Document Verification Guide

Document Verification Guide

Document verification is the process of confirming the authenticity and validity of identification documents submitted by renters. As a C-Band Mailbox operator, you must verify every renter's identity using approved documents before providing mailbox services. This guide details the acceptable documents for both Canadian and US renters, the digital verification process on the platform, document retention requirements, and procedures for handling expired identification.

Canada - Acceptable Documents

Canadian renters must provide one primary and one secondary form of identification, plus a Canada Post authorization form.

Primary Identification (Government-Issued Photo ID)

One of the following current, unexpired documents:

• Canadian Passport: Valid Canadian passport book. The passport card is also acceptable if issued.
• Provincial or Territorial Driver's License: Current driver's license from any Canadian province or territory. Ensure the photo and information are legible.
• Provincial Photo ID Card: Government-issued photo identification card from any province. Note that formats vary by province - familiarize yourself with your province's ID design and security features.
• Permanent Resident Card: Current Canadian Permanent Resident Card (PR Card) with photo.
• Secure Certificate of Indian Status: The Secure Certificate of Indian Status (SCIS) issued by Indigenous Services Canada, featuring a photo and security features.

Secondary Identification (Proof of Address)

One of the following documents, dated within 90 days:

• Utility Bill: Electricity, gas, water, or internet bill showing the renter's name and current residential address
• Bank Statement: A statement from a Canadian financial institution showing the renter's name and current address
• CRA Notice of Assessment: Most recent Notice of Assessment from the Canada Revenue Agency
• Lease Agreement: Current residential lease or rental agreement showing the renter's name and address

Canada Post Authorization Form

In addition to the two forms of ID, each Canadian renter must complete and sign a Canada Post authorization form. This form authorizes you, the operator, to receive mail on the renter's behalf under your Canada Post commercial mail receiving agreement. Notarization is not required for the Canadian authorization form.

United States - Acceptable Documents

US renters must provide one primary and one secondary form of identification, plus a notarized PS Form 1583.

Primary Identification (Government-Issued Photo ID)

One of the following current, unexpired documents:

• US Passport: Valid US passport book or passport card.
• State Driver's License: Current driver's license issued by any US state. REAL ID compliant licenses are preferred but not required.
• State ID Card: Government-issued photo identification card from any US state.
• Military ID: Current US military identification card (Common Access Card or Uniformed Services ID).
• Permanent Resident Card: US Permanent Resident Card (Green Card) with photo.

Secondary Identification (Proof of Address)

One of the following documents, dated within 90 days:

• Utility Bill: Electricity, gas, water, or internet bill showing the renter's name and current residential address
• Bank Statement: A statement from a US financial institution showing the renter's name and current address
• Lease Agreement: Current residential lease or rental agreement showing the renter's name and address
• Vehicle Registration: Current vehicle registration document showing the renter's name and address

PS Form 1583 (Notarized)

In addition to the two forms of ID, each US renter must complete PS Form 1583 (Application for Delivery of Mail Through Agent). This form must be notarized - either by an in-person notary public or through Remote Online Notarization (RON) where state law permits. The notary verifies the renter's identity and witnesses their signature on the form.

Digital Verification on the C-Band Platform

The platform provides a streamlined digital verification workflow:

Upload Process

1. Document Upload: The renter or operator uploads document images through the secure interface. Accepted formats: JPEG, PNG, PDF. Minimum resolution: 300 DPI recommended for clear, legible images.
2. OCR Check: The platform's OCR engine automatically reads the document and extracts key information (name, date of birth, expiry date, document number).
3. Automated Validation: The system checks for common issues - blurry images, expired documents, file format problems - and flags any concerns.

Manual Review Process

1. Document Authenticity: Examine security features such as holograms, microprinting, UV-reactive elements (for in-person verification), and watermarks.
2. Photo Comparison: Compare the photo on the ID with the renter. For in-person verification, this is done face-to-face. For remote verification, video verification may be used.
3. Information Consistency: Verify that the name, date of birth, and address are consistent across all submitted documents.
4. Expiry Check: Confirm that all documents are current and not expired.

Approval or Rejection

• Approve: If all documents are authentic, current, and consistent, mark the verification as approved in the platform. The renter is notified and eligible for service activation.
• Reject: If any document fails verification, reject it with a clear reason code (e.g., "Document expired," "Image illegible," "Name mismatch"). The renter is notified and can resubmit.

Document Retention Requirements

Per the Operator Terms & Conditions Section 8, all verification documents must be retained for a minimum of three (3) years after the renter's account is terminated. This includes:

• All uploaded ID images and proof of address documents
• Completed Form 1583 (US) or Canada Post authorization form (Canada)
• Verification approval or rejection records with timestamps
• Any re-verification records

The platform securely stores all digital documents for the required retention period with AES-256 encryption at rest.

Handling Expired IDs

When a renter's primary ID expires:

• US Renters: Per the Operator Terms & Conditions Schedule B Section B5, the renter must provide an updated, current ID within 30 days of expiry. Set up platform notifications to alert both you and the renter before expiry.
• Canadian Renters: While there is no specific 30-day window in the Canadian schedule, operators should require renters to update expired IDs promptly to maintain compliance. Best practice is to follow the same 30-day standard.
• If the renter does not update their ID within the required timeframe, consider suspending their account until a current ID is provided.

For the step-by-step verification workflow, see Identity Verification Steps. For the broader verification overview, visit Customer Verification Overview.

For additional support, visit our Help Center or submit a support ticket.