Accreditation services guidelines

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For the purposes of these guidelines, the following apply:

  • Acceptance refers to the multiple-entry acceptance counterfoil issued by the Chief of Protocol of Canada and placed in the passport to reflect the person’s accreditation.
  • Foreign representatives refer to persons on a bilateral or multilateral posting in Canada entitled to privileges and immunities under the Foreign Missions and International Organizations Act and the Privileges and Immunities (North Atlantic Treaty Organisation) Act. It also includes home-based staff of the Taipei Economic and Cultural Offices, the Palestinian General Delegation and the Delegation of the Ismaili Imamat.
  • ICAO means the International Civil Aviation Organization with which Canada has a headquarters agreement
  • Identity card (ID) means the Government of Canada photo identification document (with a ‘D’, ‘C’, ‘J’, or ‘SR’ prefix) issued by the Office of Protocol to reflect the person’s accreditation.
  • IRCC means Immigration, Refugees and Citizenship Canada.
  • Mission means a high commission, an embassy, an international organization or an other office that enjoys privileges and immunities under the Foreign Missions and International Organizations Act or the Privileges and Immunities (North Atlantic Treaty Organisation) Act.
  • National Capital Region referring to the National Capital Act, means to the seat of the Government of Canada and its surrounding area, composed of part of the provinces of Ontario and Quebec.
  • Temporary Resident Visa means the entry visa for taking up posting in Canada during the period of first installation.
  • VCDR means the Vienna Convention on Diplomatic Relations.
  • VCCR means the Vienna Convention on Consular Relations.

Overview

Global Affairs Canada is responsible for issuing accreditation documents to foreign bilateral and multilateral representatives on posting in Canada, as well as to their officially recognized family members, and is guided in this work by the VCDR, the VCCR, various headquarters and other agreements, as well as Canadian law. The Accreditation Unit is the point of contact on accreditation services.

These guidelines explain the procedures, requirements, and policies for obtaining accreditation documents.

Who is entitled to accreditation documents

Foreign representatives posted to Canada and their eligible family members are entitled to receive accreditation documents to the extent specified in these guidelines. This includes, among other persons:

  • Heads of diplomatic mission (Ambassadors and High Commissioners)
  • Representatives of Member States to ICAO residing in Montréal
  • Diplomatic agents
  • Heads of consular post and other career consular officers
  • Administrative, technical, and service staff of missions and consular posts
  • Officials with international organizations (international civil servants) residing in Canada
  • Family members accompanying accredited personnel, subject to the policy on Family members, definitions and related notifications
  • Domestic workers

Accreditation documents are also issued to non-resident heads of mission and diplomatic agents, and their spouses/partners (in the case of heads of mission and military attachés), though not to their children.

To note that the Accreditation Unit does not issue accreditation documents to persons travelling to Canada on temporary duty (less than six months). Nor are persons travelling to Canada to attend meetings, symposia and conferences at an international organization established/headquartered in Canada entitled to accreditation documents.

Locally engaged staff and family members who are Canadian citizens or permanent residents, including dual nationals, are not accredited nor provided acceptance visas or IDs.

Types of accreditation documents and their purposes

After arriving and taken up posting in Canada, foreign bilateral and multilateral representatives having and their recognized family members will be registered with the Office of Protocol, which entails the issuance of:

  • A Government of Canada ID
  • A multiple-entry acceptance visa counterfoil, affixed in the passport

These two documents are the only reliable and secure pieces of identification for persons accredited to Canada. The acceptance counterfoil is also prescribed document to enter, or board a flight bound for, Canada, and exempts the holder from the requirement to obtain a temporary resident visa.

The ID displays a photo and signature of the bearer and convey the individual’s status based on the first letter of the card’s serial number. The number (personal identifier) on the card is he same as the one on the acceptance counterfoil. The ID should be presented:

  • When law enforcement or police request identification
  • For customs clearance of goods imported for personal use
  • To benefit from point-of-sale provincial tax exemptions on local purchases (where applicable)
  • To request a Social Insurance Number (SIN) or replace a lost SIN card
  • For admission at certain schools or educational institutions, though this does not grant/guarantee preferential tuition fees*

* Tuition fees are set by educational institutions and/or the provincial government. While some educational institutions and learning establishments may choose to provide a rebate or preferential tuition rate to children of foreign representatives while they are accredited, Global Affairs Canada has no control over these rates. Global Affairs Canada has no ability to instruct or ensure that any rebates or preferential rates remain available to children of foreign representatives after they are no longer accredited to Canada. Should you have further questions regarding tuition, these questions are best addressed directly with your educational institution.

