1.00.14 Confirmation Letters

Policy

ATTENTION:
Please refer to COVID-19 Emergency Interim Policies which provides details for temporary exceptions to this policy.

A Confirmation Letter confirms information contained in MOVES when the associated search report does not confirm the specific information requested, and when the Registrar must confirm archived records.

A registry agent may produce Confirmation Letters confirming the following:

  • Client demographic information.
  • Driver’s licence details.
  • Vehicle registration.
  • Vehicle registration and registrant details including lease information.
  • Vehicle registration and registrant details indicating the beginning and end of registration.
  • Vehicle registration for the United States indicating Alberta does not issue a Certificate of Title for a vehicle.
  • Vehicle status.

A registry agent must follow the templates of the sample letters outlined in the Motor Vehicle User Guide Manual Catalogue U.G. 5.3.03 when completing confirmation letters.

If a client requests information that cannot be confirmed by processing a search report, and there is not an existing sample letter template that would confirm the requested information, the search request must be forwarded to Data Access and Contract Management (DACMU) for processing.

Note:
“Date First Licenced” cannot be confirmed in MOVES. A registry agent must not use the Date First Licenced Display when completing confirmation letters as this field may contain information from another jurisdiction. DACMU also cannot confirm “Date First Licenced”; however, if the request is for insurance purposes, DACMU may process a “Driver Information Confirmation Letter for Insurance Purposes” which will only confirm the date the driver’s licence was first issued in Alberta (according to MOVES). Other types of “Operator History” letters may be processed by DACMU based on the purpose provided by the client.

Confirmation Letters may be released to the following:

Requirements 

Clients Applying for their Own Personal Information

A walk-in client must provide a completed Request for Personal Driving and Motor Vehicle Information form (REG3394). For specific client requirements, see 1.00.02 Clients Requesting Their Own Personal Information.

Out of province clients requesting their personal information must provide a completed Notarized Request for Personal Driving and Motor Vehicle Information form (REG 3392). For specific client requirements, see 1.00.03 Out of Province Clients Requesting Their Own Personal Information.

Note:
When a client is requesting their own information, but the search results also include the information of other joint members, the client requesting the information must have the written consent of all joint members. For consent requirements; see 1.00.02 Clients Requesting Their Own Personal Information.

When completing the required form, a client must:

  • State what information is being requested.
  • Indicate the purpose for the request.
  • Provide two relevant identifiers based on the information being requested.
    • If the information requested is in regards to a specific plate or vehicle, the client must provide the relevant plate number or VIN.

Clients Presenting Court Orders

Any request where a client presents a court order that orders the release of Motor Vehicle information must be sent to DACMU for review and approval. Walk-in clients with court orders must present:

  • A court order indicating the requested information is required for court purposes. The court order must be filed, dated, stamped and registered at a court having jurisdiction in Alberta.
  • A request letter. The request letter must:
    • Be on letterhead if the requestor is an organization or law firm.
      • If the requestor is an organization or law firm, the letter must also identify the name of the individual that is authorized to obtain the requested search.
    • State what information is being requested.
    • Indicate the purpose for the request.
    • Provide two relevant search identifiers based on the information being requested.
      • If the client cannot provide two search identifiers, the request may be submitted under exception processing. The client must provide additional details that would assist Service Alberta in uniquely identifying the information being requested.
    • If the information requested is in regards to a specific plate or vehicle, the client must provide the relevant plate number or VIN.
  • Any supporting documents that may be requested by DACMU.

For specific client requirements, see 1.00.04 Clients Presenting Court Orders.

AMVIR Agreement Holders

AMVIR Agreement Holders must provide:

  • A search request letter.
  • Supporting documents related to the section of the Access to Motor Vehicle Information Regulation that the client is requesting under. Agents must ensure the information contained in the supporting document(s) is related to the information being requested.  Requests made under these sections must provide the following:
    • 2(1)(a): a collision report.
      • The collision report must document the collision referred in the request letter;
      • The information on the collision report must not be tampered with;
      • The name of the individual named in the request letter must appear on the collision report.
    • 2(1)(m): a court claim or completed Statutory Declaration.
      • The statement of claim must be filed in a court having jurisdiction in Alberta is required.
      • The statutory declaration must be prepared prior to the date on the request letter.
    • 2(1)(d): a court order; see 1.00.04 Clients Presenting Court Orders.
    • 2(1)(p): the written consent of the person the information relates to.
      • Consent must be in writing, be dated and limited in time, be signed by the individual providing consent, specify who the information may be released to, specify what information may be released, and state what purpose(s) the information may be used

