Certification and replacement of an immigration document (other than a PR card) - R311(1) and R311(2)

This section contains policy, procedures and guidance used by Immigration, Refugees and Citizenship Canada staff. It is posted on the Department’s website as a courtesy to stakeholders.

Processing and collection of fee: $30 per individual

Fee exemptions
Please refer to the Coding Handbook.

Processing fees would be applicable when the replacement of an immigration document is requested. The regulation applies to all immigration documents except the PR card.

Confirmation of permanent residence / certification of landing

Although the IMM 1000 Record of Landing has been replaced by the Confirmation of Permanent Residence form (IMM 5292B), IMM 1000s may continue to be the document used to establish the date of landing for those clients who became permanent residents prior to the coming into force of the IRPA. Therefore, if an individual simply is requesting a photocopy of their landing record (IMM 1000) or Confirmation of Permanent Residence form (IMM 5292B), there would be no processing fee.

Officers must also be guided by the Privacy Act and the Access to Information Act which give Canadian citizens or permanent residents the right to access any personal information about themselves contained in a personal information bank. Given the personal nature of the data contained in immigration documents, it is important that any client requesting a photocopy or certified true copy of the documents be able to provide satisfactory proof of their identity before the document is released.

The PR card is optional for pre-IPRA permanent residents who do not intend to travel. However, effective December 31, 2003, it is mandatory for all permanent residents for re-entry into Canada after international travel when using commercial transportation.

Because the PRC can be replaced if it is lost, stolen or destroyed, there is no provision under IRPA for photocopies or certified true copies of the PR card. The fee for all services related to the card is $50.

Cases in Canada

Offices are requested to limit the direct distribution to clients of Verification of Entry form (IMM 5009B (PDF, 745.33KB)) to ensure that they are not mailed directly to the Operations Support Centre (OSC) by the client. The applicant must go to the Operational Support Centre, where the application will be completed and the fee collected, if applicable. The client must present adequate personal identification and complete an IMM 5009B. When appointments are made for these clients, the fee requirement should be explained.

If the case is fee-exempt, the “Exempt” box will be checked and an explanation for the exemption written (e.g., “Resettlement Assistance” or “Government Agency Request”) in the “Reason” line of the IMM 5009B. The client is then referred to an officer for processing of the request.

If a fee is required, the client is referred to the cashier who will issue a receipt for presentation to the officer processing the request. The “Fee paid” box on the IMM 5009B should be checked, and the “Receipt No.” line should include both the amount paid and the receipt number.

Note: Immigration offices must be prepared to advise the OSC of the amount of fee paid or the reason for exemption.

In cases initiated at a visa office abroad

The procedures outlined above for offices in Canada apply also to visa offices abroad. Visa offices must collect the prescribed fee when originating a request for confirmation of permanent residence or certification of landing regardless of the format of the document issued.

Example: A letter on embassy stationery confirming the client’s name and certifying the place and date of landing requires a fee even if the visa office never obtains a formal extract of the permanent residence records from the OSC, i.e., in situations where the time frame involved does not allow the visa office to obtain a formal extract of the permanent residence records from the OSC.

Visa offices receiving formal extracts directly from the the OSC are required to collect the fee and verify the applicant’s identity before releasing the certified document.

In cases initiated by direct requests to the OSC at National Headquarters

While clients are to be discouraged from making application directly to the OSC, occasional requests will continue to be received. In such cases, the certified form IMM 1000 or IMM 5292B will be mailed to the Immigration office for release after the client has been identified and their fee paid, unless the case is fee-exempt.

When appointments are made for these clients, the fee requirement should be explained to them.

Exemption for requests by government agencies

The exemption described in R311(3) applies to cases where a government department (CIC, DFATD, ESDC, etc.) wishes to authenticate a record of permanent resident status for internal administrative or control purposes. For example, there may be doubt concerning the authenticity of a copy of a permanent residence record presented by an applicant for citizenship or pension benefits and the responsible department may wish to check with CIC services before proceeding with the application. In such cases, where the request for certification is not the result of a client having lost or destroyed their landing or permanent resident record but rather, of the administrative needs of a government department, R311(3)(a) provides a fee exemption for the service.

Other government departments have been asked to communicate all requests initiated for their own purposes directly to the appropriate Immigration office or the OSC in writing. In these cases only, clients should not be asked to communicate in person with Immigration offices. (In cases of loss or destruction of record, however, departments have been asked not to make requests on behalf of a client. The client should come directly to CIC and be charged the applicable fee.)

Internal requests

When a request for certification of other records (i.e. deportation orders) is received within CIC, no cost recovery fee is required.

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