Frequently Asked Questions



Players are asked to read through the following list of the most frequently asked questions by players prior to contacting the ITF Pro Circuit Department as you may find your question has already been answered.

For a full explanation of any rules please see here

  1. My current National Ranking is not showing, why?

  2. How do I register for the Online Service and Obtain an IPIN?

  3. How can I enter into or withdraw from ITF Pro Circuit Tournaments?

  4. I am having problems entering or withdrawing online. What should I do?

  5. The online tournament calendar does not appear to cover the entire year, why?

  6. If I require a Visa, what are the procedures?

  7. Do ITF Pro Circuit tournament deadlines ever change?

  8. How many ITF Pro Circuit tournaments can I enter in a given week?

  9. When tournament Withdrawal Deadlines pass, how are the Acceptance Lists compiled and will I be committed to play if accepted into a draw?

  10. (MEN)- I have submitted entries into ATP/Challenger tournaments held the same week as ITF Pro Circuit tournaments I have submitted entries for, which will take priority?
    (WOMEN) - I have submitted entries into WTA tournaments held the same week as ITF Pro Circuit tournaments, will I be automatically withdrawn from either?


  11. I have been accepted into an ITF Pro Circuit tournament, am I now able to withdraw without incurring a fine in order to take up the offer of a Wild Card into another tournament?

  12. What is the Freeze Deadline?

  13. The Freeze Deadline has passed but I need to withdraw from the tournament Main Draw or Qualifying Draw, what should I do?

  14. How can I withdraw from either the Main Draw or Qualifying Draw?

  15. I no longer wish to play in a tournament but I am only on the Alternates List, do I still need to withdraw from the tournament?

  16. If I fail to turn up for a tournament to which I am committed to play, what will happen?

  17. I am having trouble contacting the Site / Hotel of a tournament, who should I call?

  18. I wish to add/update details shown on my Biography page on the ITF website, how can I do this?

  19. What are Wild Cards?

  20. How can I appeal my fine(s)?

  21. I have completed my last match of the tournament and considering withdrawing from next week's tournament. Can I obtain an On-Site Medical Certificate from the tournament doctor?


(A) 1 - My current National Ranking is not showing, why?

• Each National Association is permitted to submit a list of their National Rankings to the ITF for players use when entering into ITF Pro Circuit tournaments. These lists of up to five-hundred (500) individual male & female players ranked between 1-500 can only be accepted by the ITF providing the lists have been submitted to the ITF Pro Circuits Department by email and in the correct format
• The ITF can only accept complete National Ranking lists direct from each National Association, we cannot accept individual player updates or lists submitted from any other source
• Only National Rankings recorded within the ITF database at the time of each tournament Entry Deadline may be used by players
• National Rankings will not show until after the Entry Deadline has passed
• Although players National Rankings may change frequently, these are only for the purpose of entering into National tournaments. National Associations are only permitted to submit their lists up to four (4) times per calendar year for use by players entering into ITF Pro Circuit tournaments



Please note that it is the sole decision of each National Association to:
1. decide if they wish to submit their National Rankings lists to the ITF
2. decide how many times per calendar (up to a maximum of four (4) times) they wish to submit their National Ranking lists to the ITF
3. decide how many players they wish to include (up to a maximum of five-hundred (500) players ranked between 1-500 only) on each list submitted to the ITF
4. decide which players they wish to include on each National Ranking list submitted to the ITF

Players are only permitted to appear on the ranking list of one nation within the ITF database and it is this ranking that will be used for entry purposes into ITF Pro Circuit tournaments. Any player already assigned a national ranking within the ITF database and who wishes to change to use the ranking of another nation can only do so once they have confirmed this decision by email to the national associations and ITF. The ranking will then come into effect once the ITF have received and uploaded a new list from the national association whose ranking you now wish to use.


Any players who have an issue with their National Ranking should contact the National Association directly with which they hold a National Ranking

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(A) 2 - How do I register/renew membership for the Online Service and obtain an IPIN?

