Application for a certified true copy, correction, or replacement of an immigration document (IMM 5545)

Table of Contents

This is not a legal document. For legal information, refer to the Immigration and Refugee Protection Act and Regulations or the Citizenship Act and Regulations, as applicable.

This publication is available in alternative formats upon request.

Overview

Use this application to obtain a certified true copy of an immigration document or a replacement copy of a current, valid document that contains errors or has been lost, stolen or destroyed. If you apply for a certified true copy and your original document cannot be copied you will receive a letter verifying the date of issue and the validity of the document. In the case of an IMM 1000/IMM 5292/IMM 5688, you will receive a letter verifying the date and place of your landing if the original document cannot be copied.

You may obtain certified true copies of the following immigration documents:

  • Certificate of Departure (IMM 0056)
  • Immigrant Visa and Record of Landing (IMM 1000)/Confirmation of Permanent Residence (IMM 5292 or IMM 5688)
  • Visitor Record (IMM 1097)
  • Work Permit (IMM 1102)
  • Study Permit (IMM 1208)
  • Exclusion Order (IMM 1214)
  • Deportation Order (IMM 1215)
  • Departure Order (IMM 5238)
  • Permit to Come into or Remain in Canada (IMM 1263)
  • Authorization to Return to Canada Pursuant to Sec. 52 (1) of the Immigration and Refugee Protection Act (IMM 1203)

Note: Certified true copies of the Immigrant Visa and Record of Landing may not be accepted by transportation companies for return travel to Canada. If you are a permanent resident of Canada and are travelling outside the country without the appropriate documentation to prove your status in Canada, you may need to obtain a travel document to demonstrate to representatives of a transportation company that you are entitled to re-enter Canada as a permanent resident. For more information, consult the application package Applying for a Travel Document (Permanent Resident Abroad) (IMM 5529) on our website.

As of December 31, 2003, the Permanent Resident card will be the required proof of status document for permanent residents re-entering Canada on a commercial carrier (airplane, boat, train or bus).

If you are requesting a certified true copy of an immigration document:

  • If your document was issued before 1936. Contact Canadian Genealogy Centre Library and Archives Canada (see Appendix A)
  • If your document was issued from 1936. Contact Citizenship and Immigration (see Appendix A)

Note: Outside Canada. Contact the nearest Canadian embassy, high commission or consulate.

You may request changes to and obtain a replacement of the following current, valid immigration documents:

  • Visitor Record (IMM 1097)
  • Work Permit (IMM 1102)
  • Study Permit (IMM 1208)
  • Permit to Come into or Remain in Canada (IMM 1263)

Note: To request changes to your Immigrant Visa and Record of Landing (IMM 1000) or your Confirmation of Permanent Residence (IMM 5292 or IMM 5688) complete the Request to Amend Your Record of Landing or your Confirmation of Permanent Residence (IMM 5218).

A separate application is required for each family member applying.

Designating a third party or representative

Use of a Representative (IMM 5476)

If you have questions or need clarification about this application kit, you may contact us. You may also choose to obtain the help of a representative if you need additional advice or support. We will process your application in the same manner, whether or not you have a representative.

A representative is someone who has your permission to conduct business on your behalf with Citizenship and Immigration Canada (CIC). He or she will also be able to obtain information on your case file.

If you are appointing a representative, you must obtain and complete the Use of a Representative form (IMM 5476) and send it with your application. The form is available on our website or from our Call Centre.

Authority to Release Personal Information to Designated Individuals (IMM 5475)

To authorize us to release information from your case file to someone other than a representative, you will need to complete form Authority to Release Personal Information to a Designated Individual (IMM 5475) which is available on our website.

The person you designate will be able to obtain information on your case file, such as the status of your application. However, he or she will not be able to conduct business on your behalf with CIC.

How to make an application

  1. Complete Part A of the Verification of Entry form (IMM 5009). Do not complete Part B of the form.
    The information below is provided to help you complete Part A of the form.

