Getting a Canadian visa stamped in your passport can be confusing, especially if you’re applying from within the US.
In this comprehensive guide, we’ll walk through the entire process of where and how to submit your passport when applying for a Canadian visa.
If you’re short on time, here’s a quick answer: Most US passport holders must mail their valid passport to the Canadian Visa Application Center in Washington, DC for Canada visa stamping.
Overview of the Canada Visa Application Process
Documents required – passport, photos, forms, etc.
Applying for a Canada visa generally requires having a valid passport, recent passport-style photos, and completed application forms. Here are some key documents you’ll need:
- Valid passport – Your passport should be valid for the duration of your planned stay in Canada. It’s recommended to have at least 6 months validity remaining.
- Application forms – Forms that need to be filled out include the visa application form and a family information form if you have dependents.
- Photos – You’ll need 2 recent passport-style photos with a white background. These should be signed on the back.
- Travel plans – Have ready your itinerary, hotel bookings, flight reservations, etc. to confirm your plans in Canada.
- Financial documents – Proof of sufficient funds like recent bank statements and income statements.
- Other docs – Additional documents may be needed depending on your situation, like a letter of invitation if visiting family/friends.
Online vs paper applications
You can choose to apply online or submit a paper application when applying for a Canada visa. Here’s an overview of each method:
| Online Application | Paper Application |
|---|---|
|
|
| Pros: Faster, more convenient | Pros: Don’t need scanner or printer |
| Cons: Need access to printer, scanner | Cons: Slower overall process |
Application fees
Applicants also have to pay for return shipping of their passport. There may be optional added fees depending on services used, like:
- Priority application fee ($100 CAD) for faster processing
- Courier return fee ($25+ CAD) for expedited passport return
- Fax fee ($5 CAD) for sending information/documents by fax
Submitting Your Passport and Documents
Visa Application Centers to mail passport to
If you are applying for a Canada visa from within the United States, you will need to submit your valid passport, photos, and supporting documents to one of the Visa Application Centers (VACs) authorized by the Canadian government.
There are 9 VACs located throughout the US that accept visa applications.
The VAC will review your application to ensure all required documents are present before forwarding it to the Canadian visa office for processing.
Here is a list of the VACs in the US and their addresses:
- Washington, D.C. – 1500 Massachusetts Ave NW, Washington, DC 20005
- New York City – 1133 Avenue of the Americas, New York, NY 10036
- Buffalo – 1 Letchworth St, Buffalo, NY 14213
- Chicago – 180 N Stetson Ave, Chicago, IL 60601
- Los Angeles – P.O. Box 54026, Los Angeles, CA 90054
- San Francisco – 2 Embarcadero Ctr, San Francisco, CA 94111
- Atlanta – 3500 Lenox Rd NE, Atlanta, GA 30326
- Houston – 5177 Richmond Ave #335, Houston, TX 77056
- Miami – 801 Brickell Ave, Miami, FL 33131
Be sure to send your passport and documents via trackable mail or courier service. Make copies of your passport and application before sending in case the originals are lost.
Tracking passport delivery
Once you have submitted your passport to the VAC, you can track its progress online. Each VAC location provides a way to check your application status.
For example, the VAC in Washington D.C. has an online Passport Tracking tool where you enter the UCI number or reference number from your visa application.
It will show each step of the process and current status.
Other VACs have similar passport tracking systems, or you can call their general inquiry lines to ask about application status.
Be sure to note your passport number, UCI, name, and birthdate when checking so they can easily look up your information.
Timelines for processing
Standard visa processing times for applications submitted from within the US are around 10 business days once received by the VAC. Some applications may take longer if further review is needed.
The VAC aims to review documents and send to visa office within 3 business days of receipt.
After that, the visa office processing time is generally 5-7 business days.
So in total, expect around 1-2 weeks from when your passport and docs are delivered to the VAC until you receive your passport back with visa stamp.
Processing times can vary some based on visa workload and peak seasons.
You can check current processing times on the website of the Canadian visa office your app was sent to.
Planning in advance and accounting for processing times will ensure you get your passport back in time for any planned travel to Canada!
Washington, DC Visa Office for US Applicants
Mailing Address and Contact Info
The Washington, DC visa office is located at:
Embassy of Canada
501 Pennsylvania Ave NW
Washington, DC 20001
The visa office can be contacted by phone at 202-682-1740 or by email at [email protected]. They are open Monday to Friday from 8:30am to 5pm Eastern Time. This is the main Canada visa application center for US passport holders.
