Identity management: Documents used to establish name records by business line

This section provides direction on the use of identity documents to establish name records in IRCC systems for the following programs:

• Temporary resident and permanent resident
• Refugee claimants and protected persons
• Refugee Assistance Program
• Grant of citizenship
• Certificate of Canadian citizenship (proof of citizenship)

Please see the Order of Priority table for a quick reference chart that indicates the order of priority of identity documents used for establishing and recording client names by line of business.

See Establishing name records in IRCC systems for additional procedures on reading travel documents, name structures and how to record them in the Global Case Management System (GCMS), and managing existing client records.

Temporary resident or permanent resident

Passports and other travel documents

The vast majority of IRCC applicants applying for temporary residence or permanent residence will have a passport in their possession. As an official document that shows the identity and nationality of a person for the purpose of facilitating international travel, the foreign passport is the primary document that shall be used to establish a name record for IRCC purposes.

In cases where an individual does not possess a passport but has another travel document, the name recorded on that travel document will be used to establish the name for IRCC purposes.

Refugee claimants and protected persons

Passport or other travel document issued by country of nationality

If the applicant holds a valid passport or travel document issued by their country of nationality, it shall be used to establish a name record for IRCC purposes.

Other identity documents and alternative documents

If the applicant does not hold a passport or travel document issued by their country of nationality, use the name listed on other identity documents (or photocopies thereof) that they have provided, cross-referencing with the name the person has listed on their application forms.

If the applicant provides two or more non-travel identity documents (or photocopies thereof) where the names differ, or the names on the documents differ from the one listed on the application forms, it is recommended that the applicant be asked to sign a statutory declaration attesting to their real name.

Refugee selection overseas

Subject to the refugee claimants section above, the name will be recorded as written on the referral document from a recognized international referral body or a group that has signed an agreement with the IRCC minister.

Protected persons in Canada

Protected persons who are applying for permanent residence and do not possess one of the documents listed in section 50 of the Immigration and Refugee Protection Regulations (IRPR), are required to produce one of the documents listed in subsection R178(1), which will be used to establish the name record in IRCC systems.

Refugee Assistance Program (RAP)

Persons who arrive in Canada as government-assisted refugees

The name established during the permanent resident process and recorded as the primary name in IRCC’s system of record will be the name associated with the RAP record.

Children born to RAP recipients after arrival in Canada

If a child is born in Canada to an individual receiving assistance under the RAP program during the period of assistance, the child's name will be added to the record and the birth certificate issued by a Canadian province or territory will be used to establish the primary name for the child.

Grants of citizenship

Permanent residents

For persons applying for a grant of citizenship under subsections 5(1) or 5(2) or section 11 of the Citizenship Act who are currently permanent residents, the name that was established during the immigration stream on the record of landing, confirmation of permanent residence (COPR) or permanent resident card will be the name used for the citizenship record.

If the applicant has had an approved change of name, the applicant must provide appropriate linking and supporting documentation in order to change their name in IRCC’s system. The name to be used as the primary name in IRCC’s system of record is the name on the linking document.

Non-permanent residents

Birth certificate issued by a Canadian province or territory

In exceptional cases, an applicant born in Canada, who is not currently a permanent resident or Canadian citizen (for example, a person who formally renounced Canadian citizenship or a person described in subsection 3(2) of the Citizenship Act), may request a discretionary grant of Canadian citizenship under subsection 5(4) of the Citizenship Act to alleviate special and unusual hardship or to reward services of an exceptional value to Canada. If they have not previously held a certificate of Canadian citizenship, the primary document for establishing the name in IRCC’s system of record is a birth certificate issued by a Canadian province or territory. If the applicant requests a name other than the one on the birth certificate, they must provide a document linking their previous name to the new name. For additional information, refer to Identity management: Change of name request.

Previous citizenship certificate

If a former Canadian, who once held a certificate of Canadian citizenship, is no longer a Canadian citizen and is not a permanent resident, and has applied to resume Canadian citizenship with a request for a discretionary grant under subsection 5(4) of the Citizenship Act to alleviate special and unusual hardship or to reward services of an exceptional value to Canada, the name will be recorded as it was on the applicant’s previous citizenship certificate. If the applicant requests a name other than the one that was on the previous certificate, they must provide a document linking their previous name to the new name. For additional information, refer to Identity management: Change of name request.

Foreign passports or other travel documents

1. For persons applying for a grant of citizenship under subsection 5(4) (discretionary grant) of the Citizenship Act who were not born in Canada and are not permanent residents, the primary document used to establish the name on the citizenship record is the foreign passport.
2. In cases where an individual does not possess a passport but has another travel document, the name recorded on that travel document will be used to establish the name on the citizenship record.
3. In cases where an applicant is a minor born in the United States (US) and does not possess a passport or another travel document, the name recorded on the birth certificate will be used to establish the name on the citizenship record.

Recognizing that there are no provincial health facilities in certain remote border areas of Canada, the local Canadian provincial health authorities have established agreements with health facilities in the US to cover health services for Canadian residents. In cases like these, Canadian residents are asked to travel to the US to give birth, thus resulting in the child having a US birth certificate and no other travel documents.

Other immigration documents

For persons applying under subsection 5(1.3) (Canadian Armed Forces – persons attached or seconded) of the Citizenship Act, the name that was established during the immigration stream on the work permit or visitor record will be the name used for the citizenship record.

Adopted persons

Adoption orders

For persons applying for a grant of citizenship under section 5.1 of the Citizenship Act for an adopted person, the primary document used to establish the name in the citizenship record is the adoption order.

Instances where the adoptive parents do not know the name of the child at the time the application is submitted to IRCC

For overseas adoptions, there may be instances where the adoptive parents will not know the name of the child at the time Part 1 of the application is submitted to IRCC. In these cases, the name record will be created in the Global Case Management System (GCMS) with the parents’ family name(s) as the primary identifier and the word “unknown” as the secondary identifier in the given name field.

Once the child’s name is known, the temporary name indicated in GCMS (e.g. “Unknown Smith”) will be changed to “entered in error,” and the primary name will be recorded in accordance with the adoption order.

Certificate of Canadian citizenship (proof of citizenship)

First-time proof application

Applicants seeking proof of citizenship for the first time may have been born outside of Canada to a Canadian parent, or inside Canada. The document used to establish the name record differs as indicated:

1. Born outside of Canada to a Canadian parent and resides in or outside of Canada
   1. For persons born outside of Canada to a Canadian parent, the primary document used to establish the name record is the applicant's foreign birth certificate.
   2. If the applicant is unable to provide a foreign birth certificate, the name indicated on their passport or travel document will be used to establish the name record.
   3. In rare instances when an applicant is unable to provide a foreign birth certificate, passport or other travel document, another authoritative national or federal document issued by the country of residence may be used to establish the name record.
2. Born in Canada
   1. For persons born in Canada, the primary document used to establish the name record is a birth certificate issued by a Canadian province or territory.

Replacement certificates (also known as replacement proofs)

The name on the replacement certificate will be the same as indicated on the applicant’s previous certificate of Canadian citizenship, unless the applicant requests a change of name and meets the requirements set out in Identity management: Change of name request.