ITIN Application Documents: Complete Checklist

Why Is Your Passport the Most Important ITIN Document?

Your passport is the most important document in any ITIN application. It is the only document the IRS accepts as proof of both identity and foreign status in a single item. That means if you have a valid, unexpired passport, you do not need any other supporting documents for identification purposes.

The passport must be current (not expired) at the time you submit your application. It must include your full legal name, date of birth, photograph, country of citizenship, and an expiration date. If your passport is from a country that does not include all of these elements, contact a Certifying Acceptance Agent to discuss alternative document strategies.

If you do not have a passport, you will need to provide two or more documents from the IRS-accepted list below. One document must prove your identity (photo, name, date of birth) and the other must prove your foreign status (country of citizenship or nationality). This is why we always recommend getting a passport first if at all possible. It simplifies the entire process.

What Are the 12 Secondary Documents the IRS Accepts?

When a passport is not available, the IRS accepts the following 12 documents. Remember that each of these only proves identity or foreign status, not both. You will need at least two documents that together cover both requirements.

For a comprehensive overview of document requirements and the application process, see our main ITIN documents required guide.

What Documents Do Children Under 18 Need for an ITIN?

Children have slightly different document requirements than adults. The simplest approach is a valid passport for the child, which covers both identity and foreign status in one document. If the child does not have a passport, you can use a combination of the following:

• Birth certificate (proves foreign status and shows parental relationship)
• School records (available for children under 18, proves identity)
• Medical records (available for children under 6, proves identity)

The birth certificate must clearly show the name of at least one parent that matches the primary ITIN applicant or the person filing the tax return. If the birth certificate is not in English, you must include a certified translation. The translator signs a certification statement confirming accuracy.

For children under 6 who do not have a passport, the most common document combination is a birth certificate (foreign status) plus medical records (identity). The medical records must include the child's name and date of birth. Vaccination records from a hospital or clinic meet this requirement.

What Documents Does a Spouse Need for an ITIN Application?

If your spouse needs an ITIN for a joint tax return, the document requirements are the same as for any adult applicant. A valid passport is the recommended primary document. Without a passport, your spouse needs two documents that together prove both identity and foreign status.

Common document combinations for spouses without a passport include a national ID card (which often proves both identity and foreign status), a foreign voter registration card with photo, or a combination of a US driver's license (identity) plus a birth certificate (foreign status).

In addition to identity and foreign status documents, the IRS may ask for proof of the marital relationship. A marriage certificate is not on the official list of ITIN documents, but it can support the application when the spouse is being added to a joint return. Having it ready is a good practice even if it is not always required.

The spouse must sign their own Form W-7 unless they are physically or mentally unable to do so. Unlike children, where a parent signs on behalf of the minor, adult spouses must provide their own signature on the application form.

What Is the Difference Between Original, Certified, and Notarized Copies?

This is one of the most misunderstood parts of the ITIN application process. The IRS has strict rules about what qualifies as an acceptable document submission. There are three options:

Option 1: Send original documents. You can mail your original passport and other documents directly to the IRS. The IRS will process your application and return the originals within 60 to 90 days. The risk here is obvious. You will be without your passport for up to 3 months, and there is always some risk with mailing valuable documents.

Option 2: Certified copies from the issuing agency. You can obtain a certified copy of your passport from the embassy or consulate of your home country. A certified copy includes an official stamp or seal from the issuing agency confirming that it is a true copy of the original. This is different from a notarized copy (see below).

Option 3: Certification by a Certifying Acceptance Agent. A Certifying Acceptance Agent (CAA) is authorized by the IRS to review your original documents and create certified copies that the IRS accepts. This is the most convenient option because you never have to part with your originals, and the CAA can verify your documents remotely.

Which Documents Does the IRS Reject for ITIN Applications?

Understanding what the IRS rejects is just as important as knowing what they accept. Submitting the wrong document type is one of the most common reasons ITIN applications get delayed or denied. Avoid these mistakes:

• Photocopies. Plain photocopies of any document, even high-quality ones, are rejected. The IRS needs originals or certified copies only.
• Notarized copies. A notary stamp does not make a copy official in the eyes of the IRS. Only certification from the issuing agency or a CAA is accepted.
• Expired documents. Most documents must be current and unexpired. The main exception is birth certificates, which do not expire.
• Documents without a photo. For identity documents (driver's license, national ID, military ID), a photograph is required. Documents without photos only prove foreign status, not identity.
• Bank statements or utility bills. These are not on the IRS list. They do not prove identity or foreign status for ITIN purposes.
• Social media profiles or digital IDs. The IRS only accepts physical documents from government agencies or authorized institutions.
• Documents in a foreign language without translation. All non-English documents must include a certified English translation.

If you are unsure whether a specific document will be accepted, check it using our document checklist tool or contact our team for a free document review before you submit.

How Does a CAA Simplify the ITIN Document Process?

A Certifying Acceptance Agent is an individual or organization authorized by the IRS to help with ITIN applications. When it comes to documents, a CAA provides three major advantages that make the entire process easier and safer.

You keep your originals. This is the biggest benefit. Instead of mailing your passport to the IRS and waiting months to get it back, a CAA reviews your original documents and creates certified copies. Your originals stay with you at all times. If you need to travel, renew your visa, or use your passport for any other purpose, you can do so without interruption.

Document pre-screening. A CAA reviews every document before anything is submitted. If a document is missing, expired, or does not meet IRS requirements, the CAA catches it early. This prevents the costly delays that come from the IRS rejecting your application and sending your documents back, which adds weeks or months to the process.

Remote verification. You do not need to visit a US embassy, consulate, or IRS Taxpayer Assistance Center. A CAA can verify your documents remotely through a secure process. This is especially valuable for applicants who live far from an IRS office or US consulate.

For more details on how a CAA works and why it matters, see our Certifying Acceptance Agent guide.

What Does Our Document Review Service Include?

At itin.so, document review is built into every ITIN application package. You do not need to guess whether your documents meet IRS requirements. Here is what our document review process includes:

• Pre-application review. Before you commit to an application, we review your available documents and confirm they meet IRS standards. If anything is missing, we tell you exactly what alternatives will work.
• Certified copy creation. As an IRS-authorized CAA, we create certified copies of your documents so your originals never leave your possession.
• Translation coordination. If any documents require certified English translations, we guide you through the process and verify the translations before submission.
• Complete W-7 preparation. We prepare your Form W-7 alongside the document package to make sure everything matches and is filed correctly.
• IRS submission and tracking. Once documents are certified and the W-7 is prepared, we submit the complete package to the IRS and track the application from start to finish.

Our Standard service is priced at $197 and includes everything listed above. For applicants who need faster processing and priority support, our Priority service is available at $297. Both tiers come with our 100% money-back guarantee if the IRS declines your application.

ITIN Document Checklist at a Glance

Here is a quick summary of the key document rules for your ITIN application:

• A valid passport is the only standalone document (proves identity + foreign status)
• Without a passport, you need at least two documents from the IRS-accepted list
• Children under 6 can use medical records; children under 18 can use school records
• Only originals or certified copies are accepted (no photocopies, no notarized copies)
• All non-English documents require a certified English translation
• A Certifying Acceptance Agent lets you keep your originals and apply remotely
• Use our free document checklist tool to verify your documents before applying