Request letters must:

  • Be printed on company letterhead.
  • Be requesting a search product within their level of authority under their AMVIR agreement.
  • Note the client’s AMVIR file number.
  • Note the client’s fax number if they are requesting the search product be faxed to them once completed.
  • Note what section of the Access to Motor Vehicle Information Regulation that they are requesting under.
  • Have two independent identifiers for the person being searched that are relevant to the information that is being requested:
    • Birthdate and driver’s licence number.
    • Full name and:
      • Last known address.
      • Address (as of a specific date).
      • Birthdate.
      • Driver’s licence number.
      • Plate number (as of a specific date).
      • VIN (as of a specific date).
  • Indicate the name of the authorized individual who will receive the information on behalf of the AMVIR Agreement Holder. Be dated and signed by the person making the request.
  • Be dated and signed by the person making the request.

Note: Request letters must not contain more than two search identifiers; if they do, they must be rejected.

If the client is unable to provide two identifiers, they may submit the request under exception processing. All exception processing requests must be sent to DACMU for review and approval.

Additional Supporting Documents

When a letter confirming a client’s driver’s licence history is requested, a 10-year Driver’s Abstract is required (only Driver’s Abstracts are acceptable, not Commercial Driver’s Abstracts); see 1.00.16 Driver’s Abstracts & Commercial Driver’s Abstracts. The registry agent must retain the original driver’s abstract until the completed confirmation letter is received from DACMU. The original abstract must then be attached to the original confirmation letter before releasing it to the client.

Procedure

Automated Confirmation Letters - Processed by the Registry Agent

Driver’s Licence History Report (DLHR)

A DLHR may only be released to the following:

Prior to processing a DLHR, a registry agent must ensure the client understands what information is displayed on the report and confirm the product will meet the client’s needs based on their purpose for the request. A DLHR may be the appropriate document for a client to request if the client requires:

  • Confirmation of driver’s licence history in Alberta from May 20, 2003, to the date of service.
    • If a client received their driver’s licence in Alberta for the first time after May 20, 2003, the DLHR will provide a total history of their licensing in Alberta.
    • If a client has driving history in Alberta prior to this date but the client does not need confirmation of history that far back, the client may still request a DLHR.
  • Confirmation of their Graduated Driver Licence (GDL) status.
  • The date they will exit or have exited the GDL program.
  • Confirmation of the date they obtained a specific class of licence and that service occurred on or after May 20, 2003

A registry agent must:

  • Ensure the DLHR is the appropriate document for the client based on their needs and advise the client the report is non-refundable.
  • Process the DLHR request in MOVES.
  • Provide the DLHR to the client.
  • Retain the applicable request form in office for one-year.

Note: There is no requirement for the client to purchase a 10-year driver’s abstract, or for the registry agent print the MOVES TX receipt when processing a DLHR. A registry agent is also not required to retain a copy of the DLHR in office.

If the client requires additional specific information that the DLHR does not confirm, they may request an ‘Operator Information Confirmation Letter’ (OICL) processed by DACMU. For example: The client is requesting a document that confirms they have held a particular class of licence continuously, without interruption, for a period of time. If the client requires an OICL, a driver’s abstract must be purchased by the client; see “Manual Confirmation Letters Processed by DACMU” below for more information.

Note: When there are particular changes made to an individual’s driver’s licence (name change, licence class, licence term or condition code) the MOVES/DLH database requires a ‘refresh’ that will take approximately 15 minutes. This means that the services will need to be processed in two separate transactions. For the DLHR to accurately reflect the current information on the client’s file, the agent will need to complete the applicable service for the client, pay it out, and then advise the client to wait for the refresh to occur before processing the DLHR. 

Manual Confirmation Letters Processed by the Registry Agent

A registry agent must process a request for a Confirmation Letter when:

A registry agent must:

  • Complete the confirmation letter using the sample letters outlined in the Motor Vehicle User Guide Manual Catalogue U.G. 5.3.03.
    • The letter must be printed on the registry agent’s letterhead and include the phrase: “Authorized Registry Agent for Alberta Registries”.
    • If the requested information cannot be confirmed in MOVES, the agent must process and release a Not Found Report to the client. The client must pay the required fees for the Not Found Report only.
  • Print two copies of the confirmation letter; one copy is provided to the client, the other is retained by the agent.
  • Process the request on MOVES under Miscellaneous Documents and collect the required fees.
  • Print a MOVES TX receipt for the request.

Note:
A registry agent must not create any Confirmation Letters other than those outlined above; for sample letters refer to the Motor Vehicle User Guide Manual Catalogue U.G. 5.3.03. Requests for Confirmation Letters that are not outlined above (or for which the sample letter requires modification) must be forwarded to DACMU.

