Can You Use Your Email for Someone Else's eTA?

Complete guide to email rules for eTA applications filed on behalf of others

On This Page You Will Find:

• The exact rules for using your email on someone else's eTA application
• What communications you'll receive (and for how long)
• Step-by-step guidance for applying on behalf of others
• Smart alternatives to protect your inbox
• Common mistakes that delay applications

Summary:

If you're helping a friend, family member, or client apply for a Canadian eTA, you might wonder whether you can use your own email address in their application. The short answer is yes – but this decision comes with a 5-year commitment to receiving all government communications about their travel authorization. This comprehensive guide reveals the pros and cons of this approach, walks you through the proper application process, and shows you smarter alternatives that many applicants overlook. Whether you're a parent applying for your child, helping an elderly relative, or working as an immigration representative, understanding these email rules could save you years of unwanted notifications.

🔑 Key Takeaways:

• You can legally use your email for someone else's eTA application
• You'll receive ALL government emails for up to 5 years after approval
• The applicant's own email is always the preferred option
• Representatives and family members follow the same email rules
• Proper setup prevents communication mix-ups and delays

Maria Santos learned this lesson the hard way. After helping her elderly mother apply for a Canadian eTA using her own email address, she spent the next three years receiving government reminders, travel advisories, and renewal notices meant for her mom. "I had no idea it would last so long," she recalls. "Every few months, another email would pop up about my mother's travel status."

If you're considering using your email address for someone else's eTA application, you're not alone. Thousands of Canadians help family members, friends, and clients navigate the electronic Travel Authorization process each year. But before you enter your email in that application form, here's what you need to know about the long-term commitment you're making.

Understanding the Email Commitment

When you use your email address for someone else's eTA application, you're essentially becoming their official communication contact with Immigration, Refugees and Citizenship Canada (IRCC). This isn't just for the initial application – it's a relationship that can last up to five years.

Here's what lands in your inbox when you use your email:

Immediate Communications:

• Application confirmation receipts
• Processing updates and status changes
• Approval or refusal notifications
• Payment confirmations

Long-term Communications:

• Annual travel advisory updates
• Policy changes affecting eTA holders
• Renewal reminders (eTAs are valid for up to 5 years)
• Security alerts or travel restrictions
• System maintenance notifications

The volume might surprise you. IRCC sends approximately 8-12 emails per year to eTA holders, with additional messages during peak travel seasons or when policy changes occur.

When Using Your Email Makes Sense

Despite the long-term commitment, there are legitimate situations where using your email address is the practical choice:

For Minor Children: Parents routinely use their email addresses when applying for their children's eTAs. Since minors typically don't have their own email accounts, this arrangement makes perfect sense. Just remember that you'll continue receiving these emails even after your child becomes an adult.

For Elderly Family Members: If your elderly parent or grandparent isn't comfortable with email or doesn't have regular internet access, using your email ensures important communications don't get missed.

For Immigration Representatives: Professional representatives often use their business email addresses for client applications. This allows them to monitor application status and provide timely updates to their clients.

Emergency Situations: When someone needs to travel urgently and doesn't have time to set up their own email account, using yours can expedite the process.

The Smarter Alternative Most People Miss

Here's what immigration experts recommend: create a dedicated email account for the applicant, even if they're not tech-savvy. Services like Gmail, Yahoo, or Outlook offer free email accounts that take less than five minutes to set up.

This approach offers several advantages:

• The applicant receives direct communication from IRCC
• You avoid years of forwarded emails
• The applicant maintains control over their immigration communications
• Future applications or renewals are simpler

If the applicant needs help managing their email, you can still assist by:

• Setting up email forwarding to your address
• Checking their account periodically
• Helping them respond to important messages

Step-by-Step: Applying on Behalf of Someone Else

When you're ready to complete an eTA application for another person, the process differs slightly from a standard application. Here's the exact sequence:

Step 1: Start the Application Navigate to the official IRCC eTA application website. At the beginning of the form, you'll see the question: "Are you applying on behalf of someone?" Answer "Yes" to this question.

Step 2: Enter Your Information First The system will prompt you to complete the "Parent/guardian or representative details" section with your information, including:

• Your full legal name
• Your relationship to the applicant
• Your contact information
• Your representative designation (if applicable)

Step 3: Complete the Applicant's Information Next, you'll fill out the main application sections with the traveler's details:

• Personal information (name, date of birth, citizenship)
• Contact details (this is where you decide on the email address)
• Address information
• Travel and background questions
• Consent acknowledgments

Step 4: Make the Email Decision In the contact details section, you'll choose between:

• The applicant's email address (recommended)
• Your email address (if the applicant has no email)
• A shared or family email account

What Immigration Representatives Need to Know

If you're an immigration consultant, lawyer, or other representative applying for client eTAs, the email decision carries professional implications. Using your business email means:

Benefits:

• You can monitor application progress
• Clients receive faster updates through you
• You maintain control over the communication timeline
• Professional oversight of the entire process

Drawbacks:

• Your inbox receives emails for up to 5 years per client
• Clients may become dependent on you for routine communications
• Potential privacy concerns with long-term email access
• Administrative burden of managing multiple client communications

Many successful representatives create a dedicated email system for eTA applications, using addresses like "eta-clients@yourfirm.com" to separate these long-term communications from daily business correspondence.

Common Mistakes That Cause Delays

Based on IRCC processing data, several email-related mistakes frequently slow down eTA applications:

Mistake #1: Using Temporary Email Addresses Some applicants use disposable or temporary email services. When IRCC sends follow-up communications months later, these emails bounce back, creating processing delays.

Mistake #2: Typos in Email Addresses A single mistyped character means the applicant never receives their eTA approval. Always double-check email addresses before submitting.

Mistake #3: Using Work Emails Without Permission Company email systems often block government communications or may be inaccessible if the person changes jobs during the 5-year eTA validity period.

Mistake #4: Not Informing the Applicant If you use your email, make sure the traveler knows they should contact you for any eTA-related questions or issues during their trip.

Managing Long-Term Email Communications

If you've already committed to using your email for someone else's eTA, here are strategies to manage the ongoing communications effectively:

Create Email Filters: Set up automatic filters in your email client to:

• Sort eTA emails into a dedicated folder
• Forward copies to the applicant (if they later get an email address)
• Flag urgent communications that require immediate action

Maintain a Simple Tracking System: Keep a basic record of:

• Who you've applied for and when
• Their eTA expiration dates
• Any important communications received
• Contact information for reaching them about updates

Plan for the Future: Remember that eTAs can be renewed, and the applicant might need your help again. Consider whether this long-term arrangement works for your situation.

Your Next Steps

Before making the final decision about which email address to use, ask yourself these questions:

• Does the applicant have their own email address?
• Are you comfortable receiving government emails for up to 5 years?
• Will you be able to forward important information to the applicant promptly?
• Is there a family email address that might work better?

If you decide to use your email address, make sure both you and the applicant understand the arrangement. Set clear expectations about how you'll communicate important updates and what happens if your email address changes.

The eTA application process is designed to be flexible, accommodating various family situations and technological comfort levels. Whether you use your email or help someone set up their own, the most important thing is ensuring they receive the communications they need for successful travel to Canada.

Remember, an eTA is just one part of the travel equation. The person you're helping will also need a valid passport and must meet all other entry requirements when they arrive in Canada. But by handling the email decision thoughtfully, you're setting them up for smooth communication with Canadian immigration authorities for years to come.