If you’ve been asked to get fingerprinted for a new job, professional license, volunteer role, or immigration-related requirement, you’re not alone—and you’re definitely not the first person to wonder, “Okay… what am I supposed to bring?” The paperwork side of fingerprinting can feel confusing because the requirements aren’t always explained clearly, and they can vary depending on the agency, employer, or regulatory body requesting the check.
The good news is that most fingerprinting appointments go smoothly when you show up with the right identification and the right request details. This guide walks you through the most common documents you’ll need, what to do if you don’t have them, and how to avoid the delays that happen when one small detail is missing.
Since lascena.ca readers often balance busy schedules, we’ll also talk about how to prepare when you’re using mobile options and what to expect if fingerprints are being taken at your workplace or home. (Spoiler: preparation still matters, even when the service is coming to you.)
Why fingerprinting is required in the first place
Fingerprinting is used because it’s a reliable way to confirm identity and run a criminal record check against law enforcement databases. For many roles—especially those involving vulnerable people, financial responsibility, security access, or regulated professions—fingerprints are the standard method because they reduce the chance of mistaken identity compared to name-based checks.
Depending on your situation, your fingerprints might be submitted electronically (often called “digital” or “livescan” fingerprinting) or captured using ink. Electronic submissions are now common for employment and licensing because they’re faster to transmit and typically reduce rejection rates caused by smudges or unreadable prints.
It’s also worth noting that “fingerprinting” isn’t just one thing. The documents you need can change depending on whether you’re being fingerprinted for an RCMP check, a vulnerable sector check, a provincial regulator, a U.S. FBI check, or a private organization that has its own process.
The core documents most people need
While requirements vary, most fingerprinting providers and requesting agencies revolve around three essentials: identity documents, request details, and proof of eligibility (when applicable). If you bring those three categories, you’re usually in great shape.
Think of it like boarding a flight: you need to prove who you are, show what you’re there to do, and have the right “ticket” (the request). Fingerprinting appointments are similar—just with more acronyms.
Below we’ll break down each category and give examples of what typically works, what sometimes works, and what usually causes problems.
Government-issued photo ID: your non-negotiable starting point
In most cases, you’ll need at least one valid government-issued photo ID. “Valid” generally means not expired, not damaged, and not so worn that the photo or information can’t be verified. If your ID is expired, don’t assume it will be accepted—many providers are not allowed to proceed.
Commonly accepted primary photo IDs include a passport, a Canadian driver’s licence, a provincial/territorial photo ID card, or a permanent resident card. Some organizations may accept other government photo IDs, but it’s best to confirm ahead of time if you’re bringing something less common.
If you’ve recently changed your name and your photo ID doesn’t match your current legal name, bring supporting documentation (more on that below). Even when the provider can proceed, mismatched names can cause delays when the results are being matched to your file.
What if you don’t have a passport or driver’s licence?
This is more common than people think—especially for students, newcomers, seniors, or anyone who doesn’t drive. Many fingerprinting processes allow you to use a provincial photo ID card instead of a driver’s licence, so if you don’t have one, it may be worth applying for it before your deadline if time allows.
If you truly don’t have a standard photo ID, ask the requesting agency (your employer, regulator, or program) what alternatives they accept. Some will allow a combination of non-photo ID documents, but the rules can be strict and vary by jurisdiction.
Also, don’t wait until the day of your appointment to figure this out. ID issues are one of the top reasons people get turned away and have to rebook.
Bring a second piece of ID when you can
Even if one photo ID is technically enough, bringing a second piece of identification is a smart move. Some agencies require two IDs, and even when they don’t, a backup can save your appointment if your primary ID is questioned or if the details are hard to read.
Secondary IDs may include a health card (where legally permitted), birth certificate, citizenship card/certificate, student ID, or other government-issued documents. The exact list depends on the provider and the requesting body.
When in doubt, bring more than you think you’ll need—just make sure they’re originals unless you’ve been told copies are acceptable.
