Every French commune keeps its own records, and the town hall, the mairie, is where a letter from a descendant overseas can make a real difference. A courteous, specific request often brings a copy of an act, a note about a family, or an invitation to visit. This guide explains what to ask, how to word it, and how to follow up, with model letters you can adapt.
What you can ask a mairie for
- A copy of a civil-status act (birth, marriage, or death) recorded in that commune.
- Information about the cemetery, such as a plan or a list of concessions.
- Local history, including the name of a local history or genealogy association.
- An appointment to visit the commune and its records.
Write to the commune where the event happened, not where the person later lived. A birth is held by the commune of birth, a marriage by the commune where it took place, and a death by the commune where the person died.
The 75-year rule, and what it means for you
Under French archives law, birth and marriage acts become freely communicable to anyone after 75 years, and anyone may request a copy of such an act without justifying the request or giving a reason. For more recent acts, full copies are restricted to the person concerned and certain relatives and legal parties. Death acts can generally be obtained by anyone. Be aware that a right to see a record is not always the same as a right to a photocopy, and a commune may limit copies if a register is fragile, or may send a scan by email instead.
In practice, some mairies ask for proof of kinship or a copy of your identity document even for old acts. If that happens, reply politely, mention that the act is more than 75 years old, and offer any detail they need. Official guidance is available on service-public.gouv.fr.
Request by post, by email, or in person
- By post or email, on plain paper, addressed to the mairie of the commune. Many mairies publish an email address, which is faster than airmail.
- In person, which is ideal if you are visiting, but confirm the office hours first.
- Online, through the official government service for acts, though this may not cover older acts for people with no direct link to the person concerned. See our état civil guide.
The official procedures are free, and you should be wary of private websites that charge for requesting a copy. If a mairie asks to cover postage, that is reasonable, but an intermediary adds nothing you cannot do yourself.
What to include in your letter
- The act you want (birth, marriage, or death) and the exact or approximate date.
- The full name of the person, and any spelling variants.
- The commune (and the hamlet, if known).
- The type of copy: a copie intégrale, which reproduces the entire act.
- The reason, such as genealogical research, and your relationship to the person if there is one.
- Your contact details and your offer to pay costs, and whether a scan by email is acceptable.
Model letter 1: requesting an act (illustrative example)
Madame, Monsieur,
Je mène des recherches généalogiques sur ma famille. Je souhaiterais obtenir une copie intégrale de l’acte de naissance de Jean DUPONT, né le 12 mars 1885 à Lure (Haute-Saône), fils de Pierre Dupont et de Marie Girard. Cet acte ayant plus de 75 ans, il est librement communicable. Je suis prêt à régler les frais éventuels et je serais heureux de le recevoir par courrier électronique si cela est possible.
Je vous remercie par avance de votre aide et vous prie d’agréer, Madame, Monsieur, l’expression de mes salutations distinguées.
(Your name, address, and email)
In English: Subject: request for a full copy of a birth act. Dear Sir or Madam, I am researching my family history and would like a full copy of the birth act of Jean Dupont, born March 12, 1885, in Lure (Haute-Saône), son of Pierre Dupont and Marie Girard. As the act is more than 75 years old, it may be freely consulted. I am willing to pay any costs and would be happy to receive it by email if possible. Thank you in advance for your help. Yours sincerely.
This is an invented example for illustration. Replace the names, dates, and commune with your own facts.
Model letter 2: asking about the cemetery and local history (illustrative example)
Je prépare un voyage en France pour découvrir le village d’origine de mes ancêtres, la famille Dupont, installée à Lure à la fin du XIXe siècle. Existe-t-il un plan du cimetière ou un registre des concessions que je pourrais consulter ? Connaissez-vous une association d’histoire locale ? Je serai dans la région du 10 au 14 juin et je serais heureux de vous rencontrer, si votre emploi du temps le permet.
Je vous remercie de votre aide et vous prie d’agréer, Madame, Monsieur, l’expression de mes salutations distinguées.
In English: I am preparing a trip to France to see my ancestors’ home village. Is there a cemetery plan or concession register I could consult? Do you know of a local history association? I will be in the area from June 10 to 14 and would be glad to meet if your schedule allows.
Following up
- Wait a few weeks. Small communes may take time, since the secretary may be part-time.
- Follow up politely, with a short reminder that repeats the key facts and attaches your first message.
- Try the telephone if you are in France or can call at French office hours.
- Consider the archives. For acts more than 75 years old, the departmental archives hold the duplicate registers and may be easier. See our archives guide.
- Keep copies of everything you send and receive.
Etiquette that helps
- Write in French where you can, and keep it short. A few correct, polite sentences beat a long message in English.
- Use the formal closing shown above, and never address a secretary by first name.
- Say thank you, and send a note afterward. Small communes remember courteous correspondents.
If you plan to visit, see our guide to visiting your ancestral village and our French phrases for a genealogy trip. For the overall research method, return to our complete guide to tracing French ancestry.
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