Frequently Asked Questions

Passports

Authentication and Legalization

Do I need a passport?

Canadian citizens do not require a passport to exit/enter Canada; however, we do not advise travelling anywhere outside of Canada without one. Most other countries in the world require that you carry a valid passport. It is the traveller’s responsibility to carry the correct identification during their travels abroad.

You will require a passport to enter the United States by air as of January 23, 2007. To enter the USA by land or sea after June 1, 2009 you will also require a passport.

How/where do I obtain a passport?

Canadian passports are issued by government passport offices at various locations through out Canada, or in an emergency by Canadian embassies or consulates based overseas in foreign countries. For complete instructions on how and where to apply please contact your local passport office.

When applying for a passport renewal, will I receive my old passport back?

If you would like to retain your old passport please request this at the time that you submit your new application. Your old passport will clearly indicate that it is invalid and it is extremely important that you advise the passport issuing authorities whether any valid visas remain in the passport before applying for it to be renewed.

How long must my passport be valid for my travel abroad?

Most countries require that your passport be valid for at least six months beyond the completion of your trip.

My passport is still valid however I do not have any blank pages.

You must have enough blank pages inside your passport to accommodate entry/exit immigration stamps for each country of travel and at least one visa page in your passport for each visa required. Most visas require an entire blank page. If more than one visa page is necessary for a visa you will be informed of this fact. A “blank” visa page must be clean, clear and not have any stamps or show ink or stains from any other pages in the passport.

I am recently married/divorced and have changed my name. How do I change the name on my passport?

With proper documentation, you are able to obtain either a new passport or have your married name added to your existing passport by the Canadian passport authorities.

My passport was lost and/or stolen. How do I obtain another passport?

Any lost or stolen passports should be reported to your local police station or the Canadian passport authorities. Then with the correct documentation you will be able to obtain a replacement passport. Processing time to replace a stolen or lost passport may take longer than usual.

Do children require a passport?

Yes. The International Civil Aviation Organization (ICAO) has recommended a policy requiring every individual who travels by air to have his or her own travel document. This policy has been put in place to combat the traffic of millions of children around the world who are often sold into slavery, child prostitution or worse. It increases the protection of children by ensuring that they have a valid travel document with a photo and other identifying information.

How long does it take to process a passport?

Processing times are listed on the Passport office website www.ppt.gc.ca

Can I mail in my passport application?

Yes, if you do not live close to a passport office, your passport application may be mailed to the appropriate authority. Please note that processing by mail takes significantly longer that submitting it in person.

What is a visa?

A visa is an authority issued by the Embassy/Consulate of a country that permits a traveller to visit or work in that particular country. The majority of visas are stamped inside your passport or issued electronically. Visas are issued with specific limitations regarding purpose of visit, length of stay, validity of visa, etc. It is the traveller’s responsibility to obtain necessary visas for their travel itinerary.

How do I obtain a visa?

The Embassies and Consulates of various countries are authorised to grant visas. Appropriate visa documentation must be presented to the Embassy/Consulate in a proper order for the visa to be issued. Many consulates require that you present yourself in person. If your company utilizes the services of InterLynx Relocation Management, we will prepare the documents required and provide you with full instructions on how to proceed.

Do I need to surender my actual passport?

Yes. The visa is either stamped or adhered on a visa page inside your passport.

Can I send my passport and visa application by mail?

InterLynx recommends that all documentation be sent using a source of transportation that can be tracked. For example FedEx, Purolator, Canada Post Priority and Xpress post courier services.

I hold a non-Canadian passport. Do I need a visa?

Visa requirements on this website pertain to passport holders of Canada only. Please contact us for current, specific requirements for non-Canadian passport holders.

How long will it take to process my visa?

Each government has varied regulations on the length of visa processing.

What is a visa invitation or confirmation?

Visa invitations/confirmations are documents approved by the Foreign Ministry of the country of travel which authorize a particular traveller to visit their country. Most often these documents indicate specific information regarding dates of stay, name of hosting organization, cities of visit and traveller’s passport number, as well as an official reference number and seal of approval. Required formats for invitations and confirmations vary per country.

What is the difference between a single entry visa and a multiple entry visa?

A single entry visa allows you to enter a country one time within a set period of time. A multiple entry visa allows you to enter a country many times within a set period of time.

What is the difference between a tourist visa and a business visa?
Visas are issued to permit entry into a country for a specific purpose - to allow travel for leisure, or to conduct business activities. The various classifications and requirements for these, and other, visa categories usually vary by country. In general, "tourist" visas are issued specifically for the purpose of travel for pleasure, while a "business" visa generally permits a traveller to engage in normal business-related activities.

Tourist Visas: Some countries do not require a visa for Canadian citizens traveling as a tourist for short periods of time. In these cases, it may be sufficient for the traveller to present upon arrival in a non-visa destination, a valid Canadian passport, a return/onward ticket and proof of sufficient funds to maintain themselves. Other countries may not require a tourist visa for Canadian citizens, however, the traveller may be required to complete a tourist card or arrival/departure card for presentation to the admitting customs officer upon arrival in that country. These arrival/departure cards are usually available through airlines. A limited period of stay is usually authorized upon arrival for the specific purpose of tourism.

Business visas are most often required for a traveller who has a business agenda in the destination country. Each country defines what activities are allowed under their "business visa" category. Generally, business activities can include the following: attending meetings and discussions, visiting customers, receiving training in a formal setting, providing non-technical sales support, gathering market information, attending a business seminar, negotiating and signing contracts, participating in a conference or symposium, or meeting with government officials. When travelling as a tourist you are not entitled to participate in any business procedures.