The ID number is also shared with the Canada Revenue Agency responsible for administrating the GST/HST rebate program in the case of foreign representatives and spouses/partners eligible for such rebate.

Although the ID is not a travel document and cannot be used for border entry, the card may be requested for certain administrative processes. It is strongly recommended that accredited persons carry their identity cards at all times. Missions must not to confiscate the identity cads of representatives, members of the family and domestic workers.

Officially recognized family members are accredited in the same category as the principal representative, with the exception of children of career consular officers dually accredited as Member State representative to ICAO. Acceptance counterfoils are affixed to all family member passports and identity cards are issued to persons aged 16 and above.

Serial number conventions for accreditation documents

The Accreditation Unit establishes eligibility for identity cards and multiple-entry visa counterfoils. Family members may be included depending on age, dependency, and admission in educational institutions. Each accreditation document contains an alphanumeric personal identifier. There are four alpha characters, as follows:

  • D: Diplomatic agents and persons with equivalent status*, including eligible family members
  • C: Consular officers and eligible family members
  • J: Administrative/technical staff, consular employees, service staff, certain officials with international organization officials, and eligible family members
  • SR: Special representative officers and eligible family members

* This includes consuls general and other career consular officers who are simultaneously appointed as representatives of a Member State to ICAO, though this privilege does not extend to their family members (who receive “C” accreditation documents).

Accreditation of resident foreign representatives and acceptable titles

Representatives of diplomatic missions are accredited according to the VCDR as diplomatic, administrative and technical, or service staff. Officials of consular posts are accredited in keeping with the VCCR as consular officers, consular employees, or service staff. Missions seeking accreditation for newly arrived foreign representatives should ensure, among other things, that the person:

  • Is a citizen of the sending country
  • Possesses a valid diplomatic, official or service passport, including in the case of members of the administrative and technical staff, consular employees and members of the service staff
  • Has successfully obtained a Temporary Resident Visa prior to taking up posting
  • Will reside full-time in the National Capital Region (for Ottawa missions), or in the defined catchment area of the consular post or international organization or other office
  • Performs diplomatic, consular, or official functions on a full-time basis
  • Will not engage in professional or commercial activity for personal gain while in Canada

The Office of Protocol will notify the mission in cases where any person has been convicted of criminal charges in the past.

The accreditation of personnel assigned to international organizations (such as, international civil servants) and other offices varies according to the legal basis of their establishment. Diplomatic accreditations issued to State Member Representatives to ICAO and the corresponding granting of privileges and immunities) rely on the principle that the appointed individual has the backing of their foreign ministry/government and is the appointed representative of the state in question, even in the case of third country nationals.

Related content: Family members, definitions and related notifications

Diplomatic agents and acceptable titles

Diplomatic agents must possess a recognized diplomatic title, among the following:

A consular title or other title can be combined with the primary diplomatic title, for example, First Secretary and Vice-Consul, Minister-Counsellor and Deputy Head of Mission

Career consular officials and acceptable titles

Career consular officials must hold a recognized consular title, such as:

    A second title is permitted, for example, Consul General and Senior Trade Commissioner, Vice-Consul and Trade Commissioner

    Support and service staff

    Designations for support staff:

    • Administrative and Technical Staff: employed in the administrative and technical service of the mission
    • Consular employee: employed in the administrative or technical service of a consular post
    • Service staff: employed in domestic service of the mission or consular post, per Appointing member of the service staff page for more information

    An incoming representative’s responsibilities (such as, job package) should correlate with that of the person they are replacing. For a new position, see the Staff increases section of these guidelines.

    Accreditation of non-resident foreign representatives

    Canada may allow a foreign State to accredit representatives who reside in Washington, D.C. or in New York. Canada retains full discretion in applying this policy, including the authority to limit the number of non-resident representatives accredited by any foreign State.

