Verifying Your Identity

Verifying Your Identity

Identity verification is a mandatory legal requirement for all virtual mailbox services in both Canada and the United States. Before your operator can begin accepting mail on your behalf, you must complete the identity verification process for the country where your mailbox is located. This guide provides detailed information on the verification requirements for each country, the types of documents accepted, the process timeline, and what to do if verification fails.

Why Identity Verification Is Required

Identity verification serves several critical purposes:

• Legal compliance: In both Canada and the United States, regulations require operators of virtual mailbox services to verify the identity of every person who rents a mailbox. This is to prevent the use of virtual mailboxes for fraud, identity theft, money laundering, or other illegal activities.
• Postal regulations: Canada Post and USPS both require authorization before mail can be received on behalf of a third party. Without proper verification, postal carriers may refuse to deliver mail to your mailbox address.
• Account security: Verification ensures that only you (or authorized individuals) can receive and manage mail at your address, protecting you from unauthorized access to your correspondence.
• Operator protection: Verification protects operators from liability and ensures they are operating within the law.

Verification Requirements for Canadian Mailbox Locations

If your mailbox is located at a Canadian operator, you must provide the following as referenced in our Terms & Conditions Schedule A, Section A3:

Two Forms of Identification

You must submit two forms of identification:

Primary ID (Government-Issued Photo ID):

• Canadian driver's license (any province or territory)
• Canadian passport
• Canadian citizenship card (with photo)
• Provincial or territorial photo ID card
• Permanent Resident Card
• Foreign passport (for non-Canadian residents)

Secondary ID (Proof of Address within 90 Days):

• Utility bill (electricity, gas, water, internet, phone) dated within the last 90 days
• Bank statement or credit card statement dated within the last 90 days
• Government correspondence (tax notice, benefits statement) dated within the last 90 days
• Lease or rental agreement showing your current address
• Insurance policy or statement

Both documents must show your full legal name, and the secondary document must show your current residential address.

Canada Post Authorization Form

In addition to your identification, you must complete a Canada Post authorization form. This form authorizes the operator at your mailbox location to receive mail from Canada Post on your behalf. The form includes:

• Your full legal name as it appears on your ID.
• The operator's business name and address.
• Your signature authorizing the operator to accept your mail.

Your operator will provide the specific form and instructions during the signup process. Some operators may process this electronically, while others may require a physical signature.

Provincial Considerations

While the federal verification requirements are consistent across Canada, some provinces may have additional requirements or accept different forms of identification:

• Quebec may require additional documentation related to the Quebec Charter of the French Language for business-related mailboxes.
• Some provinces issue enhanced driver's licenses that may serve as both photo ID and proof of citizenship.
• If you are a new resident of your province, your proof-of-address document from a previous province may be accepted during a transition period.

Verification Requirements for US Mailbox Locations

If your mailbox is located at a US operator, the verification process follows USPS regulations for Commercial Mail Receiving Agencies (CMRAs), as referenced in our Terms & Conditions Schedule B, Section B5:

PS Form 1583 (Application to Act as Agent)

The cornerstone of US mailbox verification is USPS PS Form 1583. This form authorizes the operator to receive mail on your behalf and must meet the following requirements:

• The form must be completed in full with your legal name, address, and signature.
• The form must be notarized. Acceptable notarization methods include:
  • In-person notarization: Visit a notary public in your state. Many banks, UPS stores, shipping centers, and law offices offer notary services.
  • Remote Online Notarization (RON): Several states allow remote notarization via video call. This is a convenient option if you cannot visit a notary in person. Platforms like Notarize and NotaryCam are commonly used.
• The notarized form must be submitted to USPS by the operator. The operator handles this submission as part of the activation process.

Two Forms of Identification

Along with PS Form 1583, you must provide two forms of identification:

Primary ID (Government-Issued Photo ID):

• US driver's license or state-issued ID card
• US passport or passport card
• US military ID
• Foreign passport (for non-US residents)
• Matricula consular (for Mexican nationals)

Secondary ID (Proof of Address):

• Utility bill showing your current address
• Bank or credit card statement
• Vehicle registration
• Voter registration card
• Home or vehicle insurance policy
• Lease or mortgage statement

Both documents must show your full legal name. The primary ID must include a photograph. The secondary ID must show your current residential address.

How to Submit Your Documents

The document submission process is handled through your C-Band Mailbox dashboard:

1. After completing account registration, navigate to Settings > Verification.
2. Upload clear, legible photos or scans of your identification documents. Ensure all text is readable and the full document is visible.
3. For US renters: Upload your notarized PS Form 1583.
4. For Canadian renters: Complete and upload the Canada Post authorization form.
5. Click "Submit for Verification".

Tips for successful document submission:

• Use high-quality photos or scans. Blurry or dark images may be rejected.
• Ensure the entire document is visible, including all four corners.
• Remove any glare or reflections if photographing plastic ID cards.
• PDF and image formats (JPG, PNG) are accepted.

Verification Timeline

After submitting your documents, the verification process typically takes 1-5 business days. Here is what to expect:

1. Document review: Our verification team reviews your submitted documents for completeness and accuracy.
2. Operator coordination: For US renters, the operator submits the PS Form 1583 to USPS. For Canadian renters, the operator processes the Canada Post authorization.
3. Approval notification: You will receive an email notification when your verification is approved and your mailbox is fully active.

During the verification period, your account is active but your operator may not be able to accept mail on your behalf until verification is complete.

What Happens If Verification Fails

Verification may fail for the following reasons:

• Illegible documents: Photos or scans are too blurry, dark, or small to read. Solution: Resubmit with higher-quality images.
• Incomplete documents: A required document is missing or does not include all necessary information. Solution: Submit the missing document or a replacement that meets the requirements.
• Name mismatch: The name on your ID does not match the name on your account. Solution: Ensure your account name matches your legal name exactly as it appears on your ID.
• Expired documents: Your ID has expired or your proof of address is older than 90 days (for Canadian renters). Solution: Provide current, valid documents.
• Notarization issues (US): The PS Form 1583 was not properly notarized, or the notary's commission has expired. Solution: Have the form re-notarized by a valid notary.

If verification fails, you will receive an email explaining the specific reason and instructions for resubmission. You can resubmit documents through Settings > Verification in your dashboard.

Maintaining Your Verification

Your identity verification is not a one-time event. Keep the following in mind:

• If your identification documents expire, you may need to submit updated documents to maintain your verified status.
• If you change your name on your account, re-verification may be required.
• For US renters, the PS Form 1583 may need to be renewed periodically as required by USPS regulations.
• For Canadian renters, the Canada Post authorization must remain active for the duration of your service.

For questions about the verification process or to report issues with document submission, visit our Help Center or submit a support ticket.