Quick Answer
A Certifying Acceptance Agent (CAA) lets you apply for an ITIN without mailing your passport. A CAA is a person or organization authorized by the IRS to authenticate your identity documents in person and submit certified copies with your Form W-7 — so your original passport stays with you. A regular Acceptance Agent cannot certify documents; only a CAA can.
What Is a Certifying Acceptance Agent (CAA)?
A Certifying Acceptance Agent is a person or organization the IRS authorizes to help with ITIN applications. The CAA reviews your Form W-7, authenticates your identity documents in person, and sends certified copies to the IRS. That authorization is what separates a CAA from an unauthorized tax preparer offering ITIN help.
The CAA program exists so applicants are not forced to part with vital documents. The IRS explains who can become an agent and what they are authorized to do on its ITIN Acceptance Agent Program page. For the full picture of where a CAA fits among your options, see our guide to the three ways to apply for an ITIN.
How Does a CAA Let You Keep Your Original Passport?
A CAA verifies your original passport on the spot, then submits certified copies to the IRS along with your Form W-7. Because the CAA vouches that they saw and authenticated the originals, you never mail your passport and never lose access to it during the seven-week processing window. The document stays in your hands the entire time.
This is the single biggest advantage of the CAA route. If you mail an application yourself, the IRS holds your original passport until processing finishes — a real problem if you need it for work, banking, or travel. A CAA removes that risk by certifying the documents in person instead.
Which Documents Can a CAA Authenticate?
For a primary or secondary applicant, a CAA can authenticate all of the identity documents on the IRS list except a foreign military identification card. That covers the passport, national ID card, U.S. or foreign driver's license, visa, and similar documents — so most applicants can certify everything they need through the CAA.
The one carve-out is a foreign military ID, which a CAA is not permitted to certify; that document must go to the IRS directly. In practice, a valid passport is a standalone document that proves both identity and foreign status, so the foreign military ID exception rarely affects an applicant who has a passport.
Can a CAA Authenticate Your Child's or Dependent's Documents?
Only partly. For dependents, a CAA can authenticate just two documents: the passport and the civil birth certificate. Every other dependent document — such as medical records, school records, or a national ID — must still be sent to the IRS as an original or a certified copy from the issuing agency.
This dependent rule is stricter than the rule for adults and surprises many families. If your child has a valid passport, the CAA can certify it and you avoid mailing it. Our guide on getting an ITIN for a child or dependent walks through exactly which documents each dependent needs.
How Do You Find a Certifying Acceptance Agent Near You?
Find a CAA through the official IRS Acceptance Agent list, which is searchable by state and country. The list shows agents authorized to handle ITIN applications, including individuals, accounting firms, and nonprofit organizations. Confirm an agent is a Certifying Acceptance Agent — not just an Acceptance Agent — if you want to keep your originals.
The IRS keeps this directory current and links to it from the ITIN Acceptance Agent Program page. When you contact an agent, ask whether they handle renewals too, since the process is the same — our ITIN renewal guide covers when a renewal is required.
How Much Does a CAA Charge?
CAA fees vary by agent and location, commonly running about $50 to $275 for an ITIN application. Some nonprofit and VITA-affiliated CAAs offer the service for free, especially if you also file your tax return with them. The IRS itself charges nothing to issue an ITIN; the fee is for the agent's service.
Because pricing ranges widely, ask for the total cost up front and whether it includes preparing the W-7. For a full breakdown of the free and paid routes, see our guide to how much it costs to get an ITIN, which compares the self-mail, IRS appointment, and CAA options.
CAA vs. Mailing the IRS vs. an IRS Appointment — Which Is Right for You?
Choose a CAA if keeping your passport matters most; choose self-mail if a $0 cost matters most. The three official routes are a CAA appointment, mailing Form W-7 and original documents to the IRS yourself, or visiting a designated IRS Taxpayer Assistance Center. Each trades cost against convenience differently.
| Method | Keep your passport? | Cost | Best for |
|---|---|---|---|
| Certifying Acceptance Agent (CAA) | Yes | ~$50–$275 (some free) | Anyone who needs their passport during processing |
| Mail Form W-7 to the IRS yourself | No | Free | People who won't need the passport for ~7 weeks |
| IRS Taxpayer Assistance Center | Yes | Free | Those near a participating IRS office with appointments |
An IRS Taxpayer Assistance Center can also verify documents in person at no cost, but appointments are limited and not every office handles ITINs. The CAA route is usually the most flexible way to keep your passport, while self-mail stays the cheapest if you can live without your original documents for about seven weeks.
Frequently Asked Questions
Do I have to mail my passport if I use a CAA?
No. A Certifying Acceptance Agent authenticates your original passport in person and submits certified copies to the IRS with your Form W-7. You keep your original passport the entire time and never mail it. This is the main reason most ITIN applicants choose to use a CAA.
What's the difference between a CAA and a regular Acceptance Agent?
A regular Acceptance Agent (AA) can help you complete Form W-7 but cannot certify your documents, so you would still mail your originals or get them certified elsewhere. Only a Certifying Acceptance Agent (CAA) can authenticate documents, which lets you keep your originals.
Can a CAA authenticate my dependent's documents?
Only partly. For dependents, a CAA can authenticate just the passport and the civil birth certificate. Every other dependent document, such as medical or school records, must still be sent to the IRS as an original or a certified copy from the issuing agency.
How do I find an IRS-authorized CAA?
Use the IRS Acceptance Agent list, which is searchable by state and country. It shows agents authorized to handle ITIN applications. Confirm the agent is a Certifying Acceptance Agent, not just an Acceptance Agent, if you want to keep your original documents.
Does using a CAA guarantee my ITIN is approved?
No. A CAA verifies your identity documents and submits a complete application, which can reduce errors and rejections, but the IRS still makes the final decision. Using a CAA does not guarantee that your ITIN will be approved.
How long does the CAA route take?
After your in-person appointment, the CAA mails your Form W-7 and certified copies to the IRS, which typically takes about seven weeks to process an ITIN application, or longer during the January-to-April tax season. The in-person step itself is usually a single short visit.