In late 2023 we began to hear rumblings of a small number of ITIN applications being rejected for not meeting the IRS criteria for document verification. At the time, the data points were from outside sources rather than our customers, and it seemed to be few and far between. We know that the IRS can be quite inconsistent in the way they assess applications, so we didn’t see a need to make any drastic changes.
Now that a few months have passed, we have more confirming evidence that there will be additional complications for the ITIN application process for Canadian passport holders. While there are still some unknowns, in this post I’ll go over everything we know and what we recommend going forward, for the time being, for Canadians applying for an ITIN.
Change: Government of Canada No Longer Embosses Dry Seals onto Certified True Copies
In Fall of 2023, the Government of Canada updated its website with a small change to the way certified true copies of passport documents were processed. They would no longer emboss a dry seal onto the passport document photo.



This was a relatively minor change, as you can see in the example image above. Nonetheless, knowing how picky the IRS can be with distinguishing things like certification vs. notarization, it’s not entirely surprising that this could lead to issues with acceptance.
Also note that it’s not fully established that all Service Canada locations, Canadian embassies, and consulates have discontinued doing the embossed dry seal. There were a few rumblings of people being able to specifically request Service Canada to do the embossing.
Issue: Datapoints of IRS Not Accepting Certified Copies without Embossed Seal
At present, it seems more and more the case that the IRS will not accept the Certified True Copies of Canadian passports when submitted without the seal. When this happens, you will receive a CP566 notice, a 4-page letter from the IRS stating that:
- They are unable to accept the submitted documents as they don’t meet the IRS criteria.
- New documentation must be submitted (valid passport or other documentation) by the provided date.
- A form must be completed (pages 3 and 4 of the notice) and submitted with the new documentation.
Typically, by the time you receive the notice, the time you have left to resubmit the document is rather tight. However, this isn’t of great concern as you can simply resubmit the entire W7 and 1040 NR again with the new documentation.
Given this new complication in the ITIN application process, for Canadian passport holders only, we no longer recommend Certified True Copies as the preferred document for identity verification with the IRS.
We present our recommendations with an explanation for each in the next section.
What Frugal Flyer Recommends Going Forward
Option 1: Mail an Original Driver’s License and Birth Certificate
As an alternative to verifying using your Passport, you may submit a Driver’s License and Birth Certificate. These are both listed as acceptable forms of documentation in the revised application standards for ITINs.
As with Passports, both IDs must be either the originals or certified copies with a seal from the original issuer. However, getting duplicates of these types of documents made is typically more straightforward and cheaper than with a passport, if you are unable to part with the originals for 8-12 weeks.
Each province handles replacement/certified copies of Driver’s Licenses and Birth Certificates separately, with costs and links collated in the table below.
Province | Driver's License | Birth Certificate |
---|---|---|
Alberta | $28 (link) | $20 (link) |
British Columbia | $17 (link) | $27 (link) |
Manitoba | $10 (in-person) | $30 (link) |
New Brunswick | $22 (link) | $40 (link) |
Newfoundland & Labrador | $25 (link) | $30 (link) |
Nova Scotia | $25 (in-person) | $33 (link) |
Ontario | $35.75 (link) | $35 (link) |
Prince Edward Island | $20 (in-person) | $25 (link) |
Quebec | $15 (link) | $37 (link) |
Saskatchewan | $15 (link) | $55 (link) |
In my opinion, this option is the overall most reliable and convenient method for verifying identity with the IRS going forward.
Option 2: Mail a Certified True Copy Made by a U.S. Consulate/Embassy
While the Government of Canada no longer embosses Certified True Copies of passports, a U.S. Consulate or Embassy in Canada can also offer this service to non-US passport holders.

However, U.S Consulates or embassies are only present in a select few Canadian cities including:
- Calgary
- Halifax
- Montreal
- Ottawa
- Quebec City
- Toronto
- Vancouver
- Winnipeg
If you want to book an appointment for this service you can use the ACS appointment system. Don’t forget to bring your passport to the appointment!
Also not that the cost for the service is US$50 per consular seal.
Option 3: Mail an Original Passport
We previously cautioned against sending in an original passport, as it wasn’t worth parting with one’s passport for weeks to months, and the small risk of it being lost in the mail (whether due to one’s own error or the IRS’). Particularly when you could just have copies made and send those.

However, with the Certified True Copy situation, sending in an original passport is the most surefire and low-effort method to get an ITIN application approved and processed.
Furthermore, you can expedite the return of your documents by including a prepaid Express Mail or courier envelope with your initial application package. I recently did this for a family member and we received the passport back in approximately 4 weeks. Do note that the cost is typically in excess of US$50-75 whether with FedEx, UPS, or DHL.

The IRS states that the submitted documents will be returned within 60 days. Otherwise, you can call the telephone help number: 800-829-1040 from within the US (toll-free), or 267-941-1000 from outside the US (not toll-free).
Option 4: Visit an IRS Taxpayer Assistance Center
If you are traveling through the US, or can easily make a trip there, visiting an IRS Taxpayer Assistance Center (TAC) is another way to have your application processed. You can view a list of centers, their locations, and contact information here.