    Canada grants diplomatic status to the following non-residents only:

    The status and immunities granted in Canada will not exceed those enjoyed by the individual in their primary country of accreditation. Consequently, non-resident personnel who hold only consular immunity in the primary country will be granted consular status in Canada rather than diplomatic status.

    Non-resident diplomatic agents and career consular officers must obtain a TRV from a Canadian mission or post in the primary country of accreditation prior to submitting an accreditation request.

    Children of non-resident foreign representatives are not eligible for accreditation.

    Accreditation documents are issued after the first travel/arrival in Canada only. Missions must send a pre-arrival notification indicating anticipated travel.

    Accreditation of diplomats and consular officers as State Member representatives to ICAO

    Diplomatic agents who maintain their primary residence in the National Capital Region can perform duties and functions connected with their State’s representation to ICAO, per Article 5(3) of the VCDR. Given the notification requirements under the Headquarters Agreement between the Government of Canada and ICAO, accredited diplomatic agents may only commence performing official functions as a representative of their country to ICAO once the Secretariat of ICAO has notified the Office of Protocol in writing of the appointment.

    As bilateral diplomatic agents must, without exception, principally reside in the National Capital Region, Canada expects that all sending States will quickly notify cases where a diplomatic agent dually appointed as representative to ICAO has relocated to, or is residing on a full-time basis in, Montréal. Such notification will result in the withdrawal of the bilateral accreditation, but without affecting the person’s diplomatic immunities that are enjoyed as a State Member representative to ICAO.

    Career heads of consular post and other career consular officers based in Montréal can be dually admitted to the exercise of functions as their State’s permanent mission to ICAO. This finds its basis in Article 17(2) of the VCCR. Canada further accepts to issue diplomatic accreditation documents in favour of such career consular officers. Given the notification requirements under the Headquarters Agreement between the Government of Canada and ICAO, accredited consular officers may only commence performing official functions as a representative of their country to ICAO once the Secretariat of ICAO has notified the Office of Protocol in writing of the appointment. In these instances, arrangements for the issuance of the diplomatic accreditation documents to such career consular officers should normally be coordinated between the Office of Protocol and the Secretariat of ICAO.

    Given that they are not engaged in diplomatic acts, “members of the family forming part of the household” of career consular officers dually appointed as representatives to ICAO will not be entitled, under this policy, to claims of diplomatic immunity and the Department is unable to issue them diplomatic accreditation documents.

    Canada accepts that a country may have two representatives to ICAO appointed in a consular capacity. It will not automatically consider a foreign State’s request to grant a diplomatic accreditation to a third or more career consular officer who, from time to time, may perform functions in connection with his/her country’s representation to ICAO. In order to consider exceptions of this type and grant them diplomatic accreditation documents, the sending State is required to submit a written and detailed justification via its diplomatic mission presenting evidence of financial and organizational hardship or other relevant factors.

    Finally, honorary consular officers operating in Montreal be dually admitted to the exercise of functions as their State’s representative to ICAO if such appointment is required owing to the absence of career diplomatic agents and consular officers accredited to Canada. Representatives of a Member State to ICAO who are Canadian citizens or Permanent Residents of Canada do not enjoy any privileges and enjoy only immunity from legal process in respect of words spoken or written and of all acts performed by them in their official capacity.

    Canadian citizens and permanent residents of Canada: non-eligible for accreditation documents

    Per a policy reaffirmed in 1989, the Government of Canada does not accept the appointment of Canadian citizens or permanent residents, including dual nationals (holding Canadian nationality), as diplomatic or career consular officials of another country. This rule also applies to other professional members of diplomatic missions and (career) consular posts such as members of the administrative and technical staff, consular employee and members of the service staff.

    A person may voluntarily renounce their Canadian citizenship or permanent resident status in order to assume a diplomatic or consular role for another country. However, if, they later wish to re-acquire their Canadian status after completing their assignment, they would need be required to apply to IRCC. There is no guarantee that such application would be approved.