Services Offered – Couriers, Photos, etc.
The Washington office offers a range of services to assist applicants with the visa process:
- Professional passport photos
- Photocopying and mailing services
- Courier return of passports
- SMS and email notifications for application status
Applicants can choose to submit their application in person or by mail. Using a courier service like FedEx or UPS can expedite the return of passports.
Application Tracking System
Applicants can track the status of their visa application using the online tool.
This will show when the application was received, whether more information is needed, when it was approved, and when the passport was returned. Tracking visa applications provides peace of mind.
The Washington office processes over 100,000 visa applications per year. With proper documentation and straightforward travel plans, most visas are issued within 2 weeks.
Contact the office if your visa is delayed to check on the status.
Other US Visa Application Centers
California, New York, other state options
Some major states like California and New York have their own dedicated Canada visa application centers (VACs). California has VACs in Los Angeles and San Francisco, while New York has a VAC in New York City.
Applicants from these states can submit their passport, forms, photos, and fees at the VAC instead of mailing their application.
Other states may have VACs available in major cities as well.
For example, Washington has a VAC in Seattle, Florida has one in Miami, and Illinois has one in Chicago. Check the VAC finder to see if there is a location in your state.
Not all states have a dedicated office
Unfortunately, many states in the US do not have a dedicated Canada VAC location. Applicants from states without an office will need to mail their application to the visa processing center.
This includes people from states like Texas, Ohio, Pennsylvania, and all states in the Mountain West, Great Plains, and South besides Florida.
Citizens in these states may need to plan for more time to complete the application process. Allow up to 2-3 weeks for the application to be delivered and processed by mail.
Steps if your state does not have a VAC
- Complete all required forms and documents
- Make copies for your records
- Mail the originals via trackable shipping
- Include passport, photos, forms, fees, etc.
- Wait for processing and passport return
- Check application status online if needed
With no option for in-person drop off, carefully preparing forms and packaging materials is essential.
Be sure to use a trackable shipping method so you can verify delivery and monitor the return of your passport.
Applicants without a nearby VAC can still get a Canada visa stamp, but need to plan ahead and mail all documents for processing.
Returning Your Passport Securely
Passport return delivery options
After your Canadian visa application is approved, the visa office will return your passport containing the visa stamp.
It is critical to ensure your passport is returned securely, as a lost passport can cause major headaches. The visa office generally offers three options for returning your passport:
- Regular mail through the postal service
- Courier delivery such as FedEx or UPS
- In-person pick-up at the visa office
Regular mail is the default option and is free, but not the most secure. With the postal service, there is no tracking and no guarantee your passport will arrive safely.
For peace of mind, we strongly recommend paying extra for courier delivery which allows online tracking of your passport every step of the way.
In-person pick-up is the most secure method, but involves travelling to the visa office which may be far away.
This works best if you live near a visa office, such as in New York, Los Angeles, or Washington, D.C. Otherwise, a courier service is the happy medium between cost and security.
Tracking passport delivery
The major advantage of courier delivery is the ability to track your passport’s status and location in real-time.
FedEx, UPS, and DHL all provide tracking numbers and online portals where you can follow along as your package containing your passport travels safely to your door.
With a tracking number, you can also call the courier company directly if you have any concerns or questions along the way.
This peace of mind is well worth the small extra fee, usually around $20-30. Some visa services will even provide complementary courier return delivery as part of their package.
Expedited return fees
If you need your passport back quickly, most courier services offer expedited delivery for an additional rush fee. This speeds up the shipping time from the standard 2-3 days to overnight or same day delivery.
FedEx, for example, offers Priority Overnight service for an extra $20-$30 on top of the base courier fee.
Just remember that the expedited fee only applies to the shipping – it doesn’t make the visa office process your application any faster.
But if you have an urgent upcoming trip, paying extra for faster return shipping could be a lifesaver!
Conclusion
Submitting your passport and visa application documents correctly is critical for getting your Canadian visa approved and returned in a timely manner.
Ensure you follow all instructions from the Canadian government website and your visa office.
With preparation and attention to detail, you can smoothly navigate the Canada visa stamping process from within the United States.
