If you’re among the millions of Americans now eligible for Canadian citizenship by descent, taking extra care with your proof of citizenship application can increase your chance of on-time processing and reduce the risk of return or refusal.
We’ve spoken with Ala Bujac, a Canadian immigration lawyer at Cohen Immigration Law, to get 10 tips that will help applicants avoid common pitfalls.
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Even without any delays, the processing time for proof of citizenship applications is 12 months, as of the time of writing.
1. Find the pathway for you
Whether you are applying as someone born abroad to a Canadian parent, or as someone whose citizenship proof was lost and restored, the documentation required diverges.
Most adults will need to fill out an application for a Citizenship Certificate CIT 0001.
It’s important to go through the Canadian citizenship department’s instruction guide and document checklist carefully before investing in document collection.
2. Gather required documents
If you’ve descended from at least one Canadian ancestor, you’re eligible, provided you were born prior to December 15, 2025.
The next step is to gather the required documents, proving both your ancestor’s Canadian citizenship, and your continuous descent from that ancestor, whether that’s your parent, or your great-great-great-grandparent.
That typically includes
- Your Canadian ancestor’s birth certificate or citizenship certificate;
- Proof that your parent was a Canadian citizen at the time of your birth;
- Your own long-form birth certificate (showing both parents’ names); and
- Marriage certificates for any name changes along the way.
Missing even a single document, such as a marriage certificate explaining a name change, can lead to delay or refusal.
Canada has no nationwide office to provide copies of vital records, so many applicants will need to request copies for documents such as birth certificates from regional vital statistics offices, which vary based on the Canadian province or territory in which your Canadian ancestor was born.
While vital statistics offices hold birth certificates, baptismal certificates, and marriage records may be held by local churches.
For many applicants, locating the source(s) for the required documents and obtaining official copies can prove to be the most time-consuming and labour-intensive portion of the application.
3. Contact archives for necessary documentation
Some regional vital statistics offices only keep records for the past 100 or 120 years, so Americans needing older records for further removed Canadian ancestors may need to contact regional archives.
When reaching out to archives, be as specific as possible with your inquiry. Many archives recommend going through their online resources and statistics before making an inquiry.
As of the time of writing, archives across Canada are also urging people to be patient as response times are longer than usual, sometimes over six weeks, following the change in Canada’s citizenship law.
Some Americans are hiring professional representatives such as immigration lawyers, who are authorized under Canadian law, and can provide guidance on the required documents.
For applicants who wish more in-depth help with the research and obtaining the required records, their lawyer recommends, hiring a genealogist to research ancestry and round up copies of the required records, which may save significant time and effort.
4. Make sure the documentation meets specifications
Canada’s citizenship department, Immigration, Refugees and Citizenship Canada (IRCC), has certain specifications for documents submitted with proof of Canadian citizenship applications.
Applicants commonly err by submitting black-and-white photocopies of supporting documents. IRCC requires colour photocopies. Originals should not be submitted, unless specified.
You also need to make sure the images are in focus and uncropped. When taking copies of supporting documents, you need to include copies of both sides, when both sides have information.
5. Translate documents not in English or French
If your immigration application includes documents that are not in English or French, you must submit both the original document(s) and complete English or French translation(s), accompanied by an affidavit from the translator(s).
Translations must be completed by one of the following:
- A person who is fluent in either English or French, and the document’s original language; or
- A Canadian certified translator, meaning a member in good standing of a provincial or territorial organization of translators and interpreters in Canada.
If your translator is not a Canadian-certified translator, they must provide an affidavit confirming their language proficiency and the accuracy of their translation.
The affidavit must be sworn before an authorized official, depending on your location. In the U.S., a notary public is authorized to administer oaths.
Applicants cannot translate their own documents, nor can translations be completed by an applicant’s family member.
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6. Photographs must also meet specifications
One of the most common reasons for returns is the submission of non-compliant photographs.
Applicants must submit photographs of themselves that meet the exact specifications established by Canada’s citizenship department.
Specifications include meeting the established dimensions and having a white or light-coloured background. The back of the photo must have the applicant’s name, along with the photographer’s stamp with the date taken.
The photograph must have been taken within the past 12 months.
A U.S. passport photo cannot be used, as it does not meet these specifications.
Applicants can direct their photographer to the photo specifications on the Canadian government’s webpage.
7. Complete every field of the application form
Rather than leaving a field blank, write “N/A” if it does not apply to you.
Empty fields are flagged as incomplete applications, which may delay the process.
8. You must pay the fees and attach a receipt with the application
You can pay the fees by going through IRCC’s online payment portal, following instructions, and printing out copies of the IRCC receipt (it will have a barcode).
To pay the fees, you need a valid email address, access to a printer to print out the receipt, and a credit or debit card.
You must then attach a copy of this receipt to your completed application (you may keep a second copy for your records).
If you do not pay the full fees for your application, it will be returned. The application fee is non-refundable once processing starts. Processing only begins after the application is submitted with the correct fees.
9. Track your application after submitting it
Proof of citizenship applications must be submitted in the form of paper applications along with supporting documents, which must be sent by mail or courier to Canada’s citizenship department.
It’s best to keep a copy of everything that you send, plus details of your mailing method.
Mail your application package through a method that comes with tracking and a signature confirmation.
You can look up the expected processing time online based on the month your application is received.
After you receive your acknowledgement of receipt (AOR) from the citizenship department, you can check your application status online.
10. Respond to requests for additional evidence within the deadline
After submitting your application, keep a close eye on any correspondence from IRCC. The officer reviewing your file may reach out requesting additional evidence or documentation before making a decision.
If you are working with an immigration representative (such as a lawyer or regulated consultant), they will typically handle these responses on your behalf. Ensure that the contact information listed on your application is accurate from the start. It will either be your own personal contact details or those of your representative, depending on your arrangement. All correspondence from IRCC will be directed to whichever contact is listed on the application.
Missing a response deadline can lead to the refusal of your application, resulting in your needing to start over with a new submission and pay the application fee again.
Unsure if you qualify? You can check your eligibility for Canadian citizenship through CanadaVisa’s citizenship by descent calculator.
Get a Free Consultation on Applying for Proof of Canadian Citizenship