    The Office of Protocol discourages sending States from seeking accreditation in favour of persons who have submitted an application for permanent residency prior to the posting or plan to do so. Should a country wish to discuss specific cases, the mission can contact the Office of Protocol.

    Missions must notify the Office of Protocol of any intent by an accredited foreign representative or family member wishing to acquire permanent resident status during the period of posting.

    Submitting requests for accreditation documents

    All accreditation requests must be emailed to the Accreditation Unit using the Service Request Template contained in these guidelines (see below). Requests must include all required supporting documents. Consulates are asked to channel their request through the supervising high commission or embassy.

    To complete the various accreditation application processes, missions will need a high-resolution scanner to create electronic copies of documents and photos.

    Incomplete submissions will not be processed and will receive a notification of non-compliance, and processing will begin only upon receipt of complete/accurate documentation. The Office of Protocol cannot provide any information regarding the processing time for any complete application as this depends on the circumstances of each application and the volume in queue.

    IDs are processed first. The Office of Protocol then provides instructions on passport submission for affixing the acceptance visa counterfoil. Passports must not be submitted without written instructions from the Office of Protocol.

    Pre-arrival notification: a mandatory step

    In accordance with the VCDR, the VCCR, and applicable headquarters and other international agreements, the arrival of new foreign personnel to Canada must be notified in advance to the Office of Protocol of Canada. Notifications must be submitted by the sending state’s foreign ministry (through its diplomatic mission) or by an international organization’s headquarters or other recognized office.

    Foreign representatives and eligible family members may only be accredited upon arrival in Canada. However, advance notification is required to allow the Office of Protocol to begin accreditation preparations and help minimize processing delays. Missions are therefore requested to provide pre-arrival notification ideally three weeks before the expected arrival date. The service request must be titled “Pre-arrival notification” and must contain the following:

    • The complete accreditation and registration form containing the appropriate position title; the form must be signed by the head of mission (in the case of a bilateral mission) or designated authority (in the case of an international organization or office)
    • The foreign representative’s curriculum vitae (PDF format), in the case of a bilateral mission/post only; a detailed CV (including dates of work history, previous positions and education) must be provided for each diplomatic agent, consular officer, administrative and technical staff member, and consular employee. Brief biographies will not be accepted
    • A copy of the passport biographical page (PDF format); if the biographical page does not specify the type of passport (for example, diplomatic, official service), please include a copy of the passport cover page
    • One passport size colour photo (see Photo requirements section)
    • One signed signature card (see Signature specimen requirements section)
    • Proof of full-time admission acceptance and full-time registration in a designated learning institution (DLI) course or program of study in or outside Canada, in the case of children aged 19 to 25; the letter of acceptance/admission must specify the duration of the program.

    For temporary duty assignments (6 months or less), the arrival notification should include the length of assignment. Accompanying family members are not accredited for such assignments.

    Pre-arrival requests are given priority

    Requests submitted after arrival must include an explanation for why advance notification was not provided. Requests submitted less than three weeks before the arrival date will not be prioritized for processing.

    Foreign representatives authorize the Office of Protocol to collect, use, and disclose their personal information for the purpose of accreditation and issuing documents. The collection, use, disclosure, retention, and disposal of personal information are governed by Canada’s Access to Information Act and Privacy Act. Global Affairs Canada is committed to protecting information collected to administer its programs and adheres to the requirements set out in these acts.

    Related content: Members of the Diplomatic Corps in Canada - Info Source

    Photo requirements

    Photos must be of passport standard (colour or black and white), high quality and taken by a professional photographer.

    • One photo must be submitted for each new arrival and extension if the last one is more than four years old
    • The photo file must be in JPEG format with a minimum resolution of 200 dpi
    • Photos must show a full front view of the face with both edges of the face showing clearly; the face and shoulders must be centered in the photo and squared to the camera
    • Photos must be taken with uniform lighting and not show shadows or flash reflection on the face and head; photos with shadows on the face or background are unacceptable
    • Photos must be taken against a plain, uniform and white background
    • Eyeglasses may be worn as long as the eyes are clearly visible (Photos of the applicant wearing sunglasses will not be accepted)

      Signature specimen requirements

      • A signature specimen card is required for:
        • Each representative
        • Each family member over the age of 16
        • Each domestic worker presented for accreditation or extension.
      • The signature specimen card must be signed within the borders of the card
      • The file must be in JPEG format with a minimum resolution of 200 dpi
      • The identity card issued will feature the bearer’s signature

      This process is separate from signature specimens required for signing authority.

