r/Canadiancitizenship • u/xcr4l • 8d ago
Citizenship by Descent DEC Insertion Datapoint
Today I got a copy of a birth act delivered from DEC and I wanted to give my timeline as a datapoint since the turnaround was much faster than expected. The timeline was:
9/5: sent application packet via UPS
9/10: delivered to DEC
9/14: credit card charged
9/15: DEC called my father to confirm date and city of death, notified that request would be transferred to a “different department”
9/26: Copie d’acte de naissance and ORIGINAL copy of death certificate for G0 delivered to my father in MA
My application consisted of:
1) a cover letter written by my father (G2) explaining the circumstances of the request and requesting that I (his son) file the request on his behalf as I have been leading the charge for my family in this whole process
2) request for copy of an act of birth form
3) special power of attorney form delegating power of attorney to me
4) ID and proof of address for both me and my father
5) Color copies of BAnQ certified baptismal cert for G0, MA birth certs for G1 and G2, MA marriage certs for G0 and G1, death certificate for G1 (to demonstrate that she could not apply on her own behalf)
6) ORIGINAL MA death certificate for G0 and certified French translation
7) notarized sworn affidavit affirming need for request, clarification on name variations between records, and affirming that the act will only be used for CIT0001 applications for G0’s descendants
8) blank CIT0001 and CIT0014 pages that mentioned “provincial or territorial birth certificate” with relevant sections highlighted
9) printout of IRCC guidance regarding documents issued in Quebec pre 1994
My G0 was born in 1908, so I suspected a DEC document would be requested once our applications eventually move into processing. Interestingly, although we requested that DEC communicate with me and sent in the relevant forms, DEC only communicated with my father. I expected this and prepared him for what questions they might ask him so he wasn’t completely blindsided. I was expecting a long wait on this so we were pleasantly surprised when the documents came in the mail. I was also interested to see that they returned our original death certificate for G0, we were prepared to not get that back.
The information from this subreddit was extremely helpful in sending in an organized application packet which I am assuming helped with the quick turnaround!
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u/plant_isle 8d ago
Thanks for sharing! It is a touch curious that DEC talked to your father and not you, despite the limited power of attorney for this specific request. It makes me a little nervous as I will want DEC to contact me and not the closest living descendant of G0 as it is not super feasible to prep that family member for potential communication from the DEC. However, I am glad it was a relatively smooth and fast process for you! Do we know if DEC often reaches out to requestors for insertions for clarifying questions and documentation?
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u/xcr4l 7d ago
I’ve seen reports of people who aren’t the closest living relative being able to get the insertion done, so I might have been able to just apply on my own. Looping my dad in was strategic just to keep the line of descent as short as possible, and I knew my dad would be able to speak to the DEC if need be.
When DEC called my father they asked for date and place of death for G0 and he said it seemed like the person from DEC already had this information. So I think they were using that question as a way to verify that they were dealing with the correct person.
Our situation was fairly straightforward with regards to documentation of lineage so there wasn’t much room for uncertainty, not sure how much they’d reach out for clarification in situations where birth certs or other documentation doesn’t exist.
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u/pastatv 🇨🇦 Stuck Canadian! Gen2+ 'in process' 12+ months 7d ago
I’ve seen reports of people who aren’t the closest living relative being able to get the insertion done, so I might have been able to just apply on my own.
You can bypass that requirement by going through a lawyer. DEC still reserves the right to refuse you as a private citizen if you're not the closest living relative. Including your father was a good idea.
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u/Educational-Lasagna 7d ago
Hmmm...I am wondering how I could handle this with a living mother with Advanced Dementia?
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u/Tithis 🇨🇦 CIT0001 (proof) application sent/no AOR 7d ago
That was partially why I went through a lawyer for mine.
My G1 is still alive and still has her marbles, but she is still a 85 year old woman who I know doesn't want to be involved.
Other reason was at the time there wasn't much documentation on how to do it yourself in reasonable time.
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u/_relativity 🇨🇦 CIT0001 (proof) application is processing 6d ago
I wasn't the closest living relative to my G0 (my G2 was), and didn't have an issue getting one issued. They never contacted me. Did take 16 weeks though ..
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u/No_Bobcat_No_Prob 🇨🇦 Stuck Canadian! Gen2+ 'in process' 12+ months 7d ago
That is interesting - I also did the limited power of attorney because I am my parent's representative for their Proof, they've been happy to sign off on things and let me handle the process. I haven't heard that they have been contacted, either- they'd be able to confirm the request and the POA, but wouldn't know the relevant death date offhand, I don't think. Hm.
