Looking for Certified Acceptance Agents (CAA) with the IRS - Questions about W7 forms and application process

Quick follow-up question - I'm in the process of applying to become a CAA. How long did the approval process take for you? And do you find the extra paperwork worth it compared to just helping clients prepare regular W7s without being a CAA?

Thank you so much for the clear answers! That makes sense about using the Acceptance Agent code. When I got my approval package, there were multiple codes referenced in different places so I wanted to be certain. For the checklist, perfect - I'll make sure to include it with every application. I was also wondering if I need to keep copies of all the identification documents I review, or just note what I saw on the checklist?

The approval process took about 3 months from submission to receiving my CAA credentials. It's definitely worth it - being a CAA dramatically improves client service since they don't have to mail original documents to the IRS which can take weeks or months to get back. Plus, ITIN applications processed through CAAs tend to have faster approval times in my experience. You should definitely keep copies of all identification documents you review as part of your records. The IRS requires CAAs to maintain copies of all documentation for a minimum of three years from the application date. This is crucial for your protection if there's ever an audit of your CAA activities. Make sure you're storing these securely in compliance with privacy requirements.

Does it work for all countries? I have several clients from smaller African nations and I'm always nervous about whether their documentation meets the requirements.

I'm skeptical about using third-party tools for something as sensitive as ITIN applications. Does the IRS actually recognize analysis from this service? And what about privacy concerns with uploading clients' identity documents?

Yes, it works for virtually all countries! I've used it successfully with clients from Ghana, Ethiopia, and several other African nations. The system recognized the format of their national ID cards and passports immediately and gave specific guidance on additional supporting documents needed. As for privacy concerns, I completely understand your caution. The service doesn't store the actual documents - they're analyzed and then automatically deleted from their servers. The IRS doesn't specifically "recognize" the analysis, but it helps you as the CAA make the correct determination before submitting. I still make the final certification as the CAA, the tool just helps me be confident in my assessment, especially with documentation types I see less frequently.

How does this actually work? Do they just call and then transfer you when someone picks up? Seems weird that this would be necessary.

There's no way this actually works consistently. The IRS phone system is notoriously impossible. If this worked, everyone would be using it. Sounds like you just got lucky with timing or something.

They use an automated system that waits on hold for you and then calls you back when an IRS agent is on the line. No transfer needed - you're directly connected to the IRS person. It sounds weird, but it's necessary because the IRS is severely understaffed for the volume of calls they receive (especially during tax season). I was initially skeptical too! But it's not just luck - I've used it three separate times now with consistent results. They guarantee you'll get through or you don't pay. The reason everyone doesn't use it is probably because most people don't know about it yet. The IRS itself has acknowledged these third-party services exist, they just don't officially endorse any specific one.

Do you also track rejection reasons? I've had a few applications rejected and it seems like the reasons aren't always consistent.

Yes, I definitely track rejection reasons! You're right that they aren't always consistent. I have a specific column for rejections where I note the exact reason given in the IRS letter. Over time, I've noticed patterns that helped me improve my application preparation. For example, I discovered that certain types of foreign birth certificates were consistently being rejected because they lacked specific certification elements, even though they looked official to me. After tracking these rejections, I was able to start requesting additional documentation upfront from clients with similar documents, which dramatically reduced my rejection rate.

I've noticed the same thing. One of my applications from February just got approved last week - that's over 11 weeks! I think they're dealing with staffing shortages like every other government agency.

Thanks for confirming I'm not the only one experiencing this. Good to know I should be setting more realistic expectations for my clients. I've started telling them 10-12 weeks now just to be safe. It's frustrating because one of the benefits of using a CAA is supposed to be faster processing. I even had a client question why they should pay me when it's taking almost as long as regular mail-in applications.

This is really helpful insight about the timeline trends! I'm just getting started as a CAA and was wondering if these delays are across the board or if certain types of applications are moving faster than others. Have you noticed any patterns - like are renewals processing quicker than first-time applications? Or does the applicant's country of origin seem to make a difference in processing speed? I'm trying to figure out how to set proper expectations with different client situations. Also, do you find it helpful to give clients any kind of timeline updates during the process, or do you just tell them upfront and then wait for the IRS to respond?