Common Mistakes on Passport Applications in Canada

Passport applications in Canada come with strict requirements, and even small mistakes on a passport form can cause significant delays. Whether it's missing paperwork, incorrect guarantor details, or payment issues, these errors can slow down the process. So, what to do when your passport is incorrect?

This guide breaks down the most frequent errors and offers tips on how to correct a mistake on a Сanadian passport.

Table of contents

• Common mistakes in filling out the passport application form
• Errors with supporting documents
• Mistakes with guarantors and references
• How to correct a mistake on a Canadian passport application form?
• Canadian passport photo rules
• Get a Canadian passport photo online
• Canadian Passport Photo App
• Payment and processing errors

Common mistakes in filling out the passport application form

How many mistakes are allowed on a passport form? — There's no official limit to the errors you can make on a Canadian passport application, but any mistake can result in delays or a decline.

Key Canadian passport application and Сanadian passport renewal mistakes to avoid:

• Using lowercase or incorrect writing utensils: Fill out the whole form in uppercase letters using dark ink (preferably a blue or black ballpoint pen). Avoid pencils, red pens, or gel pens.
• Picking unsuitable references or guarantors: Choose references who aren't family, are over 18, and have known you for at least two years. Guarantors must be Canadian citizens with a current passport, have known you for two years, and meet other specific criteria.
• Omitting sections: Don’t leave parts empty. Write "N/A" for sections that don't pertain to you.
• Signing incorrectly: Make sure all signatures are properly placed and dated. Parents or legal guardians shouldn't sign for kids over 11; children under 11 aren’t required to sign.
• Incomplete or wrong documentation: Include every required document in the right format (such as photocopies or originals as needed). Confirm the government processing fees are correct.
• Incorrect or missing details: Verify personal information like name spelling, birth date, and address history for accuracy. Ensure everything matches across all forms.
• Photo problems: Photos must adhere to requirements regarding size, lighting, and facial expression.
• Incorrect payment: Pay the right fee for the passport type you're requesting.

Errors with supporting documents

One of the most common reasons for passport application delays or rejections in Canada is errors with supporting documents. Here are the key mistakes to avoid:

• Inadequate or wrong citizenship proof: Provide proper documentation that proves Canadian citizenship, such as a birth certificate or citizenship certificate. Make sure to submit the original, which will be returned to you.
• Incomplete or incorrect identity documents: Use official government documents that collectively display your name, gender, birth date, signature, and photo. Acceptable examples include a driver's license or a foreign passport that meets the standards.
• Missing or incorrect residency proof: Submit valid evidence of your Canadian address. Permanent residents should typically provide a copy of their landing papers or Confirmation of Permanent Residence (CoPR), including the immigration category.
• Incorrect or missing guarantor details: Your guarantor must be a Canadian citizen with a valid passport who has known you for at least two years. They also need to sign one of your passport photos.
• Incomplete or faulty photocopies: Make sure all photocopies are legible and complete. For renewals, include a copy of both the first and last pages of your current passport.
• Failure to attach required annexures: In cases involving minors or name changes, include the necessary supporting documents (e.g., Annexure D for minors).
• Missing payment receipt: Include the correct payment receipt with your application to avoid any delays.
• Incorrect or missing documents for special circumstances: If you are applying for a passport after a name change, include an official name change certificate or a court order showing both the old and new names. For minors, make sure all required parental consent forms are included.

Mistakes with guarantors and references

Errors related to guarantors and references are another frequent cause of passport application delays. Here are some common pitfalls to steer clear of:

Errors with Guarantors:

• Selecting an ineligible guarantor: Make sure your guarantor is a Canadian citizen over 18, has known you for at least two years, and has a valid Canadian passport (or one expired no more than a year ago).
• Incorrect guarantor signatures: Your guarantor needs to sign the back of one of your passport photos with the statement "I certify this to be a true likeness of [Your Name]" and then sign it. They should also sign and date photocopies of your ID documents if included.
• Unreachable guarantor: Ensure your guarantor can be contacted if the passport office needs to verify any information.
• Guarantor providing incorrect details: If your guarantor gives incorrect details like the wrong address or date, it can cause problems. It's essential to contact the passport office to clarify and potentially provide a written statement to resolve it.

Errors with References

• Selecting ineligible references: Your references should not be relatives and must have known you for at least two years. Make sure they are aware of your application and can confirm your identity if needed.
• Insufficient information from references: Ensure your references are prepared to provide accurate information about you if contacted by the passport office.
• Failing to inform references: Let your references know about your application so they are ready if the passport office reaches out to them.

Steps to take if mistakes happen:

1. Reach out to the Passport Office: If you or your guarantor discover a mistake, contact the passport office to explain. They might ask for additional information or clarification.
2. Consider a statutory declaration: If you can't find a guarantor, you have the option to provide two references and complete a statutory declaration instead.

How to correct a mistake on a Canadian passport application form?

