Application for a Verification of Status (VOS) or Replacement of an Immigration Document (IMM 5545)

Table of Contents


This is not a legal document. The explanations and definitions are not legal definitions. In case of a discrepancy between the language in this document and the relevant legislation or regulations, the legal text in the legislation and regulations prevails.

For legal information, consult the following documents:


Overview

Application package

This application package has:

  • an instruction guide, and
  • the forms you need to fill out.

The instruction guide:

  • has information you must know before you submit your application, and
  • explains how to fill out the forms and gather your supporting documents.

Read the instruction guide completely and then fill out each of the applicable forms.

The forms are designed with questions that will help the processing of your application.


Symbols used in this guide

This guide uses these symbols to draw your attention to important information:

Required step
What you must do to have your application processed.

Important information that you need to know to avoid delays or other problems.

Get more information

Where to get more information.

Note: Tips that will help you with this application.


Before you apply

Use this application to obtain a Verification of Status (VOS) document or a replacement copy of a valid temporary resident document that has been lost, stolen or destroyed.

Verification of Status document

A Verification of Status document will contain information that appeared on your original Record of Landing, Confirmation of Permanent Residence, Work Permit, Study Permit or other immigration documents. This document can be used when you must provide proof of historical immigration information, such as the date and place of entry to Canada.

You may obtain a VOS document outlining the pertinent historical information for the following:

  • 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 or IMM 1442)
  • Work Permit (IMM 1102 or IMM 1442)
  • Study Permit (IMM 1208 or IMM 1442)
  • 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 (IMM 1203)
  • Protected Persons

Note: The actual document itself will not be issued. Instead, a plain paper document will be issued that will provide information about your immigration history.

If you require specific information that was originally captured on the immigration document (immigration category, document validity dates etc), you must specify this in your application for a Verification of Status document.

The Verification of Status document cannot be used for travel and is not an identity document.

The Permanent Resident Card is the proof of status document for permanent residents re-entering Canada on a commercial carrier (airplane, boat, train or bus).

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 will 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   Guide 5529 - Applying for a Permanent Resident Travel Document (PRTD).

Replacement of a valid Temporary Resident document

You may request a replacement of a current and valid temporary resident document if it is lost or stolen. You must provide the police report number proving that your current and valid temporary resident document has been lost or stolen. The following documents can be replaced:

  • Visitor Record
  • Work Permit
  • Study Permit
  • Temporary Resident Permit

If your document was issued:

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 the Record of Landing, Confirmation of Permanent Residence or Valid Temporary Resident Documents (IMM 5218).


Urgent applications

In certain circumstances, you may qualify for urgent processing. If you meet one of the criteria outlined below, you must clearly mark “URGENT” on your mailing envelope and must submit sufficient proof why urgent processing is required. If you do not meet the criteria below, your application will be placed in the regular processing queue.

The criteria for urgent processing are as follow:

  • You are applying for your pension and have received a notice from Service Canada advising that your file will be closed if you do not provide proof of your immigration information (Note: If you did not receive this notice, you cannot request urgent processing under this criteria).
  • You must include a copy of your letter from Service Canada as proof.
  • You need to travel because of a death or serious illness in the family and require proof of your immigration information in order to obtain a travel document. You must include proof of death or serious illness (example: a note from the attending physician).
  • You face immediate loss of employment or loss of an employment opportunity because you are not in possession of proof of your immigration information. Include an original letter from the employer.

In each of the above circumstances, you must provide:

  • The document(s) related to your situation (see above);
  • a copy of your expired travel document, and
  • a list of documentary requirements to obtain your travel document (example: a checklist for a passport application for another country).

Verification of Status of a deceased person

If you are requesting a Verification of Status document for a deceased person, there are specific criteria that must be met. Please note that replacement of a valid temporary resident document will not be issued for a deceased person.

Personal information can be released, without consent, if an individual has been deceased for more than 20 years. If you are requesting a VOS document for someone who has been deceased for more than 20 years, you must include a death certificate or a copy of the vital statistics record from the province/territory where the person lived.

We cannot disclose personal information about an individual who has been dead for less than 20 years. In some cases, an exception will be made if the executor or the estate or on having Power of Attorney requires the deceased’s personal information to administer his/her estate. In these cases, you must provide proof of death, which may include a copy of an obituary notice, a death certificate or photograph of the person’s tombstone, as well as proof of executorship or Power of Attorney.

Communication from IRCC

The application form provides an opportunity to give your email address to IRCC. When you provide your e-mail address, you are authorizing IRCC to send all correspondence regarding Verification of Status documents, including your verification of status document and personal information on your file, to the e-mail address you provided. If you have not indicated an e-mail address, all correspondence will go to the mailing address you provided on your application form. This will reduce delays associated with mailing time.

Note: When you receive your document by email, in order to properly view it, you must open it on a desktop or laptop computer. If you open the document on a smart phone or tablet, the document will often appear blank.


Gather documents

Use the Document Checklist (part of the IMM 5009 application form) to gather the documents you need to support your application. Failure to include any of these documents will result in your application being returned to you without processing. Do not submit your originals unless specifically requested, as these will not be returned to you. The following documents must be included with your application:

  1. Photocopy of one piece of federal or provincial/territorial government issued photo identification or if unavailable, a photocopy of government issued or internationally recognized photo identification from outside Canada before your entry to Canada. This could include:

    • the passport or travel document you used to enter Canada as a permanent resident. If you have never entered as a Canadian permanent resident, include a photocopy of the passport or travel document you used as a temporary resident. Include only copies of the passport or travel document pages showing:
      • Passport number,
      • Date of issue and expiry,
      • Photo, name, date, and place of birth, and
      • Any amendments to your name, date of birth, expiration, or any other information on the document.
    • your driver's license (issued by a federal or provincial/territorial authority).
    • your photo health card (if applicable)

    Note: If you no longer have the passport or travel document you used on entry, then include a copy of the pages listed above from your current passport. However, as the information contained on your original passport simplifies the retrieval of your records, this may result in delays in the processing of your application. Please ensure that you have included your name at the time of entry to Canada on your application form. This is particularly important, if you do not include your original passport.

  2. Photocopy of one piece of federal or provincial/territorial government-issued identification with or without a photo, or if unavailable, a photocopy of government issued or internationally recognized identification from outside Canada before your entry to Canada. This could include:

    • your birth certificate.
    • your marriage certificate, if applicable

    Note: If the country in which you were born does not or did not issue birth certificates, include an alternate official document showing the name, date, and place of birth of your parents. This may include a baptismal certificate, family composition form, etc.

    Note: the following identification is not accepted:

    • Social Insurance Number (SIN) cards
    • bank card
    • credit card
    • school identification card (local or international)
    • income tax return
    • Temporary driver’s license

    Note: Baptismal certificates, birth certificates and marriage certificates issued in Quebec before January 1, 1994, are no longer accepted. If you have one of these certificates you must obtain a new document. Find out how to apply for a certificate.

  3. Photocopy of the death certificate or provincial/territorial vital statistics document if the application is submitted on behalf of a deceased person.

    Note: If the person has been deceased for less than 20 years, you are required to provide proof that you are the executor or administrator of the estate and proof of your identity. Proof of your identity is a photocopy of one piece of federal or provincial/territorial government issued photo identification.

Translation of documents

You must include the following along with any document that is not in English or French:

Translations may be done by:

  • a person who is fluent in both languages (English or French, and the unofficial language); or
  • a Canadian certified translator (a member in good standing of a provincial or territorial organization of translators and interpreters in Canada).

If the translation isn’t done by a Canadian certified translator, the person who completed the translation must provide an affidavit swearing to their language proficiency and the accuracy of the translation.

The affidavit must be sworn in the presence of:

In Canada:

Authority to certify varies by province and territory. Consult your local provincial or territorial authorities.

Outside of Canada:

  • a notary public

Authority to administer oaths varies by country. Consult your local authorities.

small exclamation warning signImportant information: Translations must not be done by the applicants themselves nor by members of the applicant’s family. This includes a parent, guardian, sibling, spouse, common-law partner, conjugal partner, grandparent, child, aunt, uncle, niece, nephew and first cousin.

Note: An affidavit is a document on which the translator has sworn, in the presence of a person authorized to administer oaths in the country where the translator is living, that the contents of their translation are a true translation and representation of the contents of the original document. Translators who are certified in Canada don’t need to supply an affidavit.


Certified true copies

To have a photocopy of a document certified, an authorized person must compare the original document to the photocopy and must print all of the following on the photocopy:

  • “I certify that this is a true copy of the original document”;
  • the name of the original document;
  • the date of the certification;
  • the name of the authorized person;
  • their official position or title; and
  • their signature.

Who can certify copies?

Only authorized people can certify copies.

Important information: Certifying of copies must not be done by the applicants themselves nor by an applicant’s parent, guardian, sibling, spouse, common-law partner, conjugal partner, grandparent, child, aunt, uncle, niece, nephew or first cousin.

People authorized to certify copies include the following:

In Canada:

Authority to certify varies by province and territory. Check with your local provincial or territorial authorities to learn who has the authority to certify.

Outside Canada:

  • a notary public

Authority to certify international documents varies by country. Check with your local authorities to learn who has the authority to certify in your country.


Complete the application

Use of a Representative (IMM 5476)

Get the instructions (opens in a new tab)


Pay the fees

Include the processing fee for your application submitted to IRCC. The fee is per document, non-refundable, and does not guarantee approval of your application. If you are not approved you will not be issued a Verification of Status document or receive a replacement document.

Application (per person) $CAN
Verify your status (VOS) or replace an immigration document $30

Note: There is no fee for applicants in receipt of provincial welfare payments or assistance under the Resettlement Assistance Program. 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). There is no fee for applications submitted to The Canadian Genealogy Centre Library and Archives Canada or to The Rooms located in Newfoundland.

Note: There is no fee for a VOS document indicating Protected Person status if you are a Protected Person and are not a permanent resident or a Canadian citizen. There is a fee for the replacement of a valid immigration document, or any other VOS document.

How to pay the fees for your application

To pay your fees for your application you’ll need:

  • a valid e-mail address;
  • access to a printer (you’ll need to print the receipt), and
  • a credit card, Debit MasterCard® or Visa® Debit card.

Visit the link below and follow these instructions to pay:

  • Go to Online Payment.
  • Follow the online instructions.
    • At the end, click on the button to print the IRCC official receipt with barcode. Print two copies.
  • Attach a copy of this receipt to your completed application.
    • Keep the second copy of the receipt for your records.

stop sign hand Do not exit without printing the receipt! The printed receipt is your proof of payment!



Submit the application

Track your application

If you’re submitting a paper application, we recommend you use a postal or courier service with tracking so you have proof your application was delivered.

Find out how to check if your application has been received

Please address the envelope: Verification of Status (VOS) as indicated below. If your application is not complete or does not include the correct processing fee it will be returned to you to be completed.

Affix sufficient postage (top right of the envelope)

Sender (top left of the envelope)
(Your name)
(Your Address)
(Your Postal Code)

Verification of Status (VOS) or Replacement of an Immigration Document
Operations Support Centre (OSC)
P.O. Box 8784 STN T CSC
Ottawa, Ontario K1G 5J3

If sent by private courier or by registered mail:

Verification of Status (VOS) or Replacement of an Immigration Document
Operations Support Centre (OSC)
365 Laurier Avenue West,
Ottawa, Ontario K1A 1L1

Exceptions:

  • If your document was issued 76 years ago or more, submit your application to the following address:

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

  • If your document was issued when you landed in Newfoundland before 1949, contact The Rooms for further instruction on how to obtain verification of your document.

Urgent applications

If your application is urgent and meets the criteria for urgent processing (see Urgent Applications), mail your completed application by registered mail to the address shown above and write: “Urgent” on your envelope.

If you move

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

If you move or your address changes before your application has been processed, you must advise IRCC of your new address by changing your address online.


What happens next?

Processing your application

Processing times can change. Check application processing times.

Features

Find out if you are eligible

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