    Surname (on entry)
    If you are a naturalized Canadian citizen or a permanent resident of Canada, the name you used when you became a permanent resident/landed immigrant. If you are a temporary resident, the name you used when last entered Canada.
    FOSS ID no
    The client identification number that we assigned to you, if you know it. If not, then leave the line empty.
    Surname (at present)
    Your current legal name if it is different from the one you used on entry.
    Date of entry for permanent residence
    The date you became a permanent resident/landed immigrant, if applicable.
    Accompanying family members
    Family members who became permanent residents/landed immigrants at the same time as you, if applicable.
    Canadian port of entry
    The place where you became a permanent resident/landed immigrant, if applicable.
    Name of vehicle
    Complete this section if you are a naturalized Canadian citizen or a permanent resident of Canada and arrived by ship. Print the name of the ship and the transportation company. If you did not arrive by ship leave the space blank.

  2. Complete the Supplementary Form. You must answer all questions on the supplementary form that pertain to your request. Failure to do so will result in a delay of your request.

  3. Gather the documents you need to support your application, including photocopies of the following documents:

    1. Pages of the passport you used when you arrived that show your surname and the stamp indicating the date and place of entry. If you no longer have this passport, send a photocopy of ONE of the following:
      • baptismal, birth or marriage certificate, or

        Note: Baptismal certificates, birth certificates and marriage certificates issued by the government of Quebec before January 1, 1994, are no longer accepted for issuing replacement documents and certified true copies. If you have one of these certificates you must obtain a new document. This can be done by contacting the office of the Registrar of Civil Status of Quebec at one of the following numbers: Québec - (418) 643-3900, Montreal - (514) 864-3900, elsewhere in the province - 1-800-567-3900. Information can also be obtained by visiting their website at www.etatcivil.gouv.qc.ca.

      • documentary proof of any legal name change.
    2. Also send a photocopy of your current passport. If you do not have a current passport, send ONE of the following pieces of identification, bearing your photograph:
      • your driver’s licence (if applicable), or
      • both sides of your Canadian Citizenship Card (if applicable), or
      • another official piece of identification (issued by a federal or provincial authority) bearing your photograph, such as a health insurance card.

  4. Include the processing fee for application submitted to CIC. Each individual must pay $30.00. The fee is not refundable nor does it guarantee approval of your application. If you are not approved you will not be issued a certified true copy or a replacement document.

    Please send a certified cheque or money order (bank or postal), payable to the Receiver General for Canada. Personal cheques and bank receipts are not accepted. Do not send cash. If you prefer to use your credit card, please complete and mail the Credit Card Payment Form with your application.

    Note: Waiver of Fee — The fee may be waived for applicants in receipt of provincial welfare payments or assistance under the Resettlement Assistance Program. Additionally, for applications made by federal, provincial or municipal government agencies the fee may also be waived.
    If you are receiving Social Assistance Benefits, provide a letter from the appropriate provincial Ministry or other proof that you are receiving benefits (proof of payment) in order to have a waiver of the fee considered. There is no fee for application submitted to The Canadian Genealogy Centre Library and Archives Canada.

    Note: Outside Canada. Contact the nearest Canadian embassy, high commission or consulate.

  5. Gather your documents together. Make sure the following forms:

    • Verification of entry, IMM 5009 (with section A completed only), and
    • Supplementary Form, IMM 5541,

    are completed and signed and are accompanied by the supporting documents (see Step 3), including payment.

Mailing your application

Use the table below to determine where to mail your application:

Inside Canada

  • Your document issued before 1936. Contact Canadian Genealogy Centre Library and Archives Canada (see Appendix A)
  • Your document issued from 1936. Contact Citizenship and Immigration (see Appendix A)

Outside Canada

  • Your document issued before 1936
  • Your document issued from 1936

Submit your application to the Canadian embassy, high commission or consulate closest to your home.

Please mark the envelope: VOE. If your application is not complete or does not include the correct processing fee it will be returned to you to be completed.

If you move

Ensure that your address will be valid for the entire processing period. Documents lost in the mail are not the responsibility of Citizenship and Immigration Canada. If your documents are lost in the mail you will be required to re-apply with new fees and documents.

If you move before your application has been processed, you must advise us of your new address by contacting our Call Centre or through our online change of address at our website. Also advise our Call Centre if you change your telephone or fax numbers after you have mailed your application.

What happens next?

Processing your application

Processing times can change. You can obtain current processing times by contacting the CIC Call Centre at 1 888-242-2100 or on our website.

