Everything you need to know about IDs,
their importance, and how to get one.
Frequently Asked Questions
I am Seeking ID Services
What is personal ID and why is it important?
Personal identification (ID) includes government issued documents that prove who you are, for example, your Ontario photo ID Card, health card, Indian status card, or driver’s license. These IDs are essential for everyday life and a birth certificate is the starting point.
Having ID makes it possible for people to access necessary services and supports like opening a bank account, picking up packages at the post office, buying or selling a car, seeing a doctor, and applying for income supports like Ontario Works or the Ontario Disability Support Program (ODSP).
How can I get help applying for a birth certificate?
You don’t have to do it alone! The Thunder Bay ID Action Group and its partners can help you apply for a birth certificate. In Thunder Bay, several community organizations regularly host “ID clinics” and offer one-on-one help. You can contact us to find out when and where the next ID clinic is happening. If you cannot wait until the next ID clinic, please contact us at info@idaction.ca.
What should I expect at the ID clinic when I go?
When you come to an ID clinic, you’ll be welcomed by staff or volunteers who are there to help you. The whole process usually takes about 30 minutes, sometimes longer if your application is more complicated. You can ask questions at any time, and you won’t be rushed or turned away. Our goal is to make sure you leave the clinic feeling supported and one step closer to getting your ID.
Here’s what usually happens:
- Check-In: You’ll be asked your name and what kind of birth certificate do you need: a replacement birth certificate, a short form birth certificate, a short form birth certificate with parental information, or a certified copy of birth registration. If it’s busy, you might wait for a short time, like at a walk-in clinic. You will also be asked to fill out an intake form.
- One-on-One Support and filling out forms: Sitting down with a worker we will help you fill out the application forms step-by-step. If you’re not sure about something, that’s okay – we can still help you.
- Payment: We can assist you with application fees.
- Mailing Address: The birth certificate will be sent to the clinic.
- Follow-Up: If ServiceOntario needs additional information in order to complete your application, we will assist you with that process. We will work with you until we get your birth certificate,
- Picking up your birth certificate: Once ServiceOntario sends us your birth certificate, we will contact you.
What documents or information do I need to apply?
To apply for an Ontario birth certificate, you do not need existing photo ID, but you will need the following information:
- Your full name at birth (the name that was recorded on your birth registration);
- Your date of birth;
- Parent(s)’ full name(s) as listed on your birth record (for example, your mother’s maiden name and married name if applicable)
- Place of birth (the city/town and hospital) and who attended your birth (name of midwife or doctor);
- Parent(s)’ place of residence at the time of your birth (city or town)
- Contact information where you can be reached (or where your mail can be received)
Can you help me with a delayed registration of birth?
- Short answer, yes. We can help with filling out the delayed registration of birth package.
- The signature of the birth mother is required for delayed registration of birth. But don’t worry, we can still help you if this is not possible.
What if I don’t have a permanent address?
That’s okay. We can still help you. Our partner agencies will use their mailing address. Once we receive your birth certificate, we will contact you.
How much does it cost to apply? Is there any financial help?
A replacement short form birth certificate in Ontario costs $35.
If you’re experiencing homelessness, you may qualify to have your application fees covered by the Birth Certificate Fee Waiver Program, and we can help you apply for free through one of our eligible partner agencies.
If you don’t qualify under the fee waiver program, we may still be able to cover the application fees for you. Cost should never be a barrier – we’ll work with you to make sure your ID is paid for.
How can I find ID clinics near me?
There is a list of all upcoming ID Clinics on our Events page. In the Thunder Bay District and across Northwestern Ontario, we work with community partners to host clinics in different rural communities and First Nations. Regular clinics or drop-in sessions are available at locations such as NorWest Community Health Centres and Roots Community Food Centre, and are often advertised by the host agencies on their website or Facebook page. You can also contact us or a partner agency to ask about dates, check our partners’ event listings or social media. Clinics in Thunder Bay typically happen every few months, while outreach clinics are held in smaller towns when possible.
What happens if my application is returned or rejected?
About 1 in 5 applications are returned by ServiceOntario with requests for additional information or missing or incorrect information. This is common and nothing to worry about. If this happens, we’ll work with you to find the necessary information and resubmit the application. If you get a letter from ServiceOntario asking for more info or haven’t heard anything in over two months, please contact us – we’ll keep working on your case until you have your ID.
I went to one clinic already. Should I wait or submit another application?
If you’ve already submitted an application at an ID clinic, please do not submit another application. Submitting another application cancels out the first application and will delay the process.
ID applications take time to process. If it’s been more than 12 weeks and you haven’t received your ID or heard anything, it’s okay to contact the agency that helped you.
How is my personal information used and protected?
We only use your personal information to help you get a birth certificate. Your details are kept strictly confidential and are shared only with ServiceOntario – and only with your consent. Before we start working with you, we will ask you to sign a Third Party Waiver so that we can work on your behalf. All records are stored securely, either in locked files or password-protected systems, with access limited to authorized staff. We collect only what’s necessary and handle your information with care and respect.