The request form or reference number: the “why” behind the fingerprints
Fingerprinting isn’t done in a vacuum. The provider needs to know what type of check is being requested and where the results should go. That information often comes in the form of a letter from your employer, a form from your licensing body, or a reference number tied to an online application.
For regulated professions, the regulator may specify the exact submission method and what details must be included (file number, profession code, or service type). For employment, the employer’s letter may include instructions about whether the results go directly to them or to you.
Bring printed documentation whenever possible, even if you received it by email. A screenshot on your phone can work in a pinch, but having a printout reduces the risk of missing details due to low battery, poor reception, or a hard-to-read attachment.
What should the request letter include?
A good request letter usually includes your full legal name, date of birth (sometimes), the reason for fingerprinting (employment, licensing, volunteer), and any file/reference number. It may also specify the agency to which results must be sent.
If the requesting organization has special requirements—like a vulnerable sector check or a specific form of identification—they should mention it. If they didn’t, it’s okay to ask them for clarification before you book.
Some employers also include a contact person or department name. That can be helpful if the fingerprinting provider needs to confirm anything during processing.
Reference numbers and online portals: don’t lose them
Many licensing bodies and government services use online portals that generate a unique reference number. That number might be required at the appointment, and it often helps match your fingerprints to your application.
Write the number down somewhere safe and bring it with you. If it’s only in an email thread, forward it to yourself and save it offline too. It sounds small, but missing reference numbers are another common reason for delays.
If you’re not sure whether you have a reference number, check the instructions from the requesting agency. If the instructions mention “file number,” “application ID,” or “case number,” treat that as essential.
Proof of status or eligibility: when it’s required and when it isn’t
In many employment situations, you won’t need to prove your immigration or citizenship status just to be fingerprinted. However, some processes—especially those tied to immigration applications or certain government programs—may require additional documentation.
Examples include a permanent resident card, work permit, study permit, or other official documents. Sometimes the requesting agency wants to verify identity across systems, and status documents help ensure the correct record is returned.
If you’re unsure, check the instructions you were given. If they mention IRCC, immigration, visa processing, or cross-border checks, expect to bring more than your basic ID.
Newcomers and name variations
If you’re new to Canada or have lived in multiple countries, you may have minor differences in how your name appears across documents (middle names, hyphenation, accents, or different ordering). That’s normal, but it can create confusion if your request letter uses one version and your ID uses another.
Bring documentation that helps connect the dots—like a passport plus your PR card, or a work permit plus a government photo ID. The goal is to make it easy for the provider to enter your details accurately.
If you’ve ever used an alias or a different legal name, follow the requesting agency’s instructions about disclosure. Don’t guess; ask them what they require.
Volunteers and vulnerable sector checks
For volunteer roles—especially with children, seniors, or other vulnerable populations—there may be extra requirements. Some organizations require a letter confirming you’re volunteering, and some jurisdictions have specific processes for vulnerable sector screening.
It’s important to bring the volunteer letter if you have one, because it can affect the type of check performed and, in some cases, the fee structure. Again, this varies widely.
Also be aware that vulnerable sector checks can take longer. If your start date is soon, build in extra time and don’t book your appointment at the last minute.
Name changes, marital status changes, and other “paperwork surprises”
Name changes are one of the biggest sources of confusion in fingerprinting. The fingerprinting provider must enter your name exactly as required by the requesting agency and as supported by your identification. If your documents don’t match, you may need to bring supporting paperwork.
Common supporting documents include a marriage certificate, legal name change certificate, divorce certificate, or court order. If you’ve changed your name but haven’t updated your primary photo ID yet, you’ll almost certainly need the legal document showing the change.
Even if the provider can proceed with your “old” name, your results might not match your current application if the regulator or employer expects your new legal name. It’s worth sorting out before your appointment.
What if your ID has a different address?
Address mismatches are usually less serious than name mismatches, but they can still matter depending on the process. Some request forms ask for your current address, and the provider may need to record it accurately.