• Visit the IPIN section of the Pro Circuit website for details relating to the Online Service & IPIN.

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(A) 3 - How can I enter into or withdraw from ITF Pro Circuit Tournaments?

Players should log into their IPIN account and locate the tournament(s) they wish to enter or withdraw from and enter or withdraw online prior to the Entry or Withdrawal Deadline date specified

• In times when it is not possible to enter or withdraw online, players can download an Official ITF Entry or Withdrawal Form and submit their Entry or Withdrawal by fax or by email, provided the player has registered for IPIN Online Service

• Entries or Withdrawals cannot be made over the phone. See Q13 for additional withdrawal options after Freeze Deadlines

Players with any historic Code of Conduct fines or fines amounting to $500 or over will not be able to enter until such time that as all fines have been paid.

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(A) 4 - I am having problems entering or withdrawing online and the deadline is approaching. What should I do?

If you are having problems entering or withdrawing, you must contact the ITF immediately before the relevant deadline so that we can assist you further. You should also fax or email the entry or withdrawal form to the ITF instead, again before the relevant deadline. The forms are available on the IPIN and Pro Circuit websites to download.

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(A) 5 - The online tournament calendar does not appear to cover the entire year, why?

Tournament calendars are generally only updated on a quarterly basis

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(A) 6 - If I require a Visa, what are the procedures?

• Players with a current ATP/WTA Ranking can download a Visa letter online by selecting the option by tournaments entered
• Players without an ATP/WTA Ranking and any player family members, coaches or accompanying guests must contact the National Association of the nation hosting the tournament for Visa assistance

It is the sole responsibility of all players to be fully aware of any Visa requirements, including application processing times, that maybe necessary BEFORE submitting any entries for ITF Pro Circuit Tournaments

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(A) 7 - Do ITF Pro Circuit tournament deadlines ever change?

• Deadlines can change over periods when the ITF offices in London are closed during National Holidays in England. Details of any changes will always be posted to the Home Page at www.itftennis.com/procircuit
• Unless otherwise stated, deadlines are as follows
1. Entry Deadline: 14:00hrs GMT on Thursday eighteen (18) days prior to Monday of the tournament week
2. Withdrawal Deadline: 14:00hrs GMT on Tuesday thirteen (13) days prior to Monday of the tournament week
3. Freeze Deadline: 14:00hrs GMT on Thursday preceding the tournament week

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(A) 8 - How many ITF Pro Circuit tournaments can I enter in a given week?

• Players can submit entries for up to six (6) tournaments in any given week

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(A) 9 - When tournament Withdrawal Deadlines pass, how are the Acceptance Lists compiled and will I be committed to play if accepted into a draw?

• If a player is accepted into a Main Draw or Qualifying Draw of more than one (1) tournament in a given week, they will be removed from all but one (1) list based on the following criteria
1. Main Draw will take priority over Qualifying Draw
2. Tournament Entry Priority as specified by player at time of submitting entries
• If no Entry Priority was specified, then the following criteria will be used
1. Tournaments offering highest prize money, or if equal;
2. The Entry List in which the player was placed highest, or if equal;
3. The tournament which is geographically closest to the player’s country of nationality

Players should be aware that it is therefore possible that they will be accepted into any tournament they have chosen to enter and will be committed to show up and play in that tournament regardless of player’s specified priority.

Any player who is accepted into a Main Draw or Qualifying Draw of any tournament is then committed to play that tournament and CANNOT withdraw to play in any other tournament during the same week

Players should only choose to submit an entry into tournaments that they are prepared to go to and play.

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(A) 10 - (MEN) - I have submitted entries into ATP/Challenger tournaments held the same week as ITF Pro Circuit tournaments I have submitted entries for, which will take priority?

(WOMEN) - I have submitted entries into WTA tournaments held the same week as ITF Pro Circuit tournaments, will I be automatically withdrawn from either?