Appendix A – Citizenship and Immigration Centres


Note

If the document requested was issued in 1936 or after, use the list below to determine where to mail your application

Atlantic

  • Charlottetown
    191 University Avenue
    Charlottetown, PE  C1A 4L2
  • Fredericton
    495 Prospect Street
    Fredericton, NB  E3B 9M4
  • Halifax
    1741 Brunswick Street, Suite B110
    Halifax, NS  B3J 3X8
  • Moncton
    860 Main Street, 6th Floor, Suite 602
    Moncton, NB  E1C 1G2
  • Saint John
    189 Prince William Street
    Saint John, NB  E2L 2B9
  • St. John’s
    North Atlantic Building, 2nd floor
    31 Pippy Place
    P.O. Box 13667, Station “A”
    St. John’s, NL  A1B 4G1

Quebec

  • Gatineau
    259 St-Joseph Blvd, Suite 109
    Gatineau, QC  J8Y 6T1
  • Montréal
    1010 St-Antoine Street West, 2nd floor
    Montréal, QC  H3C 1B2
  • Québec
    Complexe Lebourgneuf
    825 Lebourgneuf Boulevard, Suite 110
    Québec, QC G2J 0B9
  • Sherbrooke
    76 Place de la Cité
    Sherbrooke, QC  J1H 4G8
  • Trois-Rivières
    55 des Forges Blvd., Room 012
    Trois-Rivières, QC  G9A 6A8

Ontario

  • Toronto East
    (for residents of: the Greater Toronto Area
    and EAST of Yonge Street; Oshawa; and Barrie)
    200 Town Center Court, Suite 380
    Scarborough, ON  M1P 4X8
  • Toronto West
    (for residents of the Greater Toronto Area
    and WEST of Yonge Street)
    5343 Dundas Street West
    Etobicoke, ON  M9B 6K5
  • Outside the Greater Toronto Area
    Send your application to the closest CIC as follows:
  • Hamilton
    55 Bay Street North
    Hamilton, ON  L8R 3P7
  • Kitchener
    Waterloo/Wellington CIC
    29 Duke Street East
    Kitchener, ON  N2H 1A2
  • London
    417 Exeter Road
    London, ON  N6E 2Z3
  • Niagara Falls
    6080 McLeod Road, Unit 12
    Niagara Falls, ON  L2G 7T4
  • Ottawa
    (includes Kingston)
    200 Catherine Street, Suite 101
    Ottawa, ON  K2P 2K9
  • Sault Ste. Marie
    22 Bay Street
    Sault Ste. Marie, ON  P6A 5S2
  • Sudbury
    40 Elm St, Suite 281
    Sudbury ON  P3C 1S8
  • Thunder Bay
    221 Archibald Street North, Suite 108
    Thunder Bay, ON  P7C 3Y3
  • Windsor
    1250 Walker Road
    Windsor, ON  N8Y 4T4

Prairies/Northern Territories

  • Calgary
    Harry Hays Building, Room 210
    220 4th Avenue S.E.
    Calgary, AB  T2G 4X3
  • Edmonton
    (including residents of Northwest Territories)
    Suite 240, Canada Place
    9700 Jasper Avenue
    Edmonton, AB  T5J 4C3
  • Regina
    1783 Hamilton Street, Room 220
    Regina, SK  S4P 2B6
  • Saskatoon
    660 - 410 22nd Street East
    Saskatoon, SK  S7K 5T6
  • Winnipeg
    (including residents of Nunavut)
    Johnston Terminal, Room 400
    25 Forks Market Road
    Winnipeg, MB  R3C 0S9

British Columbia/Yukon

  • Kelowna
    202- 1635 Abbott Street
    Kelowna, BC  V1Y 1A9
  • Nanaimo
    60 Front Street, Room 201E
    Nanaimo, BC  V9R 5H7
  • Prince George
    250 - 177 Victoria Street
    Prince George, BC  V2L 5R8
  • Vancouver
    1148 Hornby Street
    Vancouver, BC  V6Z 2C3
  • Victoria
    816 Government Street, Room 377
    Victoria, BC  V8W 1W9
  • Whitehorse
    300 Main Street, Suite 215
    Whitehorse, YT   Y1A2B5

Note

If the document requested was issued before 1936 mail your application at the following address:

Canadian Genealogy Centre
Library and Archives Canada
395 Wellington Street
Ottawa, Ontario
K1A 0N4