Certifying Acceptance Agents: what they do and when to use one

Applying for an ITIN usually means mailing your original passport to the IRS for weeks. A Certifying Acceptance Agent avoids that. This guide explains what a CAA does, what it cannot do, and when one is worth using.

By Awais Jameel, Chartered Accountant. Reviewed by Hamza Fida, Chartered Accountant. Checked against official sources on . 2 minute read.

Short answer

A Certifying Acceptance Agent, or CAA, is a person or firm authorized by the IRS to help with ITIN applications and verify identity documents. The main benefit: a CAA can certify your passport or national ID, so you keep the originals instead of mailing them to the IRS. For dependents, a CAA can certify only passports and birth certificates.

At a glance

Who they are
Firms and individuals authorized by the IRS
Main benefit
You keep your original passport
Primary applicant and spouse
Can certify passport and other identity documents
Dependents
Only passports and birth certificates
Cost
Set by the CAA; the IRS charges nothing
Find one
IRS list of acceptance agents, by country
Certifying Acceptance Agents: what they do and when to use oneSteps: 1. Find a CAA; 2. Prepare the W-7 and return; 3. Have documents verified; 4. The CAA submits.THE PROCESS AT A GLANCECertifying Acceptance Agents: what they do andwhen to use one1Find a CAAOn the IRS acceptance agentlist, which covers the US andmany other countries2Prepare the W-7 andreturnOr the exception documents,if you are not filing areturn3Have documentsverifiedIn person or, where the IRSallows, by video interview4The CAA submitsWith certified copies and itscertificate of accuracyChecked against official sourcesTax BakersCertifying Acceptance Agents: what they do and when to use oneSteps: 1. Find a CAA; 2. Prepare the W-7 and return; 3. Have documents verified; 4. The CAA submits.THE PROCESS AT A GLANCECertifying Acceptance Agents: whatthey do and when to use one1Find a CAAOn the IRS acceptance agent list, whichcovers the US and many other countries2Prepare the W-7 and returnOr the exception documents, if you are notfiling a return3Have documents verifiedIn person or, where the IRS allows, by videointerview4The CAA submitsWith certified copies and its certificate ofaccuracyChecked against official sourcesTax Bakers
The process at a glance: 1. Find a CAA; 2. Prepare the W-7 and return; 3. Have documents verified; 4. The CAA submits.

What does a CAA do?

  • Reviews your Form W-7 and tax return or exception documents for completeness.
  • Interviews you and checks your original identity documents.
  • Certifies copies of the documents, so you do not have to send originals.
  • Submits the application to the IRS with a certificate of accuracy.

What is the difference between a CAA and an Acceptance Agent?

An Acceptance Agent can help prepare and submit the application, but cannot certify documents, so originals or certified copies from the issuing agency must still be sent. A Certifying Acceptance Agent can certify the documents themselves. If keeping your passport matters, make sure the agent is a CAA.

What can a CAA certify for dependents?

Only passports and birth certificates. For other documents for dependents, such as medical or school records proving US residency, originals or certified copies from the issuing agency must be sent. See ITIN for a spouse or dependent.

How does the process work?

  1. Find a CAA

    On the IRS acceptance agent list, which covers the US and many other countries.

  2. Prepare the W-7 and return

    Or the exception documents, if you are not filing a return.

  3. Have documents verified

    In person or, where the IRS allows, by video interview.

  4. The CAA submits

    With certified copies and its certificate of accuracy.

Processing times are similar to a direct application. See ITIN processing time.

When is a CAA worth it?

When you need your passport for travel, for several family members' applications at once, or when you want a professional check that the application will not be rejected. Fees are set by the CAA, not the IRS. The alternatives are mailing originals, certified copies from the issuing agency, or an appointment at an IRS Taxpayer Assistance Center in the US. See how to apply for an ITIN and ITIN documents required.

Want to keep your passport?

We prepare your Form W-7 and work with a Certifying Acceptance Agent so your original documents stay with you.

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Questions people ask

What is a Certifying Acceptance Agent?

A person or firm authorized by the IRS to help with ITIN applications and certify identity documents, so you keep the originals.

Can a CAA certify my child's documents?

Only passports and birth certificates. Other dependent documents must be originals or certified copies from the issuing agency.

Does the IRS charge for an ITIN?

No. The IRS charges nothing; Certifying Acceptance Agents set their own fees.

How do I find a Certifying Acceptance Agent?

Use the IRS list of acceptance agents, searchable by US state and by country.

Sources

Every fee, date and rule on this page was taken from these official and primary sources.

  1. IRS: Acceptance agent program
  2. IRS: Instructions for Form W-7
  3. IRS: Individual taxpayer identification number

Rules and fees change. If you are reading this long after October 1, 2026, confirm the figures with the source before you rely on them.

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This guide is general information. It is not tax or legal advice for your situation.