If you’ve moved recently, bring something that shows your current address (for example, a utility bill or a bank statement) if you think it could come up. Some agencies don’t care; others do. It’s better to be prepared than surprised.
If you’re living temporarily somewhere else (like a student address), ask the requesting agency which address they want on file.
Date of birth discrepancies
This is less common, but it happens—especially when documents are issued in different countries or formats. If your request letter lists a different date of birth than your ID, stop and clarify before you get fingerprinted.
Fingerprints are linked to identity details. If those details are wrong, results can be delayed or misrouted, and fixing it later can be frustrating.
If you notice a discrepancy, contact the organization that issued the request and ask them to correct it in writing.
Employment fingerprinting: what employers typically ask for
Employers usually want a criminal record check as part of onboarding, especially for roles in healthcare, education, finance, security, government contracting, and positions with access to sensitive data. Some employers request fingerprints only when a name-based check returns a potential match or when the role requires a higher level of screening.
In an employment context, your employer may provide a letter that includes the company name, your position, and where the results should be sent. Sometimes they’ll also include a deadline or onboarding date, which is helpful for you to plan timing.
If the employer is paying for the fingerprints, they might provide a billing code or instructions for invoicing. Bring that information so you don’t end up paying out of pocket by accident.
Bring your employee or applicant details if you have them
Some larger organizations assign an applicant ID, requisition number, or onboarding ticket. While not always required, it can help ensure your results get matched to the right internal file.
If you’re working with a staffing agency, bring the agency contact’s details too. Staffing setups can involve multiple parties, and having the right contact info can prevent back-and-forth later.
If you’re unsure who receives the results, ask before your appointment. You don’t want results sent to the wrong department or delayed because no one recognizes the file.
Special cases: security clearances and controlled access roles
If your role involves security clearance or access to controlled sites, the documentation can be more specific. You might receive a package of forms, a clearance application ID, or instructions that specify the exact type of check.
In these cases, accuracy matters even more. Double-check spelling, middle names, and any reference numbers. If you have a clearance coordinator, confirm with them what you should bring.
Also consider timing. Security-related checks can take longer than standard employment checks, so build in a buffer.
Licensing and professional regulation: the paperwork can be more detailed
Professional licensing bodies often have strict identity verification requirements. They may require fingerprints as part of initial licensing, reinstatement, or periodic renewal—especially in professions where public trust and safety are central.
In licensing scenarios, you’re more likely to see specific instructions about how fingerprints must be submitted and what identifiers must be included. For example, a regulator may require your license application number to be included exactly as issued.
If you’re applying in one province but living in another, confirm whether the regulator accepts out-of-province fingerprinting and whether they require a specific provider or format.
Common licensing situations that trigger fingerprinting
Fingerprinting can come up for real estate licensing, insurance licensing, nursing and other healthcare credentials, security guard licensing, childcare-related certifications, and roles in law or finance. Each regulator has its own workflow, so don’t assume your friend’s experience will match yours.
Some regulators require the results to be sent directly to them. Others allow results to be released to you so you can upload them. The document you receive from the regulator should clarify this, but if it doesn’t, ask.
If you’re dealing with multiple regulators (for example, applying in two provinces), keep your paperwork organized so you don’t mix up reference numbers.
When you need forms signed or witnessed
Occasionally, a licensing body requires a form to be signed, witnessed, or notarized as part of the overall application package. This is separate from fingerprinting, but it often happens around the same time, so people try to do it all in one day.
If you’re in that situation, make sure you know which documents need witnessing and whether the witness must meet certain criteria. Some organizations require the witness to be a specific type of professional.
If notarization is required, you may need a notary public to certify copies or witness signatures, depending on the application. Always check the regulator’s wording so you bring the right documents and avoid paying for a service you don’t actually need.
