Diplomatic bags and couriers, radio transmitters and satellite receivers

On this page

For the purposes of these guidelines, the following apply:

  • VCDR means the Vienna Convention on Diplomatic Relations
  • VCCR means the Vienna Convention on Consular Relations

To lighten the text, the expression “diplomatic bag” includes consular bags, and the expression “diplomatic courier” includes consular couriers.

Diplomatic bags

The Government of Canada manages the framework of its diplomatic/consular relations through Canadian legislation and enabling regulation, and in full observance of the VCDR and the VCCR, as these relate to diplomatic bags and couriers. The Privileges and Immunities Unit invites foreign missions and diplomatic couriers seeking entry into Canada to read paragraphs 25-35 of the Canada Border Services Agency Memorandum D21-1-1: Customs Privileges for Diplomatic Missions, Consular Posts and Accredited International Organizations - Tariff Item No. 9808.00.00. These paragraphs fully reflect Canada’s approach to the entry into Canada of diplomatic bags and the paramount importance it attaches to their inviolability.

With respect to the transportation of diplomatic bags on domestic flights and international out-bound flights, the Office of Protocol reminds foreign missions of the following guidance: 

  • Diplomatic couriers are expected to ensure they always maintain care and control of their diplomatic bags and never entrust them to the airline at the check-in counter in Canada. If diplomatic couriers nonetheless disregard this guidance and entrust the custody of their diplomatic bags to an airline at its check-in counter, this will unavoidably result in these bags being automatically scanned by Hold Baggage Screening, which may further result in these bags being opened, in accordance with regulations.
  • All diplomatic couriers should instead carry their diplomatic bags to Pre-Boarding Screening. When they arrive at the screening point, they should ask for assistance from a checkpoint manager. Checkpoint managers work on behalf of the Canadian Air Transportation Security Authority (CATSA) and can provide assistance. This also applies to oversized diplomatic bags.

The Office of Protocol, CBSA and CATSA cannot assume responsibility for any information or guidance that air carriers or stakeholders provide to foreign diplomatic couriers or mission officials regarding the handling of their diplomatic bags. Also, given CATSA’s mandate to implement appropriate security screening measures and related exemptions to diplomatic bags, this underscores the need for the Embassy and its diplomatic couriers to contact and seek assistance directly from CATSA regional management on these matters. 

Diplomatic bags cannot be used to circumvent the Export and Import Permits Act and Canada’s Export Control List (ECL).

Diplomatic couriers, and access to airport restricted areas

The smooth and swift movement of diplomatic couriers transporting diplomatic bags, as sanctioned under the VCDR and VCCR, is facilitated with proper identification that conveys the courier’s status and proper documentation that reports the number of packages being transported in the bag, and other related information. Notwithstanding their immunities while performing their duties, diplomatic couriers and their personal belongings are subject to normal airport security screening measures.

Diplomatic couriers who have been provided with an official document indicating their status and the number of packages constituting the diplomatic bag, enjoy personal inviolability and are not liable to any form of arrest or detention in the performance of their function. However, a diplomatic courier’s person and personal baggage are subject to normal airport security screening and customs examinations. Couriers presenting diplomatic bags for importation must possess an official document indicating their status as an agent of the diplomatic mission or consular post. In the absence of accreditation by the receiving State as a diplomatic agent, as a member of a diplomatic mission’s administrative and technical staff, a consular officer, or consular employee, non-professional diplomatic couriers will enjoy personal inviolability only during the time in which they have a properly identified diplomatic bag in their charge.

Diplomatic couriers who are not accredited to Canada and do not possess an Office of Protocol acceptance in their passport are asked to apply for a temporary resident (visitor) visa for entry to Canada. This visa is fee-exempt and biometrics-exempt. A note verbale from the ministry of foreign affairs communicating the purpose and dates of travel should be uploaded to the application.

Diplomatic couriers applying for a TRV and residing in the United States of America are asked to email the application number (V plus nine digits) to WSHDCImmigration@international.gc.ca for processing.

Accessing airport restricted areas

Diplomatic missions and consular posts can arrange with airport security authorities for a staff member to have escorted access into the restricted areas of an airport to pick up and/or load diplomatic or consular bags. Mission or post staff involved in this activity are expected to comply with all airport safety and security requirements.

As the Office of Protocol’s Diplomatic Corps Services Division is not involved in facilitating access to airport restricted areas, diplomatic missions in Ottawa can contact the Macdonald-Cartier International Airport’s security authority to arrange for entry to the restricted area. Such requests must be made well ahead of time.

In Montréal, foreign officials can communicate with the airport authority, with adequate advance notice, to request facilitation into the secure zone of the Pierre Elliott Trudeau International Airport.

For access to the restricted area at Toronto’s Pearson Airport, accredited staff members can apply to obtain airport passes from the Greater Toronto Airport Authority by following the instructions below.

Reminder: conducting foreign criminal investigations, foreign law enforcement and foreign border protection activities in airport restricted areas are incompatible with diplomatic/consular functions. Questions regarding the scope of acceptable diplomatic and consular functions should be directed to the Office of Protocol.

Request to obtain an airport pass to the restricted area at Pearson International Airport

Foreign representatives holding diplomatic (D) or consular (C) accreditation documents and seeking passes to the restricted area of Toronto’s Pearson International Airport for retrieving and/or loading diplomatic bags need to book a meeting on-line with the Pass Permit Control Office located in the Terminal 1 Parking Garage, Level 5, with two completed forms and other supporting documentation. (Administrative & Technical Staff and Consular Employees are not permitted to obtain passes. Missions may obtain a maximum of two (2), photo identified, non-transferable courier passes.

When applying for a RAIC, the applicant must fill out the form electronically and then submit it to their head of mission or post to sign and stamp in the section entitled PART 2 – Employment Information. After that, the form needs to be sent to the Privileges and Immunities Unit for authorization via a signature added to PART 2 – Employment Information.

The TSC application must also be accompanied by the person’s:

  • Government of Canada identity card
  • Passport bearing Canada’s multiple-entry acceptance visa counterfoil
  • A letter signed by the head of mission or head of post stating that the applicant is a citizen of the country assigned by that foreign government to work for the mission or post in Canada as a diplomatic courier (electronic signatures are not accepted)

Installing radio transmitters and satellite receivers

Countries may seek to obtain a licence to install and operate a wireless radio transmitter in their diplomatic mission. Approval for such a licence is discretionary and based on the principle of reciprocity as well as compliance with Canadian laws and other provisions.

For authorization to acquire a radio licence, missions are asked to send a request via email to the Privileges and Immunities Unit, along with a completed application for a licence to install and operate a radio station in Canada.

The email should convey the:

  • Requesting country’s willingness to permit the installation of a radio transmitter in Canada’s diplomatic mission (or consular post) in that country on a reciprocal basis
  • Technical information about the proposed equipment, including the type of technology, supply voltage, and operating frequency
  • The diplomatic mission’s commitment to undertake and implement any planning or physical requirements mandated by the municipal government, especially as these relate to the installation of aerials or satellite dishes
  • The country’s pledge to comply with Canada’s Radiocommunication Act

Following any additional consultations, the Privileges and Immunities Unit will transmit the mission’s request to Innovation, Science and Economic Development Canada (ISED), which is responsible for radio spectrum management. Once approved, the licence will be issued by ISED in the name of the diplomatic mission and to the address where the radio transmitter will be operated.

Diplomatic missions or consular posts may wish to have a satellite-receiving dish on their premises. Before proceeding with setting up a device, missions or posts should contact the Privileges and Immunities Unit, as many municipal governments require prior approval before installing such technology.