Use of a Representative Form (IMM 5476)

Jurisdiction: Country: Canada | Province/State: Federal

What is a Use of a Representative Form (IMM 5476)?

This form tells the Canadian immigration department that you are appointing, changing, or cancelling a representative. It authorizes a specific person to receive information and act for you on an immigration or citizenship matter. It also lets you revoke that authority at any time. The form covers both paid and unpaid representatives.

A representative is someone you authorize to deal with the department on your file. A paid representative charges a fee for their services. An unpaid representative could be a family member or friend. Either way, the department cannot deal with your representative unless you sign and submit this form.

You may use this form if you apply for a study permit, work permit, visitor record, or permanent residence. You may also use it for spousal sponsorships, parents and grandparents applications, or humanitarian requests. Sponsors can use it. Principal applicants can use it. Dependants who are 18 or older can also use it. For a child under 18, a parent or legal guardian completes and signs for the child.

Why would you need this form?

You use it when you want someone to handle communications or submissions on your behalf. You might work long hours and cannot track messages. You might prefer that your lawyer or consultant respond to requests. You might want to cancel a prior consultant you no longer trust. You might want to keep your address private. You might have a complex case and need professional help.

Typical usage scenarios include a spouse sponsorship where both the sponsor and the principal applicant appoint the same representative. An international student appoints a consultant to prepare a study permit and receive messages. A worker applies for a work permit extension and wants their lawyer to respond to a document request. A permanent residence applicant receives a fairness letter and brings in counsel mid‑process. You can file the form with a new application. You can also file it after submission to add, change, or cancel a representative.

The form does not create a power of attorney. It does not allow anyone to sign your statutory declarations. It does not guarantee faster processing. It simply tells the department who may speak for you and receive information about your file.

When Would You Use a Use of a Representative Form (IMM 5476)?

You use this form when you want to appoint a specific person to represent you with the immigration department. You also use it when you want to cancel a representative. It applies whether you hire a professional or ask a family member to help. It applies if you apply online or on paper.

Consider a few practical examples. You live in Toronto and plan to submit an Express Entry profile and application. You hire a licensed professional to prepare forms and handle portal messages. You complete the form to authorize them. A Mississauga sponsor files a spousal sponsorship. Both the sponsor and the principal applicant sign their own forms to appoint the same representative. A Brampton student starts a study permit alone. Midway, the department asks for more proof. The student then appoints a representative to respond. The student files the form to add that representative to the file.

You use the form to cancel a representative you no longer wish to use. You can cancel before or after you hire a new one. It is common to cancel the old representative first. Then you appoint the new representative with a new form. The department will then send messages to the new person.

Employers do not use this form to hire foreign workers. The foreign worker uses the form to appoint a representative for their work permit. The sponsor and the principal applicant are different parties. Each files their own form if they want to appoint or cancel a representative. Each adult dependent files their own form. For a minor child, a parent or guardian signs for the child.

If you want to receive your own messages, you may choose not to appoint anyone. You can still get help from a friend or relative informally. But without the form, the department will not speak to them about your file or send them messages. If you later decide to add them, you file the form then.

You also use the form when your contact details change and you rely on your representative for messages. The form tells the department to treat your representative as the primary contact. You should therefore keep your representative’s contact details current. If your representative changes their email or address, you should submit an updated form.

You do not need this form if you only want translation or typing help, and you remain the sole contact. You do need the form if the helper wants the department to share your file details with them. Err on the side of filing the form if you want anyone to receive direct communications about your case.

In Ontario, many people hire lawyers, paralegals, or immigration consultants. If your representative charges a fee, they must be legally authorized to act. The form requires that paid representatives confirm they are authorized. If your representative is unpaid, they can be a friend or family member. The rules are strict for paid service providers. The department will not accept an unauthorized paid representative.

Legal Characteristics of the Use of a Representative Form (IMM 5476)

The form is a legal authorization. It lets the department share your personal information with your designated representative. It permits that person to make inquiries and receive correspondence about your application. It also tells the department that the person may act on your behalf for that matter. This includes sending documents, responding to requests, and providing updates.

The form is legally binding once signed and accepted by the department. It relies on consent and identification. Your signature signals informed consent to release information to your representative. The representative’s signature confirms their acceptance and, if paid, that they are permitted to act. The department can rely on this document to validate who may receive your case information.

Enforceability rests on clear identity, valid signatures, and proper execution. You must use your legal name as on your passport. You must provide your date of birth and, if known, your client identifier. The representative must provide full contact details. A paid representative must be authorized under Canadian law to provide paid advice. The representative must sign and date the declaration. If the form is incomplete, unsigned, or incorrect, the department may reject it.

