be noted in the Baptismal Register of that parish. The Baptism itself will be recorded in the territorial parish where the Baptism occurred. The Certificate will inform the Baptized person’s Pastor that Baptism occurred and was recorded in the territorial parish where the Baptism occurred. In this way, should the one receiving Baptism (or the parents) forget where the Baptism is recorded, the parish in which he or she was registered or was a member can supply this information.

The entry in the Baptismal Register of the territorial parish in which the emergency Baptism occurred is the official entry for this Sacrament. Certificates of Baptism are to be issued only from this Register.

Thus, all emergency Baptism in any facility conducted by any Catholic cleric or any lay minister, Catholic or non-Catholic, are to be recorded in the territorial parish in which they have occurred. However, in order that these records may be located at a future time, the home parish of the person receiving Baptism also should record the receipt of Baptism, indicating when and where it occurred.

Conditional Baptism

When conditional Baptism is conferred, “Baptized conditionally” is to be written in the “Notations” column. Otherwise, the entry is the same as for any other Baptism. The sacramental minister is reminded to observe the provisions of Canon 869 in making any decision to administer Baptism conditionally.

RCIA Celebration of Baptism for an Adult

For Baptism celebrated for a non-Baptized adult (RCIA), the following information is to be entered in the Baptismal Register (Can.877ss1).

• The given and/or Christian name(s) of the person.
• The name of the father and the name of the mother.
• The date and place of birth.
• The name of the sponsor.
• The date and place of the baptism.
• The name of the minister performing the Baptism.

Marginal notations of reception of Eucharist and Confirmation,1 and of marital status (either current valid marriage or the convalidation of the current marriage). Any declaration of invalidity (including, where granted and protocol number) should be noted.

Reception into Full communion of Baptized Adults

When persons are received into full communion with the Catholic church, after having been baptized previously in another Christian community that practices valid Baptism, and entry must be made in both the Baptismal Register and Confirmation Register.

The Full reception into the Church celebrated for a baptized adult, the following information is to be entered in Baptismal Register:

1. The given Christian name of the person.
2. The name of the father and name of mother.
3. The date and place of birth.
4. The name of the sponsor.
5. The date and place of the Rite of Reception are noted in the space provided for Baptism.

Bringing a Baptized Child into the Church

For already baptized children who are being received into the Catholic Church before age 7 (Can. 852 ss1), the following information is to be entered in the Baptismal Register:

1. The Christian name of the child as designated by the parents.
2. The name of the father and mother.
3. The date and place of birth.
4. The name of the sponsor now selected by the parents.
5. The date and place ceremonies are supplied to effect formal reception into the Church are noted in the spaces provided for baptism.
6. Data concerning the original Baptism should be entered in the “Notations” Column, especially the date and place (church and town).

Unmarried Parents

It is important that the provisions of Can. 877s2 concerning unmarried parents be followed.

It is unjust to enter unauthorized names of parents in the Baptismal Register.

Children of unknown Parentage

For a child whose parentage cannot be known (Can. 870) or is unknown (Can. 877 ss2), the following information is to be entered in the Baptismal Register:

1. The Christian name of the child as designated by the mother or guardian.
2. The name of mother if publicly known or requested by her before two witnesses.
3. The name of natural father, only if paternity is established by a legal document or he makes a declaration before the pastor and two witnesses, otherwise, live blank.
4. The date and place of birth, if known, or of being found or placed under guardianship.
5. The name of the sponsor selected by the parent or guardian.
6. The date and place of baptism.
7. The name of the minister performing the baptism.

Adoption: Baptism Celebrated After Adoption

For children baptized after adoption, no reference to the adoption or the natural parents is to be made in the Baptismal Register. Any such data which has been recorded is to be treated as confidential and is not to be included on any certificate.

The following information is needed:

1. The Christian name of the child as designated by the adoptive parents.
2. The name of the adoptive parents.
3. The date and place of birth.
4. The name of the sponsor selected by the adoptive parents.
5. The date and place of baptism.
6. The name of the minister performing the baptism.
7. Baptismal certificates issued by the parish for adopted children will be no different from other baptismal certificates. No mention of the fact of adoption shall be made on the baptismal certificate.