• (MEN) - At the time of the Withdrawal Deadline, players accepted into the Main Draw of an ATP/Challenger tournament or the Qualifying Draw of an ATP tournament will automatically be withdrawn from all ITF Pro Circuit tournaments Acceptance Lists
• (MEN) - At the time of the Withdrawal Deadline, if a player is not accepted into an ATP/Challenger tournament but has been accepted into an ITF Pro Circuit tournament Main Draw or Qualifying Draw, the player will automatically be removed from all ATP/Challenger tournaments, including any Alternate Lists on which they may appear.
• (WOMEN) - Players may not be committed to more than One Tournament per Week. Players must, therefore, decide where they wish to play and withdraw as appropriate before the relevant WTA and ITF Withdrawal Deadlines. A player who withdraws late from an ITF Pro Circuit tournament to take part in a WTA tournament, without authorisation, the same week, will incur significant penalties.

Please refer to the ITF Pro Circuit Rulebook for more information.

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(A) 11 - I have been accepted into an ITF Pro Circuit tournament, am I now able to withdraw without incurring a fine in order to take up the offer of a Wild Card into another tournament?

• A player may accept a Wild Card, this will be authorised on-site by the ITF Supervisor. Such authorisation will be only be granted to a player according to the following criteria
1. Player has been nominated to represent their nation in an official team competition
2. Player qualifies for entry into Qualifying or Main Draw of a Grand Slam tournament
3. Player has been nominated to receive a Wild Card into a tournament offering the player a higher event status (i.e. Qualifying to Main Draw)
4. Player has been nominated to receive a Wild Card into a higher prize money category, (MEN ONLY - unless player has already been accepted into a Main Draw)
5. Player is forced to withdraw from a qualifying event as they are still committed to a previous week’s tournament but is not eligible to apply, or had been unsuccessful in applying for, a special exempt place


Any player who has been authorised to accept a Wild Card must withdraw immediately from the tournament and before the qualifying sign-in deadline.

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(A) 12 - What is the Freeze Deadline?

• The Freeze Deadline occurs at 14:00hrs GMT on the Thursday preceding the tournament week. At this point, players who have moved into a Main Draw or Qualifying Draw Acceptance List are then committed to play in that tournament
• After the Freeze Deadline, players will no longer be moved into the Main Draw or Qualifying Draw in any Acceptance Lists they appear as the result of any Late Withdrawals by other players
• Players on Alternate Lists after the Freeze Deadline has passed are not committed to play in the tournament
• (WOMEN ONLY) - After the Freeze Deadline any Main Draw Only (MDO) entries which have not yet moved into a Main Draw Acceptance List will be removed from all $50,000, $75,000 and $100,000 Acceptance Lists

Any player who withdraws from a tournament Main Draw or Qualifying Draw after the Freeze Deadline without notifying the ITF and ITF Tournament Supervisor/Referee of the withdrawal shall be subject to the penalties provided for a Non-Appearance

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(A) 13 - The Freeze Deadline has passed but I need to withdraw from the tournament Main Draw or Qualifying Draw, what should I do?

• You will not be able to withdraw online but you can download an Official ITF Withdrawal Form and fax it or email a clear photo of it to the ITF Pro Circuit Department and ITF Supervisor on-site

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(A) 14 - How can I withdraw from either the Main Draw or Qualifying Draw?

There are only two ways to withdraw:

1. Prior to the Freeze Deadline, players can withdraw online

2. By faxing or emailing a completed and signed ITF Withdrawal Form to the ITF Office, and if withdrawing after the Freeze Deadline also to the ITF Supervisor on-site, so that it reaches the Supervisor by the Qualifying Sign-in Deadline.

Withdrawals cannot be made over the phone. If withdrawing after the Freeze Deadline see additional options in question 13 above.

Please note:

• You may withdraw late, for any reason and without incurring a fine, from up to three tournaments in a calendar year, as long as you submit each withdrawal prior to the relevant Qualifying Sign-in Deadline.

• Fourth and subsequent Late Withdrawals in a calendar year will be penalised in accordance with the Code of Conduct, regardless of the reason for the withdrawal

Please note that a Medical Certificate is NOT a withdrawal document – therefore a player cannot withdraw from a tournament by faxing Medical Certificate only.