The form does not transfer responsibility for your file. You remain responsible for the truth and completeness of your application. You remain responsible for biometrics, medicals, police checks, and fees. A representative cannot sign statutory forms on your behalf unless the process explicitly allows digital attestation by you. A representative cannot guarantee results. A representative cannot misrepresent facts. You bear risk if false information is provided, even if someone else submits it.

The department may still contact you directly even if you appoint a representative. This can occur in urgent situations or to verify identity. You should monitor your email and portal account. Do not assume your representative has received every message. Build a tracking system with your representative. Set clear expectations for forwarding messages and responding to requests.

Authorization continues until the department closes your file, you revoke the authorization, or you appoint a new representative. You can revoke at any time by submitting a cancellation. The department will then stop sending messages to that representative. Revocation does not withdraw your application. It only ends your representative’s access to your case information.

Using an unauthorized paid representative can harm your case. The department can refuse to deal with them. It may return your application or treat communications as invalid. In serious cases, the use of an unauthorized paid representative can raise misrepresentation concerns. This can lead to serious consequences. Always ensure a paid representative is legally permitted to act.

Privacy is central. This form allows the department to share your personal data with your representative. This includes application forms, supporting evidence, and processing notes. It may include sensitive information. Only appoint someone you trust. Limit disclosure to what you intend by specifying the applications covered. If you want to end sharing, file the cancellation promptly.

How to Fill Out a Use of a Representative Form (IMM 5476)

Follow these steps to complete and submit the form correctly. Read carefully. Small details matter.

1) Confirm you need the form.

• You need the form if you want the department to communicate with someone else about your file.
• You need it if you want to appoint, change, or cancel a representative.
• You do not need it if no one will act as your representative.

2) Gather your information.

• Your legal name exactly as on your passport.
• Your date of birth and place of birth.
• Your client identifier (UCI), if you have one.
• Your application number or file number, if you have one.
• Your current address, phone, and email.
• The type of application(s) involved.
• Your representative’s full name and contact details.
• If paid, your representative’s authorization details.
• For family members, confirm who needs their own form.

3) Decide the scope of authorization.

• Decide which applications this authorization will cover.
• You can cover current and future applications in the same category.
• If you have multiple files, list each file number if known.
• If you only want to cover one matter, state that clearly.

4) Complete your personal section.

• Enter your surname and given name as on your passport.
• Enter your date of birth in the requested format.
• Enter your UCI and application number if known.
• Enter your current residential and mailing address.
• Enter your phone number and email address.
• Use one consistent email across your forms.

5) Choose your action: appointment or cancellation.

• If you are appointing a representative, select the appointment option.
• If you are cancelling a representative, select the cancellation option.
• If you are both cancelling and appointing, complete both parts as directed.
• Make it clear who you are cancelling and who you are appointing.

6) Identify your representative.

• Enter the representative’s surname and given name.
• If there is a firm name, enter it in the relevant field.
• Provide the full mailing address, including postal code.
• Provide phone, fax (if any), and email.
• Choose whether the representative is paid or unpaid.
• If paid, enter the authorization or membership number if requested.
• Ensure the representative’s email is correct and active.

7) Set communication preferences.

• Understand that the department usually communicates with your representative.
• You may not receive messages directly once a representative is appointed.
• Discuss with your representative how they will forward messages to you.
• If you want to switch communications back to you, submit a cancellation.

8) Declare the application(s) covered.

• Indicate the type of application, such as a work permit or permanent residence.
• Enter each file number related to the representative’s role if known.
• If you do not know the file number, the department can match by UCI and details.
• Be precise to avoid confusion between multiple files.

9) Read the consent and declarations.

• Read the consent allowing the department to release your information.
• Read the statement that you remain responsible for your application.
• Read the warning about misrepresentation and penalties.

10) Sign and date your section.

• Sign by hand if you are submitting a scanned or paper form.
• Use the exact same signature you use for other immigration forms.
• Date the form in the requested format.
• Do not leave the date blank.
• If you are a parent signing for a minor, sign and indicate your relationship.
• Each adult must sign their own form.

11) Have your representative sign and date.

• The representative must sign the declaration.
• They must date the form as of the signing date.
• A paid representative confirms they are authorized to act.
• Do not submit the form without the representative’s signature when appointing.

12) Review for accuracy.

• Check that names, dates, and numbers are correct.
• Confirm that emails are spelled correctly.
• Confirm that phone numbers include the correct country and area codes.
• Confirm that both you and the representative signed and dated.
• Ensure you select appointment or cancellation as needed.

13) Save and submit the form.