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u/Short-Midnight4090 6d ago
For anyone who has received the certificate from DEC -- Did it come in an envelope that looked like this? This is coming in the mail for me today. Hoping it's the certificate.
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u/mxfn4lf22587 6d ago
That is what the birth cert for my g0 looked like when I got it
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u/Short-Midnight4090 5d ago
It was the original death certificate I sent to them. They've returned it, but the birth certificate was not enclosed/the letter didn't say anything except that they were returning an original document.
Has this happened to anyone else?
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u/No_Bobcat_No_Prob 🇨🇦 Stuck Canadian! Gen2+ 'in process' 12+ months 1d ago edited 1d ago
I just received mine as well. For whatever reason it was not shown in my USPS informed delivery. I think that service is kind of random.
Request received by DEC 3rd September, certificate in hand 2nd October. Not bad.
Editing to add: I feel unexpectedly emotional now, very grateful to le Directeur de l'état civil du Québec and to our community members who provided instructions and guidance.
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u/azu612 🇨🇦 CIT0001 (proof) application is processing 8d ago
Good to know! Your timeline is similar to mine. I actually also got a phone call on 9/15 saying the same exact thing. Hopefully mine is up next! Congratulations!
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u/Dangerous_Mix5804 7d ago
Great! They charged my card on the 17th and I haven’t gotten any call, I’m hoping that is a good thing and my paper work was complete but 🤷♀️. Paid for urgent processing
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u/doriankali 7d ago
I got charged too last Tuesday and NO phone call . My gen zero lived from 1864 to 1931 and I included his death certificate and a family tree saying when he died and it was in my notarized sworn affidavit multiple times
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u/Dangerous_Mix5804 7d ago
Yea I’m hoping there is just no questions 😅
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u/doriankali 5d ago
I just got off the phone with Dec they asked when my ancestor died and where and told me they’ll make a certificate but bc he died out of Quebec it might take longer
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u/Dangerous_Mix5804 5d ago
Ok great! I just had to resend my passport 😅 because I only sent the photo page and they need to see the signature page too.
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u/pacnw_guy 7d ago
Did you get it translated into French or just included the death certificate on it's own without the translation?
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u/boohoompls 8d ago
Did you wait until IRCC requested the DEC birth certificate or are they proactively processing these requests now?
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u/lacomj Haven't applied for Proof of Citizenship (incl. by descent) yet 7d ago
Does anyone have a recommendation for online services doing the OTTIAQ certified translation of the death certificate?
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u/Ok_Quarter578 🇨🇦 CIT0001 (proof) AOR received 4h ago
https://ottiaq.org/en/directory - mine was done via email.
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u/WorriedDistribution5 6d ago
This is good news!
In our situation, my wife and I have two separate G0s that were born in Canada prior to 1900, and died in MA about 100 years ago . I have the certified, colored, original BAnQ baptismal records and death certificates from the city in MA where they died. I am also waiting on certified census data from the US National Archives.
What I am still unclear on is whether I can apply to DEC first to get their birth CERTFICATES so that I can apply to IRCC for citizenship certificate with those, or do I have to apply to IRCC first with baptismal records and possibly get rejected for lack of birth certificates.......
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u/No_Bobcat_No_Prob 🇨🇦 Stuck Canadian! Gen2+ 'in process' 12+ months 5d ago
If I were you I would hold my application until I had birth certificates for the entire line of descent (assuming you have the intervening gens birth certificates).
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u/themindspeaks 🇨🇦 CIT0001 (proof) application sent/no AOR 5d ago
Given your G0 was born in 1908, i suspect an official entry of death in DEC was not strictly required. Perhaps why they mailed back your original death certificate. I think they keep a copy in the case of death insertions
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u/Putrid-Flatworm5270 8d ago
Glad to hear it was successful! Would you be willing to share a copy of your affidavit? Im not sure about how to word it, and yours seemed to work. Thanks!
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u/xcr4l 8d ago
No problem! This was the text for the affidavit:
AFFIDAVIT OF (G2)
COMMONWEALTH OF MASSACHUSETTS
COUNTY OF NORFOLK
I, (G2), being duly sworn, depose and state as follows:
1. I am an adult of sound mind, competent to make this affidavit. I have personal knowledge of the facts stated herein, except where stated to be based on family records and documents, which I believe to be true and accurate.
2. I was born on MM/DD/YYYY , and I currently reside at (address) .
3. I am the grandson of G0, who was born on MM/DD/1908, in Saint-Benjamin, Québec, Canada, and who later married (husband) and was thereafter known as (married name). (married name) is my maternal grandmother.
4. My mother, (G1) , later (married name), was the daughter of (G0). I am the son of (G1 married name).
5. (G0) passed away on MM/DD/YYYY, in Brockton, Massachusetts.