      Steps to follow after the arrival in Canada

      Once a foreign representative, family member, or domestic worker arrives in Canada, missions must promptly submit a post-arrival notification by email, along with the following supplementary documents to complete accreditation. A service request entitled “Post-arrival notification” must include:

      • A notification of arrival, providing details of the travel itinerary, such as the date of arrival, the Canadian port of entry and the method of transportation; the Office of Protocol will only process the accreditation requests for a non-resident foreign representative if the person has entered Canada and physically remains in the country during the process
      • A notification of the predecessor’s end of functions and/or departure from Canada, if not previously submitted
      • A copy in PDF format of the D1, O1 or C1 Temporary Resident Visa (TRV) used for the first entry into Canada

      Unless instructed otherwise, the Office of Protocol allows a 10-day overlap between representatives (except heads of mission and consuls general). Overlaps longer than 10 days require prior approval. Requests to exceed this 10-day overlap must be submitted before the successor’s effective arrival in Canada.

      Once finalized, the Office of Protocol will send instructions for submitting passports for acceptance counterfoils and details on ID mailing.

      Children who have reached their 16th birthday qualify for an ID, as do children between the ages of 14 and 16 who have been authorized to work. All other children, including those born in Canada and children studying abroad, only receive an acceptance counterfoil. Children of non-resident foreign representatives are not eligible for accreditation in Canada.

      Missions seeking work authorization for an accredited member of the family forming part of the household should consult Canada’s Guidelines on the employment of accredited family members and submit related requests to the Privileges and Immunities Unit by email.

      Renewing accreditation documents

      For bilateral positions, Canada does not accept indefinite postings. The postings of members of the service staff cannot exceed five years, per Canada’s policy on Appointing members of the service staff. In the case of all other foreign representatives whose posting is prolonged beyond five years, the Office of Protocol will seek a note of confirmation of continued posting from the sending State's ministry of foreign affairs. A note from the local mission will not be accepted.

      Accredited persons and their missions are encouraged to monitor expiration dates carefully, especially before international travel, since a valid acceptance visa counterfoil is required to re-enter Canada.

      Renewing an acceptance visa counterfoil and identity card is simpler than applying for initial accreditation. Missions should submit renewal requests ideally 90 days prior to the expiry date of the documents. For each foreign representative, family member, and domestic worker requiring renewal, missions should submit an email request to the Accreditation Unit with the following:

      • The approximate residual posting period (for all postings exceeding five years)
      • The successor’s name if known
      • A new passport size colour photo (JPG format, 200 dpi), if the last one is more than four years old
      • Proof of full-time admission acceptance and full-time registration in a designated learning institution (DLI) course or program of study in or outside Canada, in the case of children aged between 19 and 25; the letter of acceptance/admission must specify the duration of the program (See Family members, definitions and related notifications page for all other requirements.)

      Missions are responsible for checking expiry dates of accreditation documents. Accredited persons should carry a valid passport with a valid acceptance counterfoil when traveling outside Canada. If an accredited traveler uses a passport without a current valid acceptance counterfoil, they are strongly advised to obtain a new TRV from IRCC before attempting to return.

      Where spouses/partners and children exchange their diplomatic, official, or service passport for a regular passport during the posting, the sending ministry must provide a statement to the Accreditation Unit by email that the person will continue to enjoy privileges and immunities as a member of the family forming part of the household.

      If a mission does not seek an extension of accreditation documents within 90 days of the expiry, the Office of Protocol reserves the discretion to notify that mission (and/or foreign ministry) that the person’s accreditation has been withdrawn.

      For guidance on births in Canada of children of foreign representatives, see Notifying a birth in Canada page.