Clients with Power of Attorney or Estate Documents

Search requests must be approved by DACMU when a client is requesting a search product on behalf of another individual and presents:

  • Power of Attorney documents.
  • Documents naming them as the Executor / Executrix of the estate when the requested information involves a deceased individual.

A registry agent must:

  • Advise the client the request must be reviewed by DACMU before the search can be processed.
  • Make copies of the Power of Attorney / Estate documents, and return the originals to the client.
  • Do an initial check on MOVES using the search identifiers provided by the client, to ensure they exist on MOVES before sending the request to DACMU for processing. This must be done using the display menus in MOVES.
    • If the information does not exist, a Not Found Report must be processed and provided to the client.
  • Process the search fee on MOVES under Miscellaneous Documents.
  • Print a MOVES TX receipt for the request.
  • Complete the Search Processing Request form (pdf).
  • Fax all documents, including the TX receipt and applicable supporting document(s), to Data Access and Contract Management (DACMU).

DACMU will contact the registry agent to advise that either the search will be completed by DACMU, or inform that the request has been denied.

Manual Confirmation Letters Processed by DACMU

The registry agent must inform the client that the search request will be reviewed, and may be rejected. The client may be required to submit supporting documentation and / or information if they are an AMVIR Agreement Holder, or if the requestor is requesting information about another person. DACMU must have enough information to complete a thorough review and clearly establish the context, purpose and use of the information requested.

Note:
Archived records prior to September 1, 1984 cannot be confirmed. Vehicle, licence plate, registration and / or driver licencing history that occurred prior to this date will not be included in any search product.

The client must:

  • Provide current contact information so DACMU and / or the registry agent can contact them in the case where additional information is required.
  • Provide the additional supporting documents requested within 30 days of being notified they are required. After 30 days, the file will be closed, and all fees will be forfeited. The client would then be required to begin the request process again (if applicable)

A registry agent must refer a Confirmation Letter request to DACMU when any of the following apply:

  • The MOVES records have been archived; see 1.00.09 Archived Searches.
  • There is not a search report or sample letter that provides the information that was requested. For search report types see 1.00.01 Access to Motor Vehicle Information Regulation (AMVIR) Search Clients and Products. For sample letters see Motor Vehicle User Guide Manual Catalogue U.G. 5.3.03.
  • If the search results include the information of a joint member(s) and the requestor does not have the written consent of all joint members. DACMU may release certain information, if possible.
  • If the client is only able to provide one of the two search identifiers required for the registry agent to complete the search. This is known as exception processing. If exception processing is required, the client must provide as many details as possible that may help DACMU uniquely identify the specific information being requested.
  • If the search indicates an out of province address.
    • When a search indicates an out of province address for the person being searched, a registry agent must inform the client that:
      • The person has moved out of province and they are prohibited from releasing search information from other jurisdictions.
      • If the client wants to know what jurisdiction the person has moved to, the request must be forwarded to DACMU.
  • If the client is requesting information about another individual, and is presenting a Power of Attorney document.
  • The client is requesting information about another individual whom is deceased, and the document presented as proof that they are the Executor / Executrix of the Estate is not a Probated Will or Letter of Administration from the courts.

When DACMU processes Confirmation Letters: 

  • A minimum of 10 to 14 business days is required for processing.
  • The confirmation letter will be forwarded to the registry agent upon completion.

A registry agent must:

  • Do an initial check on MOVES using the search identifiers provided by the client, to ensure they exist on MOVES before sending the request to DACMU for processing. This must be done using the display menus in MOVES.
  • Complete the Search Processing Request form (pdf)
  • Process a 10-year Driver’s Abstract for Operator confirmation letters.
  • Process the request on MOVES under Miscellaneous Documents.
  • Print a MOVES TX receipt for the request.
  • Fax all documents, including TX receipts and supporting documents, to DACMU.
  • Release the confirmation letter directly to the requestor once received from DACMU.

Quick Reference

For client types, requirements and audit retention; see QR 1.11 - Confirmation Letters and for sample confirmation letters refer to the Motor Vehicle User Guide Manual Catalogue U.G. 5.3.03.

Fees

A fee is required for each Driver’s Abstract, confirmation letter and/or not found report processed. If DACMU is processing the confirmation letter request, the client is only required to pay one fee per product that is produced.

For search fees, see Registry Agent Product Catalogue (pdf).


Date Originally Issued: Nov 14, 1989
Date Last Revised: Jul 01, 2024