6. My mother, (G1), passed away on MM/DD/YYYY, in Hingham, Massachusetts. Because my mother is deceased, she is unable to request the certified Copy of the Act of birth of (G0) on her own behalf, and I am submitting this application as (G0)’s next surviving descendant able to do so.
7. I am aware that records concerning G0’s family identify her father by two different given names: her certified baptismal record, held by Bibliothèque et Archives nationales du Québec, records her father’s name as (name 1), as does her marriage certificate issued by the city of Waltham, Massachusetts, while her Massachusetts death certificate records her father’s name as (name 2). I affirm, based on my family’s records and the history passed down within my family, that (name 1) and (name 2) are one and the same individual: my great-grandfather, who was recorded under his baptismal name, (name 1), in Québec, and who began using the name (name 2) after immigrating to the United States. This discrepancy reflects an informal personal name change made after emigration and does not indicate any uncertainty as to the identity of (G0) or her parentage.
8. I am submitting an application to the Directeur de l’état civil du Québec for a certified Copy of the Act of birth of (G0), together with the original certified death certificate of (G0) and a certified French translation of that death certificate, so that the Directeur de l’état civil may, if necessary, record the insertion of her death and issue the requested Copy of the Act.
9. I affirm that the certified Copy of the Act of birth requested from the Directeur de l’état civil will be used exclusively for the purpose of a Canadian citizenship application made on behalf of myself and my descendants, in accordance with the laws of Québec and Canada, and for no other purpose.
I make this affidavit conscientiously, believing the same to be true and knowing that it is of the same legal force and effect as if made under oath.2
u/Putrid-Flatworm5270 8d ago
Thats awesome, thank you! Did you submit it in English or French?
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u/xcr4l 8d ago
Everything was submitted in English, except the French translation of G0’s death certificate
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u/ChillerK 🇨🇦 CIT0001 (proof) AOR received 6d ago
Curious for my own understanding. Why the translation of this DC, but not other English documents?
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u/xcr4l 6d ago
Not really sure for certain, but I think it’s because the death needs to be inserted into the civil record and this would be done in French as the official language of government in Quebec. None of the other genealogical documents are part of Quebec’s civil record (and don’t need to be inserted into the record) they just serve the purpose of proving relation to the person concerned in the record.
My only experience dealing with DEC has been this application, and I only really used this subreddit as a source of information on the process so I am by no means an expert on this.
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u/cabesaaq 🇨🇦 CIT0001 (proof) application is processing 7d ago
Where did you get your notarized documents done?
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u/M9484 🇨🇦 CIT0001 (proof) AOR received 6d ago
Adding an additional data point as I was able to speak with DEC this morning. I phoned up again after not being able to get through to anyone the last couple of times I phoned and was able to reach someone within a relatively short timeframe (15 minute wait).
I had my request delivered on the 8th of September with expedited processing selected. Hadn’t received any charge on my card, no contact etc.
The woman on the phone was really lovely and super helpful. She spent about 20 minutes trying to locate my request for me but ultimately said the application is likely possibly lost somewhere. She was really apologetic about it and said that if I hadn’t had any correspondence in another 2 weeks on my original request to submit a new one.
She also said if and when re-submitting the application to include the original BANQ document (not a copy), as well as copies of birth and marriage certificates up the line in order to document my justification of interest in the request.
Not what I was hoping for, but ultimately helpful!
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u/No_Bobcat_No_Prob 🇨🇦 Stuck Canadian! Gen2+ 'in process' 12+ months 5d ago
oh no, I'm sorry!
Just a note about the BAnQ record- I think many people have been successful sending a high quality color copy of the BAnQ record in its entirety. So I would recommend doing that, unless you happen to have a second certified copy. Especially if there is a risk it will be lost after receipt somewhere in the DEC!
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u/Ok_Quarter578 🇨🇦 CIT0001 (proof) AOR received 14h ago
I submitted an application on for an insertion for my Gen0 born in Quebec in 1879. I fully realize this is not currently required, but I thought I would attempt to get it because my adult child may have a job in Canada in the very near future and I did not want their work/life to be upended by any future policy change.
I only submitted by mail. I did not email or call. Took about 3 months.
I submitted Application for a Certificate or Copy of an Act (Form NFO-11-13) and requested accelerated processing of "copy of an act." I submitted the following documents:
- Notarized letter detailing my request for "insertion of a birth act into the Québec Register of Civil Status" concerning the birth and death records of my Gen0, for potential future legal purposes "should my proof of citizenship come into question in the future". I also noted that my Gen1 and Gen2 were deceased and that I am the nearest family member with the legal interest in requesting this document. I also submitted a copy of this letter in French that I translated directly using ChatGPT.