      Transferring counterfoils to a new passport

      For each foreign representative, family member, and domestic worker seeking to transfer an existing acceptance counterfoil to a newly issued passport, missions must provide:

      • A copy of the new applicant’s passport biographical page (PDF format); if the biographical page does not specify the type of passport (for example, diplomatic, official service), please include a copy of the passport cover page
      • One passport size colour photo (JPG format, 200 dpi), if the last photo is more than four years old

      If the transfer occurs within six months of accreditation expiry, missions should submit a request for renewal rather than a transfer.

      Foreign representatives transferring within Canada

      For each foreign representative who will be transferred from a diplomatic mission to a consular post, or vice versa, the mission needs to provide the following at least one month ahead of the transfer (This applies to the accredited family members):

      The Office of Protocol must be informed in advance of any transfers. Until the notification is received and processed, the transfer is not approved. Once processing is complete, new acceptance visa counterfoils and identity cards will be issued.

      Reporting promotions of foreign representatives

      • Promotions without a change of designation: For example, a First Secretary promoted to the rank of Counsellor.
      • Promotions with a change of designation: For example, a Member of the Administrative and Technical Staff promoted to Attaché.
        • The mission is asked to contact the Accreditation Unit by email for guidance before submitting any documentation

      Staff increases

      This section applies to bilateral missions only.

      Staff increases are a pre-nominee, pre-visa process, even in cases of temporary staff increases. To obtain approval for a new position or one that has been vacant for more than 5 years, the mission must send an email to the Accreditation Unit and include the following information:

      • Official position title (must conform to Canada’s policy on designations per above)
      • Detailed job description
        • Preferably a bulleted list of roles and responsibilities
        • A simple summary of responsibilities will not be accepted
      • Detailed justification for the position
        • Include all relevant information to support the staff increase
        • Explain whether locally recruited staff was considered
      • Organizational chart
        • Clearly show the new position’s reporting relationships within the mission
        • Indicate the specific section (for example, political, commercial) where the incumbent will be assigned

      In the case of a mission or post that has three accredited persons only and is seeking a fourth representative, only provide the official position title and detailed job description.

      Additional guidance

      • Do not share the proposed nominee’s name with the Office of Protocol
      • Do not make any commitments to the nominee until TRV approval is received
      • During the TRV process, if no predecessor is identified:
        • The visa authority will assume the representative will occupy a new position
        • The applicant will be asked to provide documentary proof of the Office of Protocol’s approval for the position, without which the TRV application will be administratively withdrawn.

        Reporting lost or stolen documents

        Accredited persons must report the loss or theft of an identity card or acceptance visa counterfoil (in a lost/stolen passport) as soon as possible to minimize the risks of abuse of privileges and immunities by persons who are not entitled to them. Missions must email:

        Once a new passport is obtained, the Office of Protocol will advise on submission for replacement of the multiple-entry acceptance visa counterfoil. The previous document will be cancelled and not valid for re-entry into Canada.

        End of functions and departure notifications, and the attestation of IDs destruction

        Missions must notify the Accreditation Unit by email of the end of functions and final departure dates of:

        • Accredited representatives
        • Family members
        • Domestic workers

        Notifications must be submitted within 24 hours of the principal’s end of functions and include the following:

        • Name and title 
        • Date and port of departure
        • Date of end of assignment (if this occurred prior to the departure)
        • Names of all members of the family accompanying on their departure 
        • Method of transportation, including detailed itinerary for each person 
        • Names of all members of the family remaining in Canada with an explanation (for example, a family member received a study permit)
        • Name of successor (if available)
        • An attestation that all identification cards have been destroyed (read below)

        About the attestation of ID destruction:

        • Do not return Government of Canada identification cards unless instructed in writing
        • Provide a signed attestation that the cards have been destroyed
        • You may batch multiple households in one email
        • Family members of departing representatives who remain in Canada for studies must also have their ID cards destroyed

        About licence plates issued by the Ministry of Transportation of Ontario:

        • CD, CC, XT and XO licence plates must be returned directly to ServiceOntario

        Whenever possible, provide advance notification of the end of functions and departure. Once the Office of Protocol receives the notification:

        • Acceptance counterfoils are electronically voided
        • Immigration, Refugees and Citizenship Canada (IRCC) is notified
        • The principal is de-listed from the webpage Foreign Representatives accredited to Canada

        For those covered by the VCDR or VCCR, privileges and immunities end upon departure, or 10 calendar days after the principal’s assignment ends (see Reasonable period under the Vienna Conventions below).