Mobile fingerprinting: what to prepare when the service comes to you
Mobile fingerprinting can be a lifesaver if you’re juggling work, caregiving, or a tight schedule. It’s especially helpful for workplaces onboarding multiple employees, or for individuals who find it difficult to travel to an office during business hours.
If you’re considering mobile fingerprinting services, the document requirements don’t magically disappear. You’ll still need your IDs and request paperwork ready to go, and you’ll want to plan for a smooth setup so the appointment doesn’t run long.
Think of mobile appointments as “same process, different location.” The convenience is real, but preparation is what makes it quick.
Set up a clean, well-lit space (and keep documents together)
Before the technician arrives, choose a spot with decent lighting and enough space for equipment and paperwork. A kitchen table or a desk is usually perfect. If the appointment is at a workplace, a small meeting room can help keep things private and organized.
Put your IDs and request documents in one folder so you’re not hunting for them at the last second. If you have supporting paperwork (name change documents, proof of status, volunteer letter), stack it in the order you expect it to be needed.
If you’re coordinating for a group (like a team onboarding), make a checklist for each person. One missing ID can slow down everyone.
Know who needs to be present
For personal appointments, you’ll need to be there, obviously—but if your request letter is issued by an employer, it can help to have a contact person available by phone in case there’s a question about the submission details.
For workplace appointments, assign one coordinator to manage scheduling, confirm identities, and handle any billing paperwork. This keeps the process efficient and reduces confusion.
Also, set expectations with staff: arrive on time, bring IDs, and avoid hand lotion right before printing (it can affect print quality).
On-site workplace fingerprinting: making it easy for teams
When multiple employees need fingerprinting—like in healthcare facilities, security companies, or large seasonal hiring pushes—on-site options can reduce downtime and help HR keep onboarding moving.
Providers offering on-site fingerprinting solutions often work with organizations to schedule blocks of time, process employees efficiently, and ensure documentation is consistent across the group.
But the organization still needs to do some homework to prevent bottlenecks. Most delays come from inconsistent paperwork, not from the fingerprinting itself.
HR document checklist for group appointments
If you’re coordinating on-site fingerprinting for a team, create a standardized checklist that everyone receives ahead of time. Include what counts as acceptable ID, whether a second ID is required, and what request letter or form must be brought.
It’s also helpful to clarify whether employees should bring payment (if they’re paying individually) or whether the company is covering the cost. If the company is paying, provide the purchase order or billing instructions in writing.
Finally, remind employees to bring original documents, not photocopies, unless the provider explicitly allows copies.
Privacy and comfort matter more than you’d think
Fingerprinting is routine, but it can feel personal. If you’re running on-site appointments, choose a space where employees aren’t being processed in front of coworkers or the public. A private room reduces stress and helps the appointment run smoothly.
Also, build in time for questions. Some employees will be doing this for the first time and may worry about what the check means. A calm, organized process helps everyone feel more comfortable.
When people feel rushed, they forget documents. When they forget documents, the schedule falls apart. A little planning goes a long way.
Digital vs. ink fingerprints: do the documents change?
Usually, your documents don’t change much based on whether fingerprints are captured digitally or with ink. You still need to prove identity and provide the reason for the check. What does change is how the fingerprinting provider submits the prints and how long results may take.
Digital fingerprinting is often preferred for speed and accuracy. Ink fingerprinting may still be required for certain out-of-country checks, older processes, or specific agencies that require physical cards.
If you’re not sure which method you need, the requesting agency should specify it. If they didn’t, ask them directly—don’t assume the provider will decide for you.
If you need ink fingerprint cards
When ink cards are required, you may need to bring the fingerprint card itself (or confirm the provider supplies it). Some agencies require a specific card format, such as an FD-258 for FBI checks, or a locally approved card for certain international requests.
Check whether the agency wants multiple cards (sometimes two sets are requested). If you’re mailing cards internationally, consider bringing a sturdy envelope and asking about best practices to prevent smudging or damage.
Ink prints can be perfectly acceptable, but they’re less forgiving—so follow instructions carefully and don’t rush.
