Canada and China: Methods used by the Canadian consulates in China to deliver visas to applicants, including in-person, mail, or courier [ZZZ104677.E]

Research Directorate, Immigration and Refugee Board of Canada, Ottawa

1. Visa Application in China

In correspondence with the Research Directorate, an official from the Canadian Embassy in Beijing and officials from the Consulates General of Canada in both Hong Kong and in Shanghai, stated that the Canadian Embassy works with a third party service provider, VFS Global, which operates Canada Visa Application Centres (CVAC) on behalf of Canada (Canada 12 Nov. 2013; ibid. 7 Nov. 2013a; ibid. 7 Nov. 2013b). The CVACs are located in Beijing, Shanghai, Guangzhou, and Chongqing (CVAC n.d.a; ibid. n.d.b). The Canadian representative in Hong Kong stated that on 4 September 2013, a CVAC opened in Hong Kong (Canada 7 Nov. 2013a).

The CVAC states on their website that it is

officially authorized by the Embassy/Consulate of Canada in the Peoples Republic of China to accept applicants for all categories of temporary resident visas (including work permits and study permits) and permanent resident travel documents, collect visa application fees and return passports to applicants holding ordinary/private passports. (n.d.a)

The Canadian representative in Beijing stated that

[a]pplications can be submitted in person, through a travel agent or by mail at the VAC. A small number of applicants still apply in person at the Embassy and Chinese government employees on official passports apply through a messenger to the Embassy. (Canada 12 Nov. 2013)

2. Visa Pickup and Delivery in China
2.1 CVAC Procedures

The CVAC website indicates visa documents can be returned as follows:

  1. [if the applicant has] opted for collection of [his or her] documents in person or through an authorised representative, [he or she] will receive an email notification advising [them] to collect [their] documents from the CVAC.
  2. [if the applicant has] opted for return of documents through courier or through a self-addressed prepaid envelope, the CVAC shall courier the documents upon receipt from the Canadian Visa Office. (n.d.c)

The CVAC website notes that there will be a service charge for the services listed above, as well as courier charges where applicable (CVAC n.d.d.). CVAC lists on its website the Service Charge for Application Handling Price per Applicant at C$ 31.34 and a Courier Delivery Charge of Applications Price per Person as C$ 27.00 (ibid.).

For an individual to retrieve their passport or visa application, the CVAC states that an applicant can:

  1. [pick] up the passport in person from the CVAC or;
  2. [request] return of passport by courier or;
  3. [send] a prepaid self-addressed courier return envelope along with [the] passport and request letter. (ibid.)

The CVAC notes further that if a particular CVAC location does not offer [a courier] service, [the applicant] must include a prepaid, self-addressed courier envelope along with [his or her] application(s) ... Alternatively, [the applicant] may choose to pick up the documents from the CVAC in person or through an authorized representative. (n.d.c.)

The CVAC website indicates that if an applicant is picking up their passport or visa in person they must bring:

  1. [t]he application checklist provided ... by VFS Global when [the applicant] deposited [the] application at the Visa Application Centre;
  2. [his or her] original National ID card or other official proof of identification containing a photograph;
  3. a] copy of [their] photographic ID. (n.d.d.)

The CVAC website also indicates that an applicant may appoint a representative to deposit their application on their behalf and they must complete the Use of a Representative Form (IMM5476) (ibid.). The Government of Canada website for visa and immigration services in Shanghai states that, to collect the application on behalf of someone else, the third party must present all of the following documents:

  1. A copy of applicant's identity card;
  2. Original identity card of the party who comes to the embassy on applicant's behalf;
  3. A completed IMM5476E form signed by the applicant. (Canada 9 Oct. 2012)

Similarly to the CVAC, the Canadian officials from the Embassy in Beijing and Consulate in Shanghai both stated that if a visa application is submitted in person at the CVAC they can be picked up in person at the CVAC by the applicant, by designated representative or couriered back (Canada 12 Nov. 2013; ibid. 7 Nov. 2013b). The Canadian official at the Consulate in Hong Kong indicated similarly that delivery can be done in person at the CVAC or by registered mail or courier, also noting that "the delivery method is specified by the applicant (ibid. 7 Nov. 2013a).

The Canadian representative in Beijing reported that in couriered delivery from the CVAC, "the package will be couriered to the address provided by the applicant or the applicant's representative at the time the application was submitted" (Canada 12 Nov. 2013). He further specified that if visas are returned by courier from the CVAC, they will be sent by "the VAC, which has subcontracted to a local courier, EMS" (ibid.). EMS is part of the China Postal Express and Logistics Company, a state-owned company, according to the company website (China Postal Express and Logistics n.d.).

2.2 Return Delivery from the Embassy in Beijing

The official from the Embassy in Beijing indicated that if applicants submit visa applications in person at the Embassy in Beijing, passports are returned by local courier EMS, and that "most applications go through the VAC. The Embassy does not normally receive applications by mail or return mail. When required, applications are returned by EMS courier" (Canada 12 Nov. 2013).

2.3 Return Delivery from Consulates

The official from the Consulate in Shanghai indicated that the consulate "does not normally receive applications by mail or return mail," "does not normally employ a courier service" and that visas are "picked up in person normally" (ibid. 7 Nov. 2013b).

The official from the Consulate in Hong Kong stated that applications are made through the VAC, e-applications and by mail, and that

[h]istorically, visas could be returned in person at our office or via registered mail using Hong Kong mail services. ... For cases which are mailed to us, we would return via registered mail. Only on rare occasions do we return passports in person ...We do not return passports via courier. Passports and visas returned by registered mail are returned to the address specified by the applicant. If this address is a designated representative, then the visa will be returned to them. The package would be addressed to the applicant though if specified it may be labelled care of ...a representative. (ibid. 7 Nov. 2013a)

Further information about return delivery procedures at other consulates could not be found among the sources consulted by the Research Directorate within the time constraints of this Response.

This Response was prepared after researching publicly accessible information currently available to the Research Directorate within time constraints. This Response is not, and does not purport to be, conclusive as to the merit of any particular claim for refugee protection. Please find below the list of sources consulted in researching this Information Request.

References

Canada. 12 November 2013. The Embassy of Canada to China. Beijing. Correspondence from an official to the Research Directorate.

_____. 7 November 2013a. The Consulate General of Canada, Hong Kong. Correspondence from an official to the Research Directorate.

_____. 7 November 2013b. The Consulate General of Canada, Shanghai. Correspondence from an official to the Research Directorate.

_____. 9 October 2012. Embassy of Canada to China, Visa and Immigration Services Shanghai. "Frequently Asked Questions." [Accessed 8 Nov. 2013]

Canada Visa Application Centre (CVAC). N.d.a. "Welcome to the Website of the Canada Visa Application Centre in China." [Accessed 8 Nov. 2013]

_____. N.d.b. "Canada Visa Information - China - Contact Us" [Accessed 8 Nov. 2013]

_____. N.d.c. "Temporary Resident Visa and Permits and Travel Documents Application Process." [Accessed 8 Nov. 2013]

_____. N.d.d. "Canada Visa Information - China - Frequently Asked Questions." [Accessed 8 Nov. 2013]

China Postal Express & Logistics (EMS). N.d. "Company Profile." [Accessed 12 Nov. 2013]

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