I am a Canadian citizen, do I need a visa to travel to Brazil or...?

The Department of Foreign Affairs and International Trade Canada have a website which details the requirements for Canadians travelling. To obtain the latest information follow this link to their website.

I am a Landed Immigrant/Permanent Resident in Canada. Does that mean I have the same rights as a Canadian Citizen?

Although being a Landed Immigrant/Permanent Resident of Canada does carry some extra benefits when travelling, entry requirements are based on the nationality of the passport that you carry. As a Permanent Resident you are not eligible for the NAFTA (TN) visa (unless you are a citizen of Mexico).

There are two frequently used categories under which citizens of other countries can quickly gain entry to Canada to work.

1. Intra-Company Transferees: These people need to have worked for your comapny outside of Canada as full time regular employees for a minimum of 12 months in the past three years. They will have picked up skills during that time that will qualify them to enter as having "Specialized Knowledge".

2. Facilitated Process for Software Developers: If people are coming to Canada to develop/design software, then they would be eligible if they have a degree in Computer Science, have two years of experience developing software, and are being paid an equivalent minimum of $40,000 to $65,000 CAD annually while in Canada. The exact amount will depend on the type of software development they are doing. Also, they must have letters from prior employers to prove the experience they indicate that they have.

Note: If the employee will be working in Quebec, and will be entering under the 'Facilitated Process', they will also require prior approval from the Quebec Government (Certificate of Acceptance (CAQ)). This involves filing certain forms and justifications with the Quebec government prior to the Embassy in India being involved. The Quebec approval will usually take about 5 - 6 weeks.

Citizens of many countries also require a Temporary Resident Visa (TRV) to enter Canada (see Citizenship and Immigration Canada (CIC) List) but it can be obtained at the embassy/consulate at the same time as the work permit. Citizens of many countries who are coming to Canada for more than 6 months (see CIC List) will require a medical first - this will add several weeks to the application process. The Canadian government will charge $300 ($150 each for the work permit and the TRV).

It is also possible to bring in candidates who do not qualify through either of the above categories by obtaining a Labour Market Opinion (LMO) from HRSDC first. This requires that the company advertise the specific position nationally (newspapers and web), track the responses and individually report on each person interviewed. This is to determine if there is a Canadian citizen who can do the job first. Once this process is complete the petition would be submitted to HRSDC. The process will take about 3-4 months to obtain LMO approvals - assuming no Canadians can be located.

When documents are notarized in Canada for use abroad, such documents must go through a process of "authentication" and "legalization" in order for them to be valid in the foreign jurisdiction. The combined process of "authentication" and "legalization" is the Canadian equivalent of "apostille certificates" issued in other countries that are signatories to The Hague Convention Abolishing the Requirement of Legalization for Foreign Public Documents (1961). As Canada did not sign this convention, notaries in Canada do not provide "apostille certificates".

You are best to get all of the documents together first the have them processed. If you can get new documents in a sealed envelope from your university proving you graduated then they may not need to be notarized, if not, then the degree, transcripts and any letters need to be notarized before being authenticated and legalized.

"Notarization": The first step is to get any documents (degree, letters, etc) translated if that is required by the consulate. They can be translated by any professional translation agency who will sign the document to say that it is a true translation. The documents would then be notarized by any convenient notary (check the phone book). The notary will want proof that you are who you say you are (passport, birth certificate, drivers license, etc) and that the degree is true (letters from university, receipts, transcripts, etc)

Authentication" is intended to remove the burden on foreign courts and foreign authorities in proving the genuineness of documents originating outside of their countries. "Authentication" verifies the registration of the notary public as well as the notary's seal and signature. Once you have had the documents notarized "authentication" is undertaken by the Department of Foreign Affairs and International Trade (DFAIT) or in some cases the provincial Ministry of Services (Official Documents Services). University or college degrees or transcripts must go to Ottawa. The degrees/transcripts must be signed and sealed by the relevant Office of the Registrar. A full signature, name and title must appear on the document. DFAIT can authenticate photocopies of degrees and transcripts, however, these must be certified true copies, signed and sealed by either the Office of the Registrar or a Canadian lawyer, solicitor, notary or commissioner of oaths. Send the documents to:

• AUTHENTICATION AND SERVICE OF DOCUMENTS SECTION
• DEPARTMENT OF FOREIGN AFFAIRS AND INTERNATIONAL TRADE
• 125 Sussex Dr.
• Ottawa, ON
• K1A 0G2 TEL. (613) 995-0119

There are no fees for this service from DFAIT. You should include a covering letter indicating your mailing address and outlining your specific requirements. They will return your documents to you by regular mail. If you want the documents to be returned to you by courier, you must provide a prepaid envelope from the courier of your choice. If you are submitting your documents in person (M-F 10:30 - 12:00 and 3:00 - 4:00), and you have fewer than 10 in total, they will process them while you wait.

When the documents are validated or the notary's authority, signature and seal are confirmed, the document to be authenticated will then receive a stamp and/or an additional seal together with a statement from the authentication authority to the effect that the notary is "known to be in good standing". Once this happens, nothing may be added to or removed from the document.

"Legalization": After authentication, "legalization" occurs when the document is presented to the consulate of the relevant foreign country for certification. At that point, the document normally acquires legal validity in the intended country of use.