Having an up-to-date photo is a must
In order to protect the public and build a relationship of trust, it is important that clients can confirm that you are indeed the person they will be dealing with and that you hold a valid licence.
In the digital age, people are becoming more concerned about the security of their personal information. However, as part of a real estate transaction, a lot of confidential information will be sent to you. Therefore, according to the Regulation respecting brokerage requirements, professional conduct of brokers and advertising*, you must show your licence upon request.
In addition, the photo on your licence constitutes your professional image with anyone who consults your record in the Register of licence holders. It is therefore essential that it be up to date and meet various criteria.
An up-to-date photo
In accordance with the Regulation respecting the issue of broker’s and agency licences*, your photo is valid for five years since the time it was taken. Your photo change will not result in any fees if it is done within 12 months prior to the expiry of the 5-year period. Outside this period, some fees will apply.
Important: An expired photo will lead to licence suspension
You must fulfil your obligations your obligations to avoid the suspension of your licence, which will have an impact on your ongoing transactions and, consequently, on public protection. Any licence holder whose licence will be suspended or failing to fulfil his obligations towards the OACIQ will have to fill in a form to request the lifting of his suspension, pay the fees related thereto as well as the photo change fee. For more information on the consequences of a suspension, read this article.
Applicable fees:
- If your photo has already expired, fees will apply.
- If your photo will expire soon, there will be no charge for your photo change if it is done within 12 months prior to the due date indicated in My record. Act now, because outside this period, fees will apply.
- If you wish to change your photo, but it will expire in more than 12 months, fees will then apply, since you are not within the 12-month period prior to the due date indicated in My record.
As a reminder, a suspended licence bars the holder from practicing, as explained in this article and comes with additional consequences.
* Your licence is revoked and you have maintained your acquired rights? If so, you do not have change your photo if it is currently expired. When reactivating your licence, you will have to provide a valid licence photo with your request for licence issuance. For more details, read this article.
Changing your photo online
To update your photo, you can do it online (fastest method). On synbad.com, go to My record, click “Change my photo” and then follow the instructions on the screen.
IIMPORTANT: When changing photos online, only a digital photo should be used.
Exceptionally, if you only have a paper photo, you can digitize it ONLY if your photo does not lose its quality. Otherwise, your photo change request cannot be processed.
If the photo cannot be uploaded online, it can be sent by email. You must pay the applicable fees, if necessary, and attach the duly completed this payment stub.
Your photo must meet the following requirements:
- have been taken within less than 6 months;
- be in JPEG format;
- measure at least 345 px X 450 px (although this is passport size, you are allowed to smile, wear glasses, etc.);
- with a resolution between 72 and 300 dpi;
- be in colour;
- be on a white background, a full-face view, including head and shoulders, face uncovered.
A photo taken with a smartphone is accepted, if it meets the above requirements.
Remember that your photo will appear on your licence and on the Check a broker’s record tool, which is viewed by the public on our oaciq.com site. For this reason, the Certification Department will determine whether the professional image standards are met.
Here is an example of an acceptable photo and one that does not meet the criteria:
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Changing your photo by mail
If you want to change it through mail, your photo must meet the following criteria:
- bear the date on which it was taken on the back; remember that the photo must have been taken in the last six months
- be submitted in paper format
- measure 2” X 2¾” (although this is passport size, you are allowed to smile, wear glasses, etc.)
- be in colour
- be on a white background, a full-face view, including head and shoulders, face uncovered
- bear your licence number on the back
Then, complete this payment stub, attach your photo and mail to:
OACIQ – Certification Department
4905 Lapinière Blvd., Suite 2200
Brossard (Québec) J4Z 0G2
After sending your request
Once your photo change request is filed, either by mail or on synbad.com, your photo will not be updated automatically. Verifications must then be carried out by the Certification Department to ensure that the photo meets all the requirements.
Note: A minimum delay of 5 business days is required to approve your photo and change it in My record and the Register of licence holders. During this time, your old photo will still be visible in My record.
In addition, if we are unable to determine exactly the date on which it was taken, an agent will contact you to confirm the date.
Following the processing of your request, we will make the change in your record and send you your licence with your new photo.
For more information, please contact Info OACIQ or the Certification Department at 450-462-9800 or 1-800-440-7170.
* Section 1 of the Regulation respecting brokerage requirements, professional conduct of brokers and advertising, and section 12 of the Regulation respecting the issue of broker’s and agency licences.