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(A) 15 - I no longer wish to play in a tournament but I am only on the Alternates List, do I still need to withdraw from the tournament?

• Players are always advised to withdraw from the tournament and there will be no fine incurred
• If you do not withdraw from the tournament, prior to the Freeze Deadline, there is always a chance that you could move into the Qualifying Draw which will then commit you to playing that tournament



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(A) 16 - If I fail to turn up for a tournament to which I am committed to play, what will happen?

• This is a serious offence and any player failing to show for a tournament they are committed to play will be classed as a “No-Show” and will be fined
• A “No-Show” fine must be paid in full by the player before they can submit any appeal
• A Medical Certificate cannot be used in any appeal for a “No-Show” offence

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(A) 17 - I am having trouble contacting the Site / Hotel of a tournament, who should I call?

• You should contact the National Association of the tournament host nation

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(A) 18 - I wish to add/update details shown on my Biography page on the ITF website, how can I do this?

• Most details can be updated when you log into your IPIN account
• A main profile head shot photo can be added or changed if you submit a request to the ITF Pro Circuit Department by email and attach a suitable photo (high resolution clearly showing your face)
• Any details that you find you cannot change yourself through your IPIN account can be sent to the ITF Pro Circuit Department
• Changes/corrections to your name spelling, date of birth or nationality can only be made by a member of the ITF Pro Circuit team providing a clear copy of a valid passport is submitted along with your request

Please note that any changes made to players Biography details can take up to twenty-four (24) hours before they appear on the ITF website

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(A) 19 - What are Wild Cards?

• Wild Cards are players who have been accepted directly into the Main Draw or Qualifying at the discretion of the sanctioning National Association.
• If you wish to apply for a Wild Card, you should get in touch with the host National Association and/or Tournament Director. ITF does not give out Wild Cards.

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(A) 20 - How can I appeal my fine(s)?

Appeals can be made in writing only. The player may include additional documentation.

Please note

• Medical Certificates cannot be used to appeal a "No-show" fine.

• Late Withdrawal Fines can be appealed providing that the withdrawal was made before the Qualifying Sign-in Deadline.

1. Players appealing a Late Withdrawal Fine can use an unlimited number of On-Site Medical Certificates (ie certificates issued at another ITF / ATP / WTA event) providing the Player has faxed a copy of the completed and signed On-Site Medical Certificate to the ITF Office by the last day of the tournament.

On-Site Medical Certificates can only be issued to a player who withdraws or retires from an event at the tournament. It will not be issued once a player has won or lost their final match and/or been eliminated from the tournament.

2. From 2012, players are permitted three Late Withdrawal Amnesties per calendar year meaning a player can withdraw for any reason and the first three late withdrawals (if the player does not have the On-Site Medical Certificate) will be appealed automatically by the amnesties rule. Each Late Withdrawal Amnesty is valid for a two-week period (to cover two consecutive tournament weeks).

3. Late Withdrawals made due to authorisation being granted to accept a Wild Card into a different tournament, or the player being unable to sign-in due to still playing at the previous week’s tournament, etc are appealed as ‘others’ and not by the amnesties rule, however players must let the ITF know that this is the reason for their Late Withdrawal.

4. Main Draw players appealing a Late Withdrawal fine issued following their withdrawal after the Qualifying Sign-in Deadline may only appeal the fine with an official and valid ITF Medical Certificate completed at an ITF Pro Circuit tournament by the Tournament Doctor.

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(A) 21 - I have completed my last match of the tournament and considering withdrawing from next week's tournament. Can I obtain an On-Site Medical Certificate from the tournament doctor?

• No, an On-Site Medical Certificate will only be issued to a player who withdraws or retires from an event at the tournament; it will not be issued once a player has won or lost their final match and/or been eliminated from the tournament.

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If you have a question that has not been covered then you can email the relevant department

mens@itftennis.com

womens@itftennis.com

 



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