How much does a CAA charge vs mailing to the IRS?

Mailing to the IRS costs $0 in service fees (you only pay postage). A CAA service costs $297 to $397 depending on the provider. itin.so charges $297 (Standard) or $297 (Express). The $297 fee covers W-7 preparation, document review, CAA certification, and submission. The IRS charges $0 to issue the ITIN regardless of method.

How long does each method take?

Both methods have the same 7-11 week IRS processing time after the IRS receives your application. The difference is preparation: CAA services prepare in 2-10 business days and submit to the IRS. DIY mail requires you to prepare the application yourself and mail it. If approved on first attempt, total timeline is 8-12 weeks for both methods.

What happens to my passport if I mail it to the IRS?

The IRS holds your original passport for the entire 7-11 week processing period. Your passport is returned by registered mail after processing. During this time, you cannot travel internationally. If your application is rejected, the IRS holds your passport during the correction period (additional 4-8 weeks). Total time without passport: 8-20 weeks.

Can I send notarized copies instead of my original passport?

Yes, but only copies certified by the issuing agency (your country's consulate or embassy in the US) are accepted by the IRS. Regular notarized copies from a notary public are NOT accepted. Consular certification can cost $50-$200 and requires a visit to your country's nearest consulate. A CAA can certify copies for less hassle.

What is a Certifying Acceptance Agent exactly?

A CAA is an individual or business authorized by the IRS under 26 CFR 301.6109-1 to verify identity and foreign status documents for ITIN applications. CAAs complete a certification program, pass an IRS suitability check, and are listed in the IRS CAA directory. The CAA examines your original documents, certifies copies, and attaches them to your W-7.

Can I use a CAA from a different state or country?

Yes. CAAs are authorized to certify documents for applicants anywhere in the world. itin.so serves 150+ countries through its online process. You can upload documents digitally for review, and the CAA certifies them remotely. No in-person visit is required for most CAA services, though some may offer optional in-person appointments.

Is there a third option besides CAA and mail?

Yes. You can apply in person at an IRS Taxpayer Assistance Center (TAC). This is free and you keep your passport. However, TAC locations are limited (about 370 offices nationwide), not all offer ITIN services, appointments are required, and wait times can be long. You still need a complete W-7 form and all supporting documents.

What documents does the IRS require for an ITIN application?

All ITIN applications require: completed Form W-7, a federal tax return (Form 1040-NR for non-residents), and identity/foreign status documents. The primary document is a passport (which proves both identity and foreign status). Without a passport, you need 2 documents from the IRS-approved list (birth certificate + driver's license, national ID + visa, etc.).

Which method has a higher approval rate?

CAA-submitted applications have higher approval rates because the CAA reviews the application for completeness and accuracy before submission. Industry data suggests CAA applications have approval rates above 95%, while DIY mail applications have approval rates of 75-85%. The main cause of DIY rejections is form errors that a CAA would catch during review.

Updated April 2026

ITIN Application: CAA vs Mail to IRS 2026

There are two primary ways to submit your ITIN application: through a Certifying Acceptance Agent (CAA) or by mailing Form W-7 directly to the IRS. The CAA method costs $297+ but keeps your original passport safe. The mail method costs $0 but requires sending your original passport to the IRS for 7-11 weeks. This guide compares both methods on cost, timeline, document handling, pros, and cons so you can choose the right approach.

How Do CAA and Mail Applications Compare?

Factor	CAA (e.g., itin.so)	Mail to IRS
Cost	$297	$0 (+ postage)
Passport handling	Stays with you	Mailed to IRS (7-11 weeks)
Document certification	CAA certifies copies	Original or consular copies
W-7 preparation	Prepared by professional	You prepare yourself
Error review	Pre-submission review	No review (errors found by IRS)
Approval rate	95%+	75-85%
IRS processing	7-11 weeks	7-11 weeks (same)
Available from abroad	Yes (150+ countries)	Yes (international mail)
Support	Email + WhatsApp (Express)	IRS hotline only
Guarantee	Money-back (Express)	None

What Are the Pros and Cons of Using a CAA?

Pros:

Your original passport stays with you
Professional reviews W-7 for errors before submission
95%+ approval rate due to pre-submission review
Fully online process from 150+ countries
WhatsApp and email support available
Money-back guarantee (Express tier)
CAA handles resubmission if corrections needed

Cons:

Costs $297 (vs $0 for DIY mail)
Must share documents with a third party
Preparation adds 2-10 business days before IRS submission
Must verify the CAA is IRS-authorized

What Are the Pros and Cons of Mailing to the IRS?

Pros:

$0 service cost (only postage)
No third-party involvement
Direct communication with the IRS
Can be done from any country

Cons:

Must mail original passport (7-11 weeks without it)
No pre-submission error review
15-25% rejection rate due to form errors
Rejection adds 4-8 weeks to timeline
Risk of passport loss in mail
No support during the process
No guarantee or recourse if rejected

How Does Each Method Handle Your Identity Documents?

Document handling is the most important difference between the two methods. Here is exactly what happens to your passport and other documents:

CAA Method

You show your original passport to the CAA (in person or via secure upload)
The CAA examines the passport, verifies it is genuine and current
The CAA creates certified copies and stamps them with their IRS authorization
Your original passport is returned to you immediately
The CAA sends certified copies with your W-7 to the IRS
The IRS accepts certified copies from authorized CAAs

Mail Method

You mail your original passport with your W-7 to the IRS ITIN Operation in Austin, TX
The IRS receives and logs your documents (1-2 weeks from mailing)
Your passport is held during the 7-11 week processing period
After processing, the IRS mails your passport back via registered mail
If rejected, your passport is held during the correction period
Alternative: get certified copies from your country's consulate ($50-$200)

Is There a Third Option? The IRS Taxpayer Assistance Center

Yes. The IRS operates approximately 370 Taxpayer Assistance Centers (TACs) across the US. Some TACs accept ITIN applications in person. This method is free ($0) and you keep your passport. However, there are significant limitations:

Not all TACs offer ITIN services — call ahead to confirm
Appointments are required and often booked weeks in advance
You must be physically present in the US
You still need to bring a complete W-7 and all supporting documents
The TAC verifies your documents but does not prepare your W-7
Processing time is still 7-11 weeks after the TAC submits your application

The TAC option is best for ITIN applicants who are already in the US and near a participating TAC location. For applicants outside the US, a CAA service like itin.so is the practical choice.

What Is the Best Way to Apply for an ITIN?

Our recommendation:

Use a CAA service if you have one passport, live outside the US, have a deadline, or want professional preparation. Use mail if you have a second passport and are comfortable preparing Form W-7 yourself. Visit an IRS TAC if you live near one and can get an appointment. For most ITIN applicants worldwide, a CAA service offers the best balance of passport safety, approval rates, and convenience.

CAA vs Mail: Frequently Asked Questions

A CAA (Certifying Acceptance Agent) verifies your identity documents and sends certified copies to the IRS, so your original passport stays with you. Mailing directly to the IRS requires sending your original passport (or notarized copies from your home country's consulate), which the IRS holds for 7-11 weeks. Both methods result in the same IRS processing time.

Apply through a trusted CAA. itin.so serves 150+ countries starting at $297.

Apply for Your ITIN Today