• Save a copy of the completed, signed form for your records.
• If filing with a new application, upload it in the supporting documents section.
• If adding or cancelling a representative for an existing file, submit it through the proper channel used for case updates.
• Include your file number and UCI in your submission message if available.

14) Monitor confirmation and communications.

• Watch for confirmation that the department added the representative.
• Ask your representative to confirm when they receive messages.
• Keep following your portal and email until you see the change reflected.
• If nothing changes after a reasonable time, follow up.

15) If you need to cancel or change your representative.

• Complete the cancellation section, naming the representative to be removed.
• Sign and date the cancellation.
• Submit the cancellation using the same channel used for past updates.
• For a new representative, also submit a new appointment form.
• It is safer to cancel first, then appoint the new representative.

16) Special notes for family and sponsors.

• Each adult family member files their own form if they want a representative.
• A parent or legal guardian signs for a minor under 18.
• In sponsorship cases, the sponsor and the principal applicant are separate parties.
• Each can appoint the same or different representatives.
• Each must sign their own form.

17) Avoid common mistakes.

• Do not leave signature or date lines blank.
• Do not list a paid representative who is not legally authorized to act.
• Do not use nicknames or short forms for names.
• Do not use multiple emails, as this could cause missed messages.
• Do not assume the department will copy you on emails to your representative.
• Do not forget to submit the form to the correct file.

18) Keep records and coordinate with your representative.

• Store a copy of the signed form and submission proof.
• Agree with your representative on response timelines.
• Ask your representative to forward all communications promptly.
• Update the form if your representative’s contact details change.

19) Understand limits of authority.

• The form does not allow your representative to sign your statutory forms for you.
• The form does not let your representative make decisions for you.
• The form does not guarantee any outcome.
• You remain responsible for the content and truth of your submissions.

20) If you live in Ontario and use a paid representative.

• Confirm that the person is legally authorized to provide paid immigration services.
• Confirm their status and good standing before you sign.
• If you discover issues later, cancel and seek a qualified professional.

By following these steps, you will complete and submit the form correctly. You ensure the department knows who can act for you. You protect your privacy and your file. You also set clear expectations for communication. If you need to change or cancel, use the same form. Do not delay.

Legal Terms You Might Encounter

Representative means any person you authorize to act for you on an immigration matter. On IMM 5476, you identify them and give permission for them to communicate with the department about your file.

Paid representative is someone who receives a fee for helping you. On the form, you must check “paid” if any money changes hands, even if it is a small amount.

Unpaid representative is someone who helps without payment. This can include family or friends. Select “unpaid” on the form if no fees are involved.

Client or principal applicant is the person whose application is being filed. If you are the main applicant, you are the client. You sign IMM 5476 to authorize your representative.

UCI (Unique Client Identifier) is your personal client number. If you have one, enter it on the form. It helps the department match your authorization to your file.

Application number or file number is the number linked to a specific application. If you know it, add it to the form so your authorization reaches the correct file faster.

Consent to release personal information allows the department to share your personal details with your representative. IMM 5476 is your written consent. Without it, the department will not discuss your case with someone else.

Declaration and signature confirm you understand and accept what you are authorizing. You must sign and date the form. Your representative must also sign and date where indicated.

Scope of authorization defines how broad the authorization is. On the form, you indicate whether your representative can act on one application or on all current and future applications.

Cancellation or withdrawal ends a representative’s authorization. You use the same form to cancel. You select the cancellation option and sign again so the department updates your file.

FAQs

Do you need a representative to file an application?

No. You can apply on your own. Use IMM 5476 only if you want another person to act for you or to access your information.

Do you need IMM 5476 if a friend only reviews your forms?

You need it if your friend contacts the department for you or receives your information. You do not need it if they only proofread and you submit and communicate yourself.

Do you need a separate form for your spouse or adult child?

Yes. Each person with their own application must sign their own IMM 5476 if they want to appoint a representative. A parent or legal guardian signs for a minor.

Do you need to submit a new form if you change representatives?

Yes. Complete a new IMM 5476 to appoint the new representative and cancel the previous one. Check the cancellation section and sign.

Do you need the latest version of the form?

Yes. Always use the most current version. Older versions can delay processing or be rejected.

Can you limit a representative to one application only?

Yes. Indicate that the authorization applies to a specific application. If you want broader coverage, select the option for all current and future applications.

Can you sign electronically?

Follow the signature method required by how you file. If unsure, sign by hand and upload a clear scan. Avoid typed names if a signature is required.

How long does an authorization stay in effect?

It remains in effect until you cancel it, replace it with a new one, or the related application is finalized.

Do you need IMM 5476 for status updates only?

Yes. If someone else requests or receives your personal information, they must be authorized with IMM 5476.

Can you list several family members on one form?