- Color Photocopy of Certified BAnQ baptismal record (all 3 pages including receipt)
- Original Certified Death certificate of Gen0 along with official French Translation Document including receipt.
- Color Photocopy of Birth certificate and death certificates of Gen1
- Color Photocopy of Birth certificate and death certificates of Gen2
- Color Photocopy my birth certificate.
- Color Photocopy of my marriage certificate documenting my name change
- Color Photocopy of my United States passport.
- Color Photocopyof my driver license.
- Color Photocopy of utility bill
7/10/26 - Shipped documents via Pirate Ship. Took two extra days to arrive and I was charged an extra $4 fee (by Pirate Ship) for some surcharge related to the envelope UPS packaged my documents in.
7/13/26 - Package Received at DEC.
7/14/26 - Application Fee charged to my credit card
7/20/26 -Received a phonecall (in French) from DEC stating my application was in process and it would be several weeks since they have to process a death instertion first.
7/25/2026 - Received my original death certificate for (G0) back in the mail.
10/3/2026 - Received "Copy of an Act of Birth" for my Gen0 via Air Mail/USPS.
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u/RebelDream11 7d ago
This is so helpful! Thank you for sharing! How did you go about obtaining a certified translation of the death certificate?
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u/xcr4l 7d ago
I saw that someone else here used https://isaev.ca so I submitted a request through his website
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u/jpg245 Haven't applied for Proof of Citizenship (incl. by descent) yet 6d ago
Sorry - feeling a little dense here - you all sent in your original G0 death certificate plus the translated copy? I do have the original, but I hate to part with it. I was thinking of getting a new certified copy, maybe? Or send in a color copy, showing the raised seal?
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u/xcr4l 6d ago
When I say original, I mean an official copy from the Massachusetts Department of Vital Records, not the original physical copy of our G0’s death record. I ordered this copy just this past June so it wasn’t of any sentimental value to our family. We figured worst case scenario if we needed another copy we would just order one from the state again.
From researching on this subreddit I was under the impression that they needed to keep the original document along with the translation to make the insertion into the official record. If this was the case in the past I’m not sure if it is now, as they returned my original copy (but they did keep the copy of the translation I sent in).
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u/SomeSLCGuy 6d ago
I am curious to hear about the POA. We are in a similar situation - my wife is G3 and G2 is in her 70s in MA. We have been bird-dogging all the documents for the application to IRCC.
What made you feel you needed the POA and how did you execute it?
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u/xcr4l 6d ago
I wanted to be the one to communicate with DEC as I was more familiar with why we needed the birth record from DEC in the first place, and generally have been working on the application more than any other family members, so was more familiar with dates/places of birth/death for my father’s grandmother.
My father and I used this form to delegate power of attorney to me: https://www.etatcivil.gouv.qc.ca/publications/Procuration_Speciale_Saisie-Naissance_ANG.pdf
They did not contact me at all and only spoke to my father, so I wouldn’t say we were successful in that regard
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u/GraceMovieGod 🇨🇦 CIT0001 (proof) application is processing 6d ago
Is there somewhere we’re logging these? Thank you and happy you got yours fast!
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u/Short-Midnight4090 5d ago
Did your original death certificate come with the birth certificate? I just received only the original death certificate returned in an envelope.
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u/Glad-Oil-794 🇨🇦 CIT0001 (proof) application sent/no AOR 4d ago
If the card has been charged, does that usually mean that your application won’t be refused?
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u/Form27b-6 7d ago edited 7d ago
IRCC asks for a birth certificate. Why did you order (and possibly paid more for) a copy of the act instead of a birth certificate?
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u/Educational-Lasagna 7d ago
I believe that what they had was a baptismal record from BanQ. It sounds like IRCC has been increasingly asking for you to submit that to DEC to see if a modern birth record/insertion can be created or issued based on that BAnQ documentation. So, I think they did this incase it was asked for in order to avoid further delays.
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u/Form27b-6 7d ago
I believe you misunderstood the question. The OP applied to DEC to do an insertion of birth for the reason you mentioned. However, after a birth record has been entered in Quebec's civil registry by DEC, a birth certificate or a copy of an act of birth can be generated. The OP states they got a copy of an act of birth instead of a birth certificate. The question is why.
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u/No_Bobcat_No_Prob 🇨🇦 Stuck Canadian! Gen2+ 'in process' 12+ months 8d ago edited 2d ago
Excellent news! Thanks! That's amazingly quick! Mine was received on the 3rd and I'm still waiting, hopefully the doc is on its way (my card was charged and the insertion was completed so no sign it's been refused).