Adoption: Baptism Celebrated Before Adoption

For children baptized before adoption, the following information shall be added in the Baptismal Register after adoption is finalized (Can. 877 ss3):

1. Parenthesis ( ) shall be placed around the names of the natural fathers.
2. The names of the adoptive parents shall be added.
3. The child’s former surname shall also be parenthesized and the new name added.
4. Notation shall be made that the child was legally adopted.

Reminder: do not use “White out” or obliterate original information in any way

Baptismal certificates issued by the parish for these individuals should give the name(s) of the adoptive parent(s).

1. The child’s new legal surname.
2. The date and place of birth.
3. Date and place of baptism.
4. The name of the minister who administered the sacrament.
5. The name(s) of the natural parents and the sponsor(s) shall not be given, and not mention of the fact of adoption shall be made on the baptismal certificate.

To avoid confusion, an entirely new entry can be made, and in the index cross-reference should be made to the old entry, with the following information:

1. The new legal Christian name(s) of the child as designated by the adoptive parent(s).
2. The name(s) of the adoptive parent(s).
3. The date and place of birth.
4. The date and place of the baptism.
5. The name of the minister performing the baptism.
6. Any certificate for this person should be issued from the record created after the adoption. No certificate should ever be issued from the record created before adoption.

Number of Godparents

No more than two names may be entered in the Godparents or sponsors column. Canon 873 stipulates that if there are two sponsors, then one must be male and the other female.

Christian Witness

Canon 874ss2 allows for a baptized non-Catholic to serve as a Christian witness along with a Catholic Sponsor. In such a case, the words “Christian Witness” should be placed after the witness’ name in the Register.

Note that the Ecumenical Directory (#98.b) allows a baptized Eastern Orthodox person to serve as a sponsor rather than as a Christian witness, provided there is a second sponsor who is Catholic.

Proxy Godparent

When a Godparent or sponsor appoints a proxy to participate in the Rite of Baptism, both names should be entered in the register, with “Proxy” written after that person’s name.

Ascription to Proper Church Sui Iuris

Ascription to the Eastern Church sui iuris in union with Rome (e.g., Byzantine, Maronite) is normally determined by the ritual Church of the father, not by the rite of the minister or parish of Baptism, unless the person is 14 years of age or older, in which case the individual can choose his or her church sui iuris of ascription. Thus, when a Latin minister baptizes someone who by law is ascribed to an Eastern Catholic Church, a notation should be made in the “Notations” column.2

Register for Ritual Use

A register used as part of the Church’s ritual (e.g. Book of the Elect) should be completely distinct from the regular sacramental registers. The data from the ritual register should be transferred to the Baptismal and Confirmation Registers as soon as possible after the conferral of Sacraments or the reception into full communion.

Changes to Entries

Most changes occur in the Baptismal Register

The baptismal record is the primary sacramental record for Catholics. It serves as a log for all the significant public developments in one’s relationship with the Church. As a result, most changes to entries in the sacramental registers will be made in the Baptismal Register.

Changes to Original Data

Some of these changes are actual modifications of the original data entered for Baptism- for example, change of name or change of parent. Directions for making such changes can be found in the “General Norms” section of this handbook, beginning on p. 6.

Additions to “Notations” column

Some of the changes are additions to the “Notations” column. For example, when a Catholic is confirmed, married or ordained, the churches where these Sacraments are celebrated should notify the church of Baptism so the new Sacraments can be noted in the Baptismal Register. Also, when a marriage is declared invalid by an ecclesiastical tribunal or when an individual is returned to the lay state, the Tribunal or Diocesan Curia will notify the church of Baptism so that a notation can be made in the person’s baptismal record (Can. 1685). Notification documents should include a “turn around” document to verify that notations should include a “turn around” document to verify that notations have been recorded.

Defection from the Church

A parish occasionally will receive a notification from an individual or a church indicating that the person is no longer a catholic and even asking that his or her name be removed from Catholic Church records. Since a decision of the Catholic Church in 2009, there are not consequences in Church Las affecting church records. Thus, no changes should be made to these records.

Style of Notations

The notations mentioned in the two preceding paragraphs should be made neatly and succinctly in the “Notations” column. Names, dates, places and protocol numbers are usually the only information needed. These notations are not confidential and should ordinarily be included on certificates.

Information on Godparents