Managing existing records

This section contains policy, procedures and guidance used by IRCC staff. It is posted on the department’s website as a courtesy to stakeholders.

On this page

Requests to correct a date of birth

The officer processing the request may only change a client’s date of birth based on documentary evidence, as outlined below. Additional documents may be requested to support the evidence presented.

A new client record should not be created in the system of record; however, a new date of birth record under the existing client record must be created and marked as the primary date of birth. The previous date of birth record must be recorded as the former date of birth, AKA (alias) or “other” in IRCC’s system of record.

The clearances should be redone for both existing and alias dates of birth.

Types of date of birth corrections

There are two types of date of birth corrections:

  1. Corrections to clerical/administrative errors made by IRCC
  2. Client-requested date of birth corrections for reasons other than clerical/administrative error made by IRCC

Historical records, such as an immigration record of landing, IMM 1000 or Confirmation of Permanent Residence (COPR) document will not be amended unless a clerical or administrative error was made by IRCC. In such instances, the officer should follow the instructions in Correction of date of birth due to clerical/administrative error (PDF, 787 KB).

Clerical or administrative error

As per subsection 6(2) of the Privacy Act, if an IRCC officer discovers a clerical/administrative error made by IRCC, they must make a change to match the date of birth printed on the primary document without a request from the client.

In the event that the error is detected after the document is issued, the client’s record will be amended to indicate the correct information that will be printed on a replacement document. The original document number will be cancelled and the replacement document will be sent to the client free of charge. 

A note will be recorded in IRCC’s system of record and the client will be notified of the action, in line with the Privacy Act. The correct date of birth will be recorded as the primary date of birth and the erroneous birth date will be marked as entered in error in IRCC’s system of record.

If a client submits an official request form “Amend Immigration Record of Landing” (IMM 1000), “Confirmation of Permanent Residence” (IMM  5292 or IMM 5688), or “Valid Temporary Resident Documents” (IMM 5218), and it is determined that IRCC made a clerical/administrative error, the date of birth record will be amended to indicate the correct information that will be printed on a verification status document if the change is sought on a record of landing document or COPR, or on a replacement document if the change is sought on a valid temporary resident document. A note will be recorded under the unique client identifier (UCI) in the Global Case Management System (GCMS). The correct date of birth will be recorded as the primary birth date and the erroneous date will be marked as entered in error in GCMS.

If a client submits a request to amend their date of birth, and it is determined that IRCC made a printing error on their IRCC-issued document, the date of birth record will be amended to indicate the correct information that will be printed on the replacement document. A note will be recorded in IRCC’s system of record. If the printing error cannot be fixed immediately due to system limitations, (if in the case of citizenship certificates, for example, the system is erroneously printing 01 for the day or month rather than XX for an incomplete DOB), the client will be notified once the system limitations are fixed, and IRCC will issue the client a replacement document with the correct date of birth.

Non-clerical or administrative error

In some circumstances, there may be no IRCC error but a client may request a change or correction to their date of birth in light of new information or documents they acquired after their arrival in Canada. In those instances, the client may follow one of these options outlined below to correct their date of birth record with IRCC.  

Ensuring a date of birth change would not have affected the decision on the application for permanent residence

When a client requests a correction to their date of birth, the processing officer should be mindful of how the change may have affected their application for permanent residence. If the officer believes the correction to the date of birth may impact the previous decision to approve the client’s permanent residence application, the case should be referred to the original processing office, as they are best positioned to review the decision in light of the new information. The following must be taken into account: regulations in effect at the time the client became a permanent resident, any transitional provisions and whether the client became a permanent resident as the principal applicant, as an accompanying spouse or partner, or as a dependent child.

If the original office was outside Canada, the visa office that is currently responsible for processing applications for that area should be consulted to determine if the information would have had an impact on the original decision. If yes, the matter should be referred to an inland immigration office for possible enforcement action.

Documentary evidence of correction (inside Canada)

If the client’s documentary evidence of a date of birth correction originates inside Canada, they can present one of the following documents with their request to correct their date of birth on their immigration or citizenship documents:

  • a certificate issued by provincial or territorial authorities recognizing a correction in the date of birth
  • a provincial or territorial court order declaring the correct date of birth

Note: Applicants who request a correction to their date of birth, must also complete the questionnaire Request to Correct a Date of Birth (CIT 0464) (PDF, 1.15 MB)

Supporting evidence of a date of birth correction that originates inside Canada: 

A document issued by a province or territory of Canada that displays the new date of birth can be used as supporting evidence.

  • driver’s licence
  • health card
  • age of majority card
  • enumeration record
  • senior citizen’s identification card
  • social services card
  • vehicle ownership or registration

Note: If the client is unable to obtain or is ineligible for the provincial or territorial documents in the new date of birth, they must provide a written explanation for why the document was not issued.

In addition to the documentary evidence of a date of birth correction originating inside Canada, the client must provide any provincial documents requested as part of the application instruction guide to establish their identity, not only the date of birth. On occasion, additional documentation may be requested.

Documentary evidence of correction (outside Canada)

If the client’s documentary evidence of a date of birth correction originates outside Canada, they can present one of the following documents with their request to correct the date on their immigration or citizenship documents:

  • a document issued by national or state/provincial authorities in the country or state/province where the client was born recognizing a correction in date of birth (with official translation)
  • a court order issued by national or state/provincial authorities in the country or state/province where  the client was born declaring the correct date of birth (with official translation), or
  • A birth certificate issued by national or state/provincial authorities in the country or state/province where the client was born declaring the correct date of birth (with official translation)

Note: Applicants who request a correction to their date of birth, must also complete the questionnaire: Request to Correct a Date of Birth (CIT 0464) (PDF, 1.15 MB)

Supporting evidence of a date of birth correction originating outside Canada

A client's foreign passport or other national authoritative photo documentation amended to reflect the new date of birth may be used as supporting evidence.

In addition to the documentary evidence of a date of birth correction originating outside Canada, the client must provide any provincial documents requested as part of the application instruction guide to establish their identity, not only the date of birth. On occasion, additional documentation may be requested. 

Please contact Program Integrity to verify the acceptability of presented documents, if concerns arise.

Converted and non-converted dates of birth

In rare instances, permanent residents, foreign nationals or Canadian citizens might go through the process of converting their dates of birth to match the Gregorian calendar date. When processing such requests, the officer should consult the following instructions to find the appropriate documents based on where the change of birth date occurred:

Please contact Program Integrity to verify the acceptability of presented documents, if concerns arise.

Recording information regarding a request to correct a date of birth in IRCC systems

In all cases, a note must be recorded to the client’s date of birth record under their UCI in IRCC’s system of record. The client must be notified of the decision to amend, grant or deny the change.

If the request is approved

If a corrected date of birth is approved, the new date as indicated on the documentary evidence of correction of date of birth will be recorded as the primary birth date in GCMS and will be the date that appears on any new document(s) issued by IRCC. Once a new date is recorded as the primary birth date, the officer should ensure that the previous primary birth date is indicated as the former date of birth, AKA (alias) or “other” in GCMS

If the request is denied

If a request to correct a date of birth is denied, the applicant must be informed of the decision, and the date of birth requested by the applicant must be recorded as “AKA” (alias) or “other” in GCMS. 

Page details

Date modified: