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Foreign Affairs, Trade and Development Canada

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National Airport Courtesy Program

Cicular Note NO. XDV-0093 of June 14, 2012

The Department of Foreign Affairs and International Trade (Office of Protocol) presents its compliments to Their Excellencies the Heads of Diplomatic Missions and notified Chargés d’Affaires, a.i. accredited to Canada, the Permanent Representatives to the International Civil Aviation Organization, and the Heads of International Organizations and other offices established in Canada,and has the honour to clarify the requirements of the National Airport Courtesy Program. This note supersedes the Department’s note number XDV-0037 of April 22, 2009.

The Office of Protocol, Official Visits Division is responsible for facilitating courtesy or expedited clearances for VIPs arriving and travelling within Canada. Visitors of Deputy Minister rank and above travelling on official business are eligible for this service. For a full list of eligible dignitaries, please see Appendix A.

In order to facilitate a clearance, the Department must receive a written request by e-mail, fax or by hand at least 72 hours in advance. Their Excellencies should note that in order to provide airport courtesies, the Department must liaise with other Government Departments and partners. Failure to provide the required information within the specified time period could result in inability to access courtesies. For a full list of the requirements, please see Appendix B.

The Department of Foreign Affairs and International Trade (Office of Protocol - Official Visits Division) avails itself of this opportunity to renew to Their Excellencies the Heads of Diplomatic Missions and Chargés d`Affaires a.i. accredited to Canada the assurances of its highest consideration.

OTTAWA, June 14, 2012

Appendix A - Officials Eligible for Airport Courtesies

The following is a list of who is entitled to receive a courtesy clearance:

  • Foreign Heads of State

    • King and/or Queen
    • President
    • Constitutional equivalent of above
    • Secretary-General of the United Nations
    • Spouses of Heads of State
  • Foreign Heads of Government

    • Prime Minister
    • Constitutional equivalent of above
    • President of the European Commission
    • Crown Prince/Princess
    • Deputy head of State (Vice-President)
    • Spouses of Heads of Government
  • Ministers of Foreign Government

    • Deputy Head of Government (Deputy Prime Minister)
    • Minister of Foreign Affairs
    • All other Ministers of National Cabinet Rank
    • Heads of International Organizations
    • Secretary-General of the Commonwealth
    • Secretary-General of NATO
    • Secretary-General of la Francophonie
    • Secretary-General of the OAS
    • Director-General of the WTO
  • Guest of the Government and Foreign Heads of Mission

    • Guest of the Government (at the discretion of the prime Minister)
    • Heads of International Organizations invited by the Prime Minister or Federal Minister. These include the United Nations (including Deputy Secretary-General, FAO, WHO, UNHCR,SECGEN Special Representatives); OECD; IMF; World Bank; Development Banks; OAU, ASEAN
    • Speakers of the House (Senate and House of Commons)
    • Chief Justice
    • Ambassador-designate upon first arrival
    • Permanent Representative of a Member State to ICAO (i.e. Head of Mission) upon first arrival
  • The following list provides some examples of who would be entitles to receive an expedited clearance:
    • State Governors of foreign countries
    • Provincial Premiers of foreign countries
    • Former Foreign heads of State/Government
    • Central Bank Governors of foreign countries
    • Deputy Ministers of foreign countries

Appendix B - Requirements for Requesting Airport Courtesies

The following information is required in order to request Airport Courtesies:

  • a list of all delegation members including the following information for each member:
    • full name
    • title
    • date of birth
    • passport number
    • passport expiry date
    • nationality of passport
    • Canadian entry visa number if applicable
  • full itinerary including:
    • arrival date
    • arrival time
    • port of entry
    • flight number
    • departure date
    • departure time
    • port of departure
    • flight number
    • the same for any other travel within Canada (if not by plane simply indicate mode)
    • names and mobile phone numbers for up to 2 greeters
    • name and number of a general contact person for the visit
    • reason for visiting Canada
  • In the case of dedicated aircraft (i.e. charter, private, military, or government), the following additional information is required:
    • aircraft type
    • registration number
    • call sign
    • name and address of the Fixed Base Operator (FBO) at which the plane will be landing
    • as above list of delegation members with titles and passport and visa information
    • list of crew members with names, titles, dates of birth, and passport numbers and expiry dates
    • permission for overflight clearance must be arranged in advance with the Trade Policy Services Division: tel: 613-944-0487 fax: 613-944-0058
  • Important for ALL Arrivals(commercial flights and dedicated aircraft)
    • all passengers and crew must arrive with completed Customs Declaration Form (E311)
    • all persons carrying currency CDN $10,000 and over must complete a Customs Cross-Border Currency and Money Instruments Report Forms (E667B and E668)
  • In addition, please advise of:
    • security concerns
    • special equipment or food that might be brought into Canada on arrival
    • health or mobility concerns (wheelchairs at airports etc)

For any questions or assistance regarding airport courtesies, please contact Diane Lachapelle at 613-996-9866 or diane.lachapelle@international.gc.ca

The Department of Foreign Affairs and International Trade (Office of Protocol) avails itself of this opportunity to renew to Their Excellencies the Heads of Diplomatic Missions and notified Chargés d’Affaires, a.i. accredited to Canada, the Permanent Representatives to the International Civil Aviation Organization, and the Heads of International Organizations and other offices established in Canada, the assurances of its highest consideration.

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Date Modified:
2013-05-09