For digital submissions, confirm where results go
Digital submissions often move quickly, but you still need clarity on who receives the results. Some checks are sent directly to the requesting organization; others are released to you. The request letter should specify this.
If the results are sent to you, confirm whether you’ll receive them by mail, email, or through an online portal. If you’re on a tight deadline, ask what the typical turnaround time is and whether expedited options exist.
Also verify your mailing address if anything is being sent physically. Simple address errors can cause major delays.
Common reasons people get turned away (and how to avoid it)
No one wants to take time off work, travel (or schedule mobile service), and then be told they can’t be fingerprinted that day. Most “turned away” situations come down to a few predictable issues.
Knowing what they are helps you avoid them completely. Here are the most common problems and how to sidestep them.
If you’re ever unsure, call or email the provider before your appointment. A two-minute check can save you a full reschedule.
Expired, damaged, or unacceptable ID
An expired driver’s licence, a cracked card with unreadable text, or a document that isn’t considered government-issued can stop the appointment immediately. Even if you “know it’s you,” the provider has rules they must follow.
Check your ID dates a week before your appointment. If something is close to expiring, renew it early if you can.
If you’re relying on a less common ID, confirm acceptance in advance and bring a backup document.
Missing request details or wrong type of check
Sometimes people show up knowing they need “a background check,” but they don’t know whether it’s for employment, licensing, vulnerable sector, or something else. Without the right request details, the provider may not be able to submit your fingerprints correctly.
Bring the letter or form and read it before your appointment. If the instructions are unclear, ask the requesting organization to clarify in writing.
This is especially important when you’re dealing with a professional regulator, because the submission requirements can be specific.
Last-minute name mismatch surprises
If your request letter uses your married name but your ID shows your maiden name (or vice versa), you may need supporting documents. Don’t assume the provider can “just fix it.”
Bring your legal name change paperwork if there’s any chance of mismatch. If you don’t have it, contact the requesting agency and ask what they’ll accept.
Fixing mismatches after submission can take time and may require reprocessing, so it’s worth getting right the first time.
Practical checklist: what to pack for your fingerprinting appointment
If you want a simple way to prepare, use this checklist as a starting point. Not every item applies to every situation, but it covers the most common needs for employment and licensing fingerprinting.
Bring: (1) one primary government-issued photo ID, (2) a second ID if possible, (3) your request letter/form and any reference numbers, and (4) supporting documents for any name changes. If your situation involves immigration or international checks, add proof of status and any required fingerprint cards or special forms.
If you’re doing mobile or on-site appointments, also plan your space and timing: good lighting, a clear table, and all documents in one folder. That small bit of organization is often what turns a stressful errand into a quick task you can cross off your list.
Timing, results, and what happens after your appointment
After your fingerprints are taken, the provider submits them according to the required process. Turnaround time depends on the type of check, the agency receiving it, and whether any manual review is needed.
If your prints are rejected for quality (which can happen more often with ink or with very faint ridge detail), you may be asked to redo them. If you’re worried about this—because of certain skin conditions, age-related changes, or work that wears down fingerprints—ask the provider what can be done to improve capture quality.
Finally, keep copies of your request letter, receipt, and any reference numbers until you’ve confirmed the results have been received and accepted. It’s much easier to resolve issues when you have the paper trail handy.
When you’re not sure, ask one simple question first
If you’re feeling overwhelmed by the “what do I need?” part of fingerprinting, here’s the simplest way to get clarity: ask the requesting organization, “What exact type of fingerprint-based check are you requiring, and what document do I need to bring to prove it?”
That one question usually surfaces whether you need a specific form, a vulnerable sector letter, a reference number, or extra identity documents. Once you have that, the rest is mostly logistics.
Fingerprinting is one of those tasks that feels complicated until you’ve done it once. With the right documents in hand, it’s typically straightforward—and you’ll walk away knowing you’re one step closer to starting your new job, getting licensed, or moving your application forward.