        Failure to respect the above within the required period may result in an abuse of privileges and immunities by persons who are no longer entitled to them. It will also impact the processing of the successor’s accreditation file.

        Additional requirements for heads of diplomatic mission

        Missions must notify the Accreditation Unit by email and copy xdc-hom@international.gc.ca well ahead of:

        • End of functions of ambassadors and high commissioners
        • Final departure of accredited domestic workers

        Notifications must include:

        • Appointment of a Chargé d’affaires, a.i., or acting High Commissioner:
          • Must be signed by the outgoing head of mission before the end of functions
          • If notification is submitted after the end of assignment, a note from the sending ministry is required
          • Once approved, the provisional head of mission is publicly listed and updated on the Heads of Missions webpage
        • Official residence information: indicate whether the lease ends or will be maintained for the successor

        About family members

        • Family members who cease to reside with the principal (except students attending school elsewhere) are no longer eligible for accreditation
        • Missions must notify the Accreditation Unit by email of such cases

        About spouses/partners and children seeking to remain in Canada as international students

        • Apply online for an IRCC study permit no more than 90 days before accreditation ends
        • Applications cannot be submitted from within Canada after accreditation is withdrawn
        • Missions must contact Immigration Liaison Unit of the Office of Protocol for instructions

        About spouses/partners and children seeking to submit a Post-Graduation Work Permit (PGWP) application

        Reasonable period under the Vienna Conventions

        Individuals have a “reasonable period” following the termination of their functions to depart Canada. Per section 2(3) of Canada’s Foreign Missions and International Organizations Act,

        The expression reasonable period in paragraphs 2 and 3 of Article 39 of the Vienna Convention on Diplomatic Relations and paragraphs 3 and 5 of Article 53 of the Vienna Convention on Consular Relations shall be read as a reference to a period, not exceeding ten days, commencing

        1. in the cases of paragraph 2 of Article 39 and paragraph 3 of Article 53, on the day on which the functions of a person enjoying privileges and immunities have come to an end, which day shall be set out in a notice given to the Minister of Foreign Affairs by the foreign diplomatic mission or consular post with which the person was connected; and
        2. in the cases of paragraph 3 of Article 39 and paragraph 5 of Article 53, on the day determined by the Minister of Foreign Affairs.

        Service request template

        This template serves as a model for your accreditation service requests that must be emailed to the Accreditation Unit by email. The size of your email message must not exceed 10 MB. Use either a zip file or send in parts, clearly indicating this in the subject line, for example, Part 1 of 3. Each document (such as photo, registration form, signature card, passport copy, Note/Letter) must be labelled and attached individually to the service request. The subject line of your mission’s email must clearly indicate the type of request and should read as follows:

        ACCREDITATION SERVICE REQUEST (PRE-ARRIVAL/RENEWAL/POST-ARRIVAL): NAME OF MISSION, CITY – FOREIGN REPRESENTATIVE SURNAME, GIVEN NAME 

        For urgent requests due to upcoming travel, please add “urgent” to the subject line and include the person’s departure date.

        In the body of your email, please briefly describe your request for service.

        Examples:

        • Requesting accreditation for a foreign representative and accompanying family members;
        • Requesting a transfer of acceptance counterfoil to a new passport; and
        • For urgent processing, you must inform the accreditation unit five (5) days in advance of the upcoming travel and add a detailed justification (for example, professional-related travel, family emergencies and other official engagements).

            Also provide the following information for all clients concerned.

            Examples: 

            • Name: SURNAME, Given name 
            • Date of Birth: YYYY/MM/DD 
            • Position Title: (for example, First Secretary, Embassy of XXX) 
            • Spouse: SURNAME, Given name 
            • Date of Birth: YYYY/MM/DD
            • Child: SURNAME, Given name 
            • Date of Birth: YYYY/MM/DD

            Finally, please list attachments.

            Examples:

            • Diplomatic note (scanned)
            • Accreditation applications for the foreign representative and family members
            • Foreign representative’s CV