The main drawback of this method is that you need to go in person, but on the flip side, you won’t need to part with your passport at all.
One other possible frustration is the fact that some TACs can be difficult to reach over the phone to set up an appointment in advance. Customers report difficulty getting through or having calls blocked when originating from Canada/Canadian numbers. We recommend trying different times of the day or using a US VoIP number to make the call.
Additionally, the TAC agents can be somewhat hit or miss depending on the specific center and agent. We’ve heard of declines for a few different reasons including submitting a late return or that the return is for too little income. These seem to be the exception and not the norm, but still something to be aware of.
I personally wouldn’t go too much out of my way to visit a TAC vs. using one of the above options, but if you’re already visiting or transiting the USA it is definitely an option worth considering.
Option 5: Try Your Luck With Government of Canada Certified Passport Copies
Based on what we’ve been seeing, I believe the IRS does have a directive to reject Certified True Copies of passports lacking any seal or emboss. However, it also seems that the execution of this directive is inconsistently applied. While we’ve now seen a significant number of submitted applications get rejected since the Government of Canada change, many applicants still seem to be “slipping through the cracks”, so to speak.
Even as recently as a few weeks ago, one customer mentioned that on a call with the IRS regarding their CP566 notice, the agent recommended to re-submit an image from the Government of Canada showing the statement that official Certified True Copies would no longer have an embossed seal.
I also had a customer who was successful in submitting a certified true copy, a copy of the Government of Canada’s website explaining that Canada doesn’t emboss anymore, and their birth certificate.
All this is to say that, depending on your situation and the suitability of options #1 to #4 above, it may not be unreasonable to attempt applying with a Certified True Copy, with the understanding that rejection is probable and you will likely need to explore other options after the “hail mary” attempt.
Conclusion
As with many things in the world of miles and points, the ITIN application process is dynamic and evolving. While the identity verification component of the application has become a bit less straightforward for the time being, there is no telling whether this is the new status quo, or whether the IRS or the Government of Canada will change their processes again in the future.