Can I correct a mistake on a passport application? And if so, how do I correct a mistake on my passport application? — If you've discovered a mistake on your Canadian passport application form, you are allowed to fix it. Here's what you should do:

• Spot the error. Identify what went wrong, whether it's incorrect personal information, signatures, or errors in your supporting documents.
• Get a new form. Download a fresh application form from the official Government of Canada website or pick one up at a passport office.
• Make corrections. Carefully fill out the new form, making sure all your details are accurate and complete. Remember to use capital letters and a blue or black ballpoint pen for clarity.
• Gather correct documents. If the mistake involved your supporting documents, make sure you have the correct paperwork, such as proof of citizenship, identity documents, or guarantor signatures.
• Re-sign and re-date. If necessary, your guarantor should re-sign the back of your passport photo and any photocopies of documents.
• Submit the corrected application. After fixing everything, submit the updated application along with any required fees. Keep in mind you may need to pay again if the error was substantial enough to need a new application.
• Reach out to the Passport Office. If you're uncertain about how to move forward or need more information, contact the passport office for assistance. They'll give you specific advice based on your situation.

Can I cross out a mistake on a passport application in Сanada? — No, it's not recommended to cross out errors on your application. If you make a mistake, it's best to either fill out a new application or follow the guidance given by the passport office.

It's always best to correct any errors before submitting your application to avoid delays or rejection. If you've already sent it in, you might need to wait for it to be returned or reach out to the passport office for advice on the next steps.

How to change a signature on a Сanadian passport? — To change the signature on your Canadian passport, you don't need to alter the current document. Simply use your new signature when you apply for a new one. Here's how:

1. Use your new signature when filling out the application form.
2. Be prepared to explain why your signature has changed if asked.
3. You can attach a signed note explaining the change in your signature if needed.

How to change emergency contact on Сanadian passport? — To update your emergency contact information, you don't have to change the passport itself. You can update the details on page 4 of the passport manually if required, as this information is not registered with the government. There's no formal procedure needed.

Canadian passport photo rules

When preparing your photo for a Canadian passport, follow these guidelines:

• Your passport photo should measure 50 mm wide by 70 mm high (equivalent to 2 x 2 3/4 inches).
• The height of your face in the photograph should be between 31 mm (1 1/4 inches) and 36 mm (1 7/16 inches), measured from your chin to the crown of your head.
• Your face and shoulders should be positioned in the center of the photo.
• Look straight into the camera with a neutral expression. Ensure your eyes are open and clearly visible.
• Smiling or mouth open in the photo is not permitted, as it might interfere with facial recognition technology used to prevent identity fraud.
• The background should be plain white or a light color, providing a clear contrast with your face and showing your natural skin tone.
• Use consistent lighting without shadows, reflections, or glare to ensure a sharp and clear image.
• Do not wear sunglasses or tinted glasses, even if your eyes are visible. Prescription glasses are allowed as long as there is no glare.
• Photos with red-eye or digital corrections for red-eye are unacceptable.
• Avoid wearing hats or headgear unless worn for religious or medical reasons, such as a hijab.

Here is an example:

Get a Canadian passport photo online

Looking for a quick and convenient way to get a professional Canadian passport photo? Check out Visafoto.com, an expert photo editing service boasting a 99.7% approval rate. Since 2013, Visafoto has been providing passport, visa, driving license, and other official document photos globally, ensuring they meet all specific requirements.

To get started, take a photo against a plain white background using your phone or a digital camera and upload it to Visafoto.com. The service will handle background adjustments, resolution settings, color corrections, and cropping the photo to the required dimensions. If you're not happy with the outcome, we'll replace the photo free of charge, and if the photo is rejected by officials, you get a full refund.

First, take a photo of yours like this:

You'll receive a digital version for online submissions, as well as a print-ready file.

Canadian Passport Photo App

For another reliable option, try the 7ID App from Visafoto.com, designed to help you create biometric ID, passport, and visa photos right from your smartphone. The app is available on both iPhone and Android platforms.

Using 7ID is straightforward: upload your photo, select the appropriate document type and country, and the app will automatically adjust your photo to meet official specifications. This includes size, format, background color, and correct placement of your face and eyes.

You'll receive both a digital copy and a print template that fits standard paper sizes such as 10×15, A4, A5, or B5. Plus, our support team is available 24/7 to assist you.

Payment and processing errors

Issues with payment and processing can also lead to delays or rejection of a passport application. Common mistakes include:

• Incorrect payment method: Make sure you choose an accepted way to pay. In Canada, you can use credit cards (Visa, MasterCard, American Express), debit cards, certified cheques, or money orders payable to the Receiver General for Canada for walk-in or mail applications.
• Paying the wrong amount: Confirm that you’re paying the correct fee based on your passport type — Adult passports for 5 years are CAD 120, whereas 10-year passports cost CAD 160.
• Failure to include payment proof: Not attaching a copy of the payment receipt when required.
• Incomplete or incorrect applications: Make sure all sections of your application are filled out accurately. Missing or incorrect information can result in processing delays or even rejection.
• Missing documentation: Ensure you provide all required documents, such as proof of citizenship and identity, in the correct format.
• Lengthy wait times: Understand that processing times can vary. Standard processing usually takes 10 to 20 business days, but you can opt for urgent processing if you need the passport sooner.
• Issues with tracking your application: If you have trouble checking your application status, reach out to the passport office for help. Keep in mind that online tracking requires a file number, which you can get by calling their customer service.

Avoid the hassle and minimize the risk of mistakes by getting a perfect passport photo with Visafoto.com and 7ID!