What if I am in jail or have recently been released?
People who are incarcerated or recently released from jail often face challenges getting ID. In fact, not having ID can delay release plans – for example, without ID it can be harder to secure housing or income support, which are often required when you’re on parole. At the Thunder Bay Jail and Correctional Centre, there is a social work team that supports the personal ID process. The first step is to contact a social worker at the jail or correctional centre and let them know your needs; they will direct you to the appropriate ID clinic or service. If you’ve recently been released, contact us or a partner agency – we can help you begin the application process.
I am trans or non-binary – can I get help updating my ID?
Yes, absolutely. We understand that trans and gender expansive community members may need to change their name and/or gender marker on identification documents, and we are here to support you through the process.
Where can I get more support or help?
If you have more questions or you’re ready to get help, you can contact the Thunder Bay ID Action Group directly via email at info@idaction.ca. You can also reach out to any of our partner agencies listed in our website.
WE ARE A PARTNER ORGANIZATION
How can our organization join the Thunder Bay ID Action Group?
We are excited that you want to collaborate! To join the Thunder Bay ID Action Group, the first step is to get in touch with us and express your interest. You can contact the group via email at info@idaction.ca or speak to one of the current member agencies.
Joining the ID Action Group means you can participate in our support network, attend occasional coordination meetings, and possibly hosting or helping at ID clinics. We also provide a supportive environment where agencies learn from and assist each other with complicated applications. Over the last decade, the Thunder Bay ID Action Group has acquired extensive experience navigating the birth certificate application process and has successfully completed many complicated birth certificate applications and delayed registrations.
We welcome any organization – whether you’re a health centre, shelter, legal clinic, First Nation, Indigenous political and/or service organization, or social service agency – as long as you’re committed to improving access to ID in our community.
What are the roles and responsibilities of a partner agency?
Partner agencies in the Thunder Bay ID Action Group work together to improve community access to ID services. As a partner, you help your own and referred clients obtain identification using the group’s tools and best practices, either by hosting ID clinics or integrating ID assistance into regular services. We ask partner agencies to use our standardized intake form and prescribed application forms, and store records securely for easy tracking. Partners keep the group updated on application progress, refer complex cases for support, and coordinate on covering fees – using the fee waiver program or shared resources. Confidentiality and privacy guidelines must be followed, and partners are encouraged to actively participate in meetings, training, and collaborative problem-solving. In return, you gain access to resources, support, and a strong support network to help deliver effective ID services.
How can we access training materials for our staff/volunteers?
The Thunder Bay ID Action Group provides training materials and sessions to all partner agencies to build collective capacity, with a full set of resources currently in development. Training is offered through periodic workshops (in-person or online) and will include a “best practices” manual, quick reference guides, step-by-step instructions, checklists, and FAQs, all accessible via our website or shared drive. Online resources such as video tutorials, tip sheets, and scenario examples will be available to support learning, and materials are designed for ongoing use in onboarding new staff or volunteers. New partners or staff may also shadow experienced workers at ID clinics.
How do we use intake forms and manage ID application files consistently?
Consistency is key to our collaborative model, so all partners must use the standardized intake form provided by the ID Action Group for every client seeking ID. This form records basic details and specific barriers, ensuring consistent data for both service and research. Each client must have an organized ID application file containing the intake form, application(s), supporting documents, copies of ID (if any), and correspondence stored securely.
What if we want to host an ID clinic at our organization?
Hosting an ID clinic is a great way to reach people in need, and we encourage all partners to consider it. Start by coordinating with the Thunder Bay ID Action Group to schedule a date that fits our community-wide calendar, ensuring coverage without overlap. Partners have access to our best practice guidelines and upcoming ID Clinic Quick Reference Guide, which includes tips, templates, and resources for planning, outreach, and handling complex cases. We can also provide experienced staff from other agencies to support your team, especially for first-time hosts, and help promote your clinic to the public or your target group.
How can we access the centralized tracking system?
The centralized tracking system is a shared digital tool that allows partner agencies to monitor ID applications across the region in one secure place. It records key details such as submission dates, follow-ups, and outcomes, helping track progress and identify any delays so cases don’t get lost. Authorized staff from each agency will have secure access to view and update their clients’ records, making it easier to coordinate, avoid duplication, and improve service. Access is provided by the Thunder Bay ID Action Group along with training, and participation ensures faster follow-ups, better communication, and a clear picture of ID needs across the network.
Where can we find updated program templates?
All updated documents for ID Action Group partners are stored in one place for easy access. To find them, go to the Resources tab on the ID Action Group website and open the SharePoint link, where you can view and download the latest versions. This centralized hub ensures you always have the most current forms and tools, avoids outdated documents, and makes it easier to work consistently across the network.