Similarly, and to again draw comparisons to miles and points, it often pays to hastily jump on opportunities when they’re available, lest they inevitably disappear. The process for applying for ITIN has continued to get more restrictive, and there is no telling what will happen to it in the future. Missing out on the massive opportunities provided by the US credit card market would be regrettable, which is why we recommend getting started with our guide to US credit cards for any miles and points enthusiasts who have yet to do so.
Reed Sutton
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I have been trying to obtain ITIN for my kids (Canadian)for over a year. I have had certified copies of passports rejected and received a letter as shown in the article. I have 9 kids and we moved back to Canada but I am trying to file my 2023 taxes and my accountant and I have been given the run around by the IRS. My kids are all under 18 and some of their passports with the original stamp have either expired or been lost. Its been longer than 12 months since they attended school in the U.S. Can I send the original birth certificate only? or does it need an additional piece of I.D. ?
Hey Steve. Admittedly I rarely if ever deal with dependent returns with our service, but my understanding is you need either birth certificate or passport, in addition to proof of US residency (eg. school records) for the year of return.
For passport, there is also an alternative method of getting certified copies from US embassy/consulate mentioned in this article which is confirmed to be accepted by the IRS.
Hope that helps!
Are true copies of foreign birth certificates accepted? I’d rather not send in the original if possible.
I have my Indian birth certificate, but the service ontario link mentions only Ontario birth certificates.
Would the IRS accept a true copy made by a notary public? Or would this service be provided by the general consulate of India in Toronto?
The link for the drivers license also doesnt mention anything about a true copy. Would a notary public work?
Notarized wouldn’t work. For drivers license you can order a replacement copy.
You would have to inquire with the General Consulate of India to see if they have such a service for Indian passports.
Couple questions:
1.Do the Drivers License and Birth Certificate true copies need to be embossed?
2.My license expires soon on Jan 6 2025, I plan on mailing all my docs in the next few days. Could this possibly result in them declining me?
1. They need to be certified and official from the issuing agency, not notarized. I am not sure if all provinces do a certified drivers copy, but you can just order a replacement original drivers ID and send the other one.
2. I would say you should be safe if mailing in the next few days, they should have processed the application by January although it isn’t guaranteed.
Are foreign birth certificates accepted?
Yes foreign birth certificates are accepted. However if it isn’t in English, you may want to include a verified translation as well to cover all bases.
thank you for the quick response
Another option is to visit the Acceptance Agent in your area. The cost is higher, but they verify the supporting documents.
How do you keep track of when/if the CDN Gov’t change the process or if US/CDN gov’t come to an agreement of some sort? Is there any way of getting notified about the change?
Based on what I’ve heard, I don’t think the IRS is changing their stance. If GoC changes theirs, it should be reflected on this page: https://www.canada.ca/en/immigration-refugees-citizenship/services/canadian-passports/certified-true-copies.html.
Hi, re your message above on IRS Processing of Canadian Passports, when you call the number in the article, 1-800-829-1040 regarding an ITIN and tax return, you get a recorded message that states “the number you have called cannot be reached from your calling area 2CK”. I’ve been trying to track down my passport that I sent to IRS and cannot reach anyone to help me with my problem.
As mentioned in the article, that number will need to be called from a US number or US-based VoIP service. I called it as recently as last week without issue. You can also try the other non-toll free number mentioned.
I just went through this, however, if you call 1-(267) 941-1000 and ask to be put through to 1-800-829-1040 they will put you through. Unfortunately I couldn’t get an appointment in the location I needed while I’m going to be in the US – and it’s over four weeks away.
Yes, our goal is for all Passport offices to re-implement the seals! I will keep you posted if we are successful (hopefully)!
Thank you Reed for this informative post. I own CIS Income Tax Service and we specialize in many US tax returns and prepare many W7 ITIN applications. This has been an ongoing issue for hundreds of clients and it is quite frustrating! At this time we have personally been in contact with M.P.’s and the Passport Office directly. At this point we have some traction on the issue and hope to have this resolved soon. At this time we have been advising clients to go in person to an IRS office to validate their identity. Some clients had success showing up without an appointment, and some were turned away (phone number for appointments does not work from Canada). One client sent in their original Passport to IRS, and 3 months later received someone else’s Passport back in the mail… so we stoped advising clients to send their original Passports. At first IRS was accepting letters from the Passport office stating there are no more seals, with the W7, but after speaking with IRS Tax Law dept a couple months ago, the new directive is to reject them if there is no stamp, with no exceptions. Hopefully we can have this resolved soon!
Thanks Rosina – we would love to get a fix to this issue. Sounds like you’re hoping to have Gov of Canada go back to doing the seals since the IRS doesn’t seem to be budging with their hardline stance?
Let me know if you’re able to get a resolution, if you can!
Thank you Reed for this extensive post and it’s extremely helpful. I was rejected the second time today after sending in the second copy of my certified passport, in which case IRS sent me a notice # CP567 to officially reject my W-7 application. I had received the notice #566 back in June and was not aware of the issue related to lack of embossing. Weeks had passed and money wasted.
I’m willing to part with my official passport for 4-5 weeks, do you recommend resubmitting the entire W7 and 1040 NR again?
Hi Alvina,
Yes I would submit all of them. If you also received a temporary TIN, include that as well (if not, dont worry about it).
Also I actually just updated that article with another option: send in birth certificate and a replacement copy of your drivers ID.
If you used our service feel free to email us and we can help with adjusting the w7 for an alternative ID that isn’t passport, or any other questions you have!
Regards,
Reed
Thanks Reed, that was very helpful article that I just found out after leaving a comment.
IRS did not give me a temp TIN number, but I just called to confirm it takes about 7 weeks to process. The IRS rep seems to know exactly what happened after I told them I was Canadian and that certified copies no longer provide the proper ‘seal’.
Thanks again for helping out the community!
Hi Reed,
If you request a replacement copy of your driver’s licence, doesn’t the original licence become void? How do you send this to the IRS and still have something valid for driving while you are waiting?
Any information or additional suggestions would be appreciated, as my application was recently rejected.
Thanks,
Jeff
Hi Jeff,
Most likely yes. I would get the replacement first and then send the old one to the IRS. Alternatively, if you go to a registry they will give you an interm paper license on the spot.
Regards,
Reed
Thank you so much for this post. I have been struggling to get information from the IRS. Your blog has everything I need.
Our W7 application for reinstating our ITEN was rejected when we included a Canadian Government certified copy of our passport. This is our third attempt to reinstate our ITEN numbers which we require to get a tax refund for tax year 2022. For Canadians selling property in the USA, its become a nightmare dealing with the IRS.
Hi John. Yes it is unfortunate that the IRS no longer accepts the non embossed copies. You will have to try one of the three alternatives mentioned in the above article but it should still be possible to get your refund.
Passport Canada has informed me that if i send my passport in the mail to the IRS and they find out my passport could be voided by Passport Canada.
I intend on visiting visiting the IRS office in Syracuse NY by appointment to have them certify a copy of
my passport. I was told by IRS international phone line agent that this will work to obtain an ITIN. Not sure if they then send my paperwork to Austin, TX or can process from that office time will tell. It really sucks that Passport Canada state that not embossing certified copies since Sept of 2023 is a cost saving feature. Their fee of 45.00 should be sufficient to cover their cost. I can only assume that embossing is done by simply inserting the certified copy in a machine or simply a push of a handle and it’s done. How much time can this take? Is this a ruse from Passport Canada a deterrent for keeping Canadians in Canadian Casino’s in lieu of US casinos that hold back 30% in taxes at source?
What about the fact that some Canadians need to file a US return due to owing the IRS monies due to reporting rental income or a capital gain as a result of a sale? They have till June 17th to file otherwise they could be penalized with interest owing on late payment that sucks if they cannot obtain an ITIN.
Your feedback would be greatly appreciated! Maybe a class action lawsuit is warranted.
I appreciate Frugal Flyer’s honesty and openness with this fluid situation regarding ITIN. Their assessment and suggestions are the only helpful information when one is caught in the middle. 👏👏✌️