Passport Collect Authorisation Letter Template for Canada

Yes. Passport Canada allows a designated representative to collect a completed passport on behalf of the applicant, provided the representative presents a signed and dated authorisation letter from the applicant along with their own government-issued photo ID. The authorisation letter must clearly identify the applicant and the authorised representative. Collecting under a false authorisation is a Criminal Code offence.

The letter should state the applicant's full name and date of birth, the representative's full name, a clear statement authorising that person to collect the passport on the applicant's behalf, the date, and the applicant's signature. Some Passport Canada offices request that the letter include the passport application reference number. Passport Canada publishes a recommended format on its website.

Passport Canada does not generally require a notarised authorisation for a standard collection by an adult representative. However, if the passport belongs to a minor, additional requirements apply: a parent or guardian must authorise collection, and documentation confirming parental or guardianship authority may be requested. Checking with the specific Passport Canada office beforehand avoids unnecessary delays.

A minor's passport can be collected by a parent or legal guardian who has the authority to act on the child's behalf. The authorisation must come from the parent or guardian who applied for the passport. If one parent applied and wishes a third party to collect, written authorisation from the applying parent is required. Conflicting parental custody arrangements may require additional documentation.

The representative must present valid, government-issued photo identification such as a Canadian driver's licence, provincial or territorial ID card, or another Canadian passport. The ID must be original (not a photocopy) and must match the name on the authorisation letter. Passport Canada staff compare the ID against the authorisation letter and may refuse collection if the documents are inconsistent.

Passport Canada allows applicants to opt for postal delivery of their completed passport rather than in-person collection. However, if in-person collection is chosen, a professional courier typically cannot collect without a valid authorisation letter identifying a named individual. Some passport offices have specific policies about commercial courier collection; checking with the relevant office in advance is advisable.

If the letter does not meet Passport Canada's requirements, the representative will be unable to collect the passport. The applicant would need to attend in person or provide a corrected authorisation letter. Passport Canada will not release a passport to an unauthorised person. Bringing a printed copy of Passport Canada's own guidance on authorisation letters to the appointment can help resolve any format disputes.