Each adult must complete and sign their own form. A parent or legal guardian can include dependent children under their authority, as allowed on the form.

Checklist: Before, During, and After the Use of a Representative Form (IMM 5476)

Before signing

• Your full legal name as shown on your ID.
• Date of birth, country of birth, and current contact details.
• UCI and application number, if you have them.
• The exact application type you are filing.
• Representative’s full legal name and contact details.
• Representative’s status as paid or unpaid.
• If paid, the representative’s professional identification number, if applicable.
• Clear decision on scope: one application or all current and future applications.
• Names and details of dependants, if a parent or guardian is signing for minors.
• Confirm the representative agrees to act for you and understands the scope.
• If documents are not in English or French, have accurate translations ready.

During signing

• Verify your personal details match your other forms.
• Confirm your UCI and any file numbers are correct and legible.
• Check that the paid/unpaid box matches your arrangement.
• Review the representative’s contact information for accuracy.
• Confirm the scope selection reflects what you intend.
• Ensure the cancellation section is used if you are ending a prior authorization.
• Check that both you and the representative sign and date where required.
• Use the correct date format and consistent dates across all pages.
• If a parent or guardian signs, confirm their relationship details are accurate.
• Make sure every field that applies is completed. Do not leave gaps.

After signing

• If filing online, upload the signed form with your application package.
• If filing on paper, include the signed form with your submission.
• Give your representative a copy. Keep a copy for your records.
• If you change your representative later, submit a new signed form promptly.
• If your contact details change, update the form and refile.
• Store a digital copy in a secure location. Back it up.
• Note the date you filed. Track when the department reflects the change.
• If you filed multiple applications, ensure each has the correct form attached.

Common Mistakes to Avoid Use of a Representative Form (IMM 5476)

Selecting “unpaid” when your representative is paid.

• Consequence: The department may refuse to deal with your representative. It can slow your case. Don’t guess. If any fee is involved, select “paid.”

Missing or mismatched signatures and dates.

• Consequence: The form is invalid and your representative cannot act. Don’t forget to sign and date. Ensure both signatures are present and dates are consistent.

Mixing up applicant and representative information.

• Consequence: The authorization may attach to the wrong person or file. Double-check names, dates of birth, and emails. Enter your details in your section only.

Leaving out your UCI or file number when you have one.

• Consequence: The authorization may not match your file quickly. If you know these numbers, include them to avoid delays.

Failing to cancel a previous representative.

• Consequence: Old contact details may remain active. Notices may go to the wrong person. Use the cancellation section to withdraw the prior authorization.

Choosing the wrong scope of authorization.

• Consequence: Your representative may not be able to act on future filings, or may have broader access than intended. Review the scope and select the right option.

Using an outdated form version.

• Consequence: Processing delays or rejection. Download or obtain the most current version before you sign.

What to Do After Filling Out the Form Use of a Representative Form (IMM 5476)

• File the form with your application package. If you submit online, upload the signed form in the appropriate section. If you submit on paper, include the signed form in the envelope with your other forms.
• Confirm receipt and activation. Your representative may not be recognized immediately. Watch for messages addressed to you or your representative. If messages still go only to you after a reasonable time, follow up through the same channel you used to file.
• Coordinate communications. Decide who will check messages daily. If you authorize your representative for all communications, ensure they monitor their inbox and respond quickly.
• Keep records. Save a clear scan of the signed form. Store it securely. Keep a record of when and how you filed it.
• If you need to change or cancel the representative, complete a new IMM 5476. Select the cancellation option to end a prior authorization. If you want to appoint a new representative at the same time, complete both the cancellation and appointment sections. Sign and date.
• If you change your contact information, submit an updated IMM 5476. Accurate contact details help avoid missed deadlines or returned mail.
• If you file multiple applications, attach a form to each, as required. Make sure the scope on the form covers what you intend. If you selected “one application,” repeat for other files.
• If you discover an error after filing, correct it quickly. Complete a clean, accurate form and submit it through the same channel. Notify your representative so they can align their records.
• If your representative stops acting for you, end their authority in writing. File a new IMM 5476 cancelling their role. Consider whether you need to appoint a new representative or will handle communications yourself.
• If your application is finalized, your authorization ends for that file. If you submit a new application later, review whether you need to file a new IMM 5476 or rely on a broader authorization, depending on what you selected.
• Plan for processing time. Updates to representatives can take time to appear. Do not wait for the last minute before a deadline to change or cancel a representative.
• Share only what is necessary. Your representative needs enough information to act, but protect your identity documents. Transmit copies securely and keep originals safe.
• Review your arrangement annually. Confirm whether your scope still fits your needs. If you no longer need representation, cancel it in writing and file the updated form.