When most people learn that an ITIN application requires submitting identity documents to the IRS, their first concern is the same: Do I really have to mail my original passport internationally? For many non-U.S. residents, the idea of sending a passport abroad — with no guarantee of tracking and no backup travel document — is the single biggest obstacle to starting the application process.
The answer is no, you do not have to mail your passport. There are two legitimate IRS-recognized alternatives, and both allow you to keep your original documents in your hands throughout the process.
Why the IRS Asks for Your Passport in the First Place
Every ITIN application requires the IRS to verify two things: your identity and your foreign status. A valid passport is the only document on the IRS’s list of 13 accepted documents that satisfies both requirements on its own. If you apply by mail without going through a Certifying Acceptance Agent, the IRS requires original documents — not photocopies, and not notarized copies — because only originals give the IRS confidence that the documents are genuine.
The IRS typically returns original documents to the mailing address on your Form W-7 within 60 days. But 60 days without your passport is a long time if you have travel plans, and international mail delays can stretch that window further. For non-U.S. residents applying from Canada, Mexico, or elsewhere outside the United States, this is a real, practical problem.
The good news is that the IRS built two alternatives into the process specifically to address it.
Option 1: Apply Through an IRS-Authorized Certifying Acceptance Agent (CAA)
A Certifying Acceptance Agent is an individual or organization that the IRS has specifically authorized to verify and certify identity documents on the IRS’s behalf. When you apply through a CAA, the CAA examines your original documents in person or via a verified review process, certifies copies, and submits those certified copies to the IRS with your application. Your originals never leave your possession.
This is the most practical route for most non-U.S. residents applying from outside the United States. It removes the international mail risk entirely and — because a CAA reviews the application before submission — significantly reduces the risk of rejection due to documentation errors.
Nolly is an IRS-authorized CAA based in Toronto, Canada. As a CAA, Nolly can certify your identity documents, prepare your Form W-7, and submit your complete application to the IRS. You keep your passport throughout.
What the process looks like through a CAA:
- You provide your identity documents to the CAA for review and certification
- The CAA verifies that your documents meet IRS requirements — correct format, not expired, name matching Form W-7
- The CAA prepares your Form W-7 and any required supporting tax documents
- The CAA certifies copies and submits the complete package to the IRS
- You receive your ITIN notice (CP565) by mail once the IRS processes your application
One important note: the IRS has specific rules about what a CAA can and cannot certify. A CAA can certify a primary applicant’s passport for both identity and foreign status. For dependents, a CAA can certify identity documents but not foreign status documents — meaning dependents may still need to provide certain originals or use Option 2 below.
Option 2: Visit an IRS Taxpayer Assistance Center (TAC)
If you are physically present in the United States, you can visit an IRS Taxpayer Assistance Center by appointment. At a TAC, IRS staff authenticate your original documents in person and return them to you immediately — no mailing required. You leave the appointment with your documents in hand and your application submitted.
TAC appointments are free, but they require you to be in the United States and to schedule in advance. For non-U.S. residents who happen to be traveling to the U.S. around the time they need to apply, this can be a convenient option. For those applying from abroad, the CAA route is more practical.
What About Certified Copies from the Issuing Agency?
There is a third technical option: obtaining a certified copy of your passport from the agency that issued it — typically your country’s embassy or consulate — and submitting that certified copy by mail to the IRS.
This is different from a notarized copy. A notary confirms that you signed a document in their presence, but cannot authenticate the document itself. The IRS does not accept notarized copies. A certified copy must bear an official stamp or seal from the original issuing agency — in most cases, the embassy or passport office of your home country.
In practice, obtaining a certified passport copy from an embassy adds its own delays and logistics. For most applicants, working through a CAA is simpler and faster.
What Documents the IRS Needs Alongside Your Passport
Keeping your passport is only part of the picture. Your ITIN application also needs:
- IRS Form W-7 — the actual application, completed and signed
- A supporting tax document — in most cases, a completed U.S. federal tax return (Form 1040-NR). The tax return explains to the IRS why you need an ITIN. Most applicants must include this; a limited set of exceptions exist for situations like passive income withholding or tax treaty claims.
The complete guide to what documents the ITIN application requires covers every document type the IRS accepts, including alternatives for applicants who do not have a valid passport.
How Long Does It Take?
Whether you apply through a CAA or directly, the IRS processing timeline is the same:
- 7 weeks outside of peak tax season
- 9–11 weeks during tax season (January 15 to April 30) or for applications submitted from overseas
One advantage of applying through a CAA is that applications arrive at the IRS with fewer errors, which means fewer requests for additional information and faster overall processing. What affects ITIN processing time and how to avoid the most common causes of delay are worth reviewing before you submit your ITIN.
Who Should Use the CAA Route
The CAA route is the right choice for:
- Non-U.S. residents applying from outside the United States — the most common scenario for Nolly’s clients, including Canadians with U.S. rental property, FIRPTA refund claimants, and non-residents with U.S. investment income
- Anyone with upcoming travel who cannot afford to have their passport held by the IRS for up to 60 days
- First-time applicants who want a professional review of their Form W-7 and supporting documents before submission — ITIN applications are rejected most often because of documentation errors that a CAA catches before they reach the IRS
- Foreign sellers of U.S. property who need an ITIN as part of the FIRPTA process and are working against a closing deadline — applying early through a CAA is particularly important here, since obtaining an ITIN before selling U.S. property avoids delays that can hold up the withholding certificate or refund process
Frequently Asked Questions
Can a CAA certify documents for my dependents?
Partially. A CAA can certify the identity documents of a dependent, but not the foreign status documents. For dependents, additional originals or certified copies from the issuing agency may be required. Nolly will advise you on exactly what is needed for your specific family situation.
What if I don't have a passport at all?
You can still apply for an ITIN using a combination of two other IRS-accepted documents — at least one must include a photograph, and together they must prove both identity and foreign status. A national identity card (with photo, name, address, date of birth, and expiry) satisfies both requirements on its own for many applicants.
Is there a fee to apply through a CAA?
The IRS does not charge a fee for ITIN applications. CAAs charge a service fee for their time and expertise. Nolly’s pricing covers the complete ITIN service, including document certification, Form W-7 preparation, and IRS submission.
Do I need to be physically present to work with a CAA?
No. Nolly’s process does not require you to be in Toronto or in Canada. Document review and certification can be handled remotely for most applicants.
Apply Without Mailing Your Passport
Nolly (U.S. Tax Recovery Inc.) is an IRS-authorized Certifying Acceptance Agent based in Toronto, Canada, serving non-U.S. residents worldwide. As a CAA, Nolly certifies your identity documents directly — your passport stays with you throughout the entire process.
Sources
All factual claims in this article are sourced from official IRS publications:
