Establishing diplomatic missions or consular posts in Canada

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Opening a diplomatic mission

In accordance with the Vienna Convention on Diplomatic Relations, the establishment of diplomatic missions in a foreign state arises from mutual consent. As such, countries wishing to establish a resident bilateral diplomatic mission, i.e., an embassy or a high commission, in Canada require written approval from the Government of Canada. The Office of Protocol’s Privileges and Immunities Unit, in Global Affairs Canada, is the point of contact.

To seek such approval, the sending state should email the Privileges and Immunities Unit detailing the following:

  • Reasons/rationale for establishing a diplomatic mission
  • Main functions and activities to be performed in relation to the demand for such services
  • Indication of the initial number and level of staff for the first two years
  • Planned timing for its opening
  • Confirmation that the foreign state does not have any outstanding debts in Canada, including for unpaid property taxes (the Office of Protocol may at any time ask municipal authorities to validate information provided in this regard).

The email should be issued by the requesting state’s foreign ministry through its Permanent Mission to the United Nations or its Embassy to the United States of America.

Once authorization has been granted, the Office of Protocol will relay the decision to the sending state and engage on the practical matters involved in opening a mission, such as an advance visit by a reconnaissance team, purchasing or leasing properties to be used as the official premises, and other related elements.

Resident diplomatic missions must be located in Canada’s capital, Ottawa. However, heads of mission and other accredited members of an embassy or high commission may establish their official and personal residences in the broader National Capital Region (which straddles the provinces of eastern Ontario and western Quebec).

If countries wish to have ancillary offices to a diplomatic mission, located outside the national capital, these would be officially designated as consulates general or consulates or consular offices, and require the Office of Protocol’s express consent.

See the Appointing a head of mission (agrément process) and the Property transactions pages for more information.

Opening a consular post

Countries wishing to establish a consular post in Canada to be headed by a career officer require the Government of Canada’s approval regarding its location, size, classification, and district. Canada only recognizes consular posts covered under provisions of the Vienna Convention on Consular Relations, that is, those classified as a consulate general, consulate, vice-consulate or consular agency.

Consular posts are located in urban centres, usually in provincial capitals, and outside the National Capital Region. However, Canada may consider a foreign state’s request to open a consular post in Ottawa, if that country does not have a resident diplomatic mission based in the capital.

Global Affairs Canada’s Office of Protocol’s Privileges and Immunities Unit is the point of contact for opening a consular post. To seek approval, the requesting country, via its diplomatic mission, should email to the Office of Protocol with the following information:

  • Reasons/rationale for opening a consular post
  • Description of the consular responsibilities and any other functions/activities to be performed in relation to the demand for such services
  • Anticipated caseload/client-base
  • Indication of the number and level of staff for the first two years
  • Proposed classification and consular district
  • Address of the proposed consular premises and official residence of the proposed head of post, if known
  • Planned timing for opening the post
  • Confirmation that the foreign state does not have any outstanding debts in Canada, including for unpaid property taxes (the Office of Protocol may at any time ask municipal authorities to validate information provided in this regard).

Once authorization has been granted, the Office of Protocol will relay the decision to the diplomatic mission and engage on the practical matters involved in opening the consular post, such as property acquisition for the official premises, and other related matters.

See the Property transactions page for more information.

Consular posts headed by honorary consuls

The nomination, approval, and appointment process for honorary consuls is outlined at the Appointment of an honorary consul page.

Trade, cultural, tourism, or information offices

Canada does not grant special status or immunity to countries’ trade, cultural, tourism, or information offices or their staff members. However, a country may seek authorization to open a trade, cultural, tourism, or information section within an existing diplomatic mission or consular post. Such a section must be located in the same city as the post to which it is attached and not necessarily on the same site as the post, as long as its proposed activities fall within the scope of consular functions.

Countries wishing to establish a new cultural section or have an existing cultural centre recognized as a cultural section within a consular post must meet certain other requirements.

See the Establishment of cultural sections of missions and posts page for more information.

Closing a diplomatic mission or consular post

If a country decides to officially close or disestablish a diplomatic mission or consular post in Canada, several elements should be considered, and certain steps followed. When such a decision has been made, the Office of Protocol should be notified through normal diplomatic channels. In the case of a diplomatic mission closure, these steps may include:

  • Planning for continued representation and services by some other means, if that is what is being sought
  • Call on the Office of Protocol of Canada by the head of mission to advise formally of the decision and the anticipated timing of the closure
  • Formal expression of whether next steps will include a proposed cross-accreditation from elsewhere or the appointment of a protecting power state
  • Request for agrément for a succeeding head of mission, if continued representation from another country is desired
  • Planning for how the decision will be communicated to the public.

A mission or post may decide to close temporarily, without specific instructions from Global Affairs Canada, due to emergency conditions. In such instance, the mission or post should notify the Office of Protocol promptly.

Other important information

Under chapter 7 of the Foreign Missions and International Organizations Act –

“Everyone who represents any premises in Canada as a diplomatic mission or a consular post, or as an office of a political subdivision of a foreign state, where those premises do not constitute

  1. a diplomatic mission established in accordance with Article 2 of the Vienna Convention on Diplomatic Relations,
  2. a consular post established in accordance with paragraph 1 of Article 4 of the Vienna Convention on Consular Relations, or
  3. an office of a political subdivision of a foreign state, As the case may be, commits an offence.”