Completing an application form

How do I fill out an IRCC application?

If you are applying on paper:

• Answer every question, even if it does not apply to you. If any answer, or the application, is incomplete, we may return or refuse it.
• If you do not have an answer to a question, and there are no instructions for it on the form or in the instruction guide, write “not applicable” or “N/A” in the space provided. That shows you have read and filled out the form fully.
• If your answer to a question will not fit in the space on a printed form, write your full answer on a separate sheet of paper. Note on the paper the exact form you are using and the letter or number of the question you are answering.
• If you want to give us more information, such as details of your case, provide it on a separate sheet of paper.

See more tips on completing forms.

If you are applying online:

• Answer every question on the application form. If an answer, or the application, is incomplete, we may refuse it.
• If you do not have an answer to a question, and there are no instructions for it on the form or in the Instruction Guide, write “not applicable” or “N/A” in the space provided. If you do not have a unique client identifier (UCI), leave the space empty.
• If you want to give us more information about your case, type your explanation into a new document and save it. Go to the “Optional documents” section of your document checklist in your account, choose “add letter of explanation,” and upload it.

How do I fill out and validate IRCC application forms with 2D barcodes?

Some of our forms have a Validate button at the top and bottom. We call these forms “2D barcode forms.”

2D barcode forms help:

• you make sure that you completed all the required fields
• us process your application faster

Follow these instructions to complete, sign and submit a 2D barcode form:

1. Download and open the form.
   • You’ll need Acrobat Reader 10 (or higher). If you need help, find out how to download and open forms.
2. Fill out the form.
   • If you’re not sure about the information you must provide, check your application guide.
3. Click the “Validate” button, at the top or bottom of the form.
   • You must always click the Validate button on 2D barcode forms, whether you submit your application online or by mail.

   • If you provided all the information, a new page with barcodes will appear at end of the document. It will look like this:

     
   • If you’re missing information, the fields you need to fill out will be outlined in red with a description of what is missing.
   • If a barcode does not appear, find out why and how to fix the issue.

4. Get ready to submit the form.

   

   If you apply online:

   • Do not print the 2D barcode form.
   • Do not use the “signature panel” button at the top of the application.
   • Save the form on your computer in a place you’ll remember.
   • Upload the form to your account.
   • After you upload all the forms for your application, click the “Next” button that appeared below your uploaded documents.
   • Enter your name and answer a security question
     • This is your electronic signature.
   

   If you apply on paper:

   • Print the application form, including the barcodes on the last page.
     • The barcodes must be clear. Distortions, smudges or fading can cause processing delays.
     • For best results print on white, bond-quality, non-glossy paper using a laser printer.
   • Sign and date your application in pen.
   • Put the page with the barcodes on the top of your application package before mailing it.
     • The mailing instructions are in your application guide.

Why won’t my application form let me save my information or digitally sign it?

We use an Adobe certificate in our forms that lets you

• save your information
• digitally sign them
• generate bar codes

This certificate needs to be renewed after several years to keep those features working. If you use an old form instead of downloading the most recent one, those features may not work as of January 6, 2023. This is because that’s when the old certificate expires.

What is an application number?

An application number is specific to your application. We send it to you when we start processing your application.

To find it

• look at the top corner of the letters you receive from us, such as
  • the acknowledgement of receipt letter (we send this after you submit an application)
  • an invitation to a citizenship test or ceremony (a letter or an email)
  • other letters
• sign in to your account if you applied online (under View the applications you submitted or Account messages section)

Application numbers usually have 1 letter and 9 numbers. For example:

• Citizenship: C123456789
• Work permit: W993830598
• Economic class: E099977028

What is my client ID?

Your client ID, also referred to as a UCI, is on all documents you get from us. It is an eight or ten-digit number that looks like this: 0000-0000 or 00-0000-0000.

If you are applying to us for the first time, you will not yet have a client ID. If you are filling out a form that asks for one, write “Not Applicable” or “N/A” in the space provided.

If you are applying online and the form does not allow you to input “N/A,” leave the space blank.

What is a UCI?

UCI stands for “unique client identifier.” It is also known as a client identification number (client ID). It’s on official documents you get from us. It has either:

• four numbers, a hyphen and four more numbers (Example: 0000-0000) or
• two numbers, a hyphen, four numbers, a hyphen and four more numbers (Example: 00-0000-0000)

If you are applying to us for the first time, you will not yet have a UCI. If you are filling out a form that asks for one, write “Not Applicable” or “N/A” in the space provided.

If you are applying online and the form does not allow you to type “N/A,” leave the space blank.

Where can I find my client ID/UCI?

This eight or ten digit number appears on all documents you get from us. It looks like this: 0000-0000 or 00-0000-0000.

I forgot my client ID/UCI. How can I get it?

This eight or ten digit number looks like this: 0000-0000 or 00-0000-0000.

Look for this number on:

• letters we sent you
• your immigration document such as a PR card, study or work permit

If you do not have any of these documents but want to fill out an application form, you can leave the field for UCI (Client ID) blank.

If you have not dealt with us since 1973, you will not have a UCI or a Client ID.

When will I get my client ID/UCI?

You will get your client ID – also known as your unique client identifier (UCI) – once you apply. This eight or ten digit number is on all documents you get from us. It looks like this: 0000-0000 or 00-0000-0000.

If you are applying to us for the first time, you will not yet have a client ID. If so, and you are filling out a form that asks for one, write “Not Applicable” or “N/A” in the space provided.

If you are applying online and the form does not allow you to type “N/A,” leave the space blank.

What do you mean by surname?

Your surname is your family name. It’s also called your “last name.” When filling out applications, type your surname as it appears on your passport, travel or identity document.

Do not use initials.

If you don’t have a family name on your passport, travel or identity document, enter all your given name(s) in the surname field and leave the given name field blank. Do not enter “Not applicable,” “*” or “NA.”

I don’t know what dates to put in the history section on my immigration form. What do I do?

There are three history fields on the form:

• work history
• address history
• education history

Each has a “to” section. This is where you put when you finished that activity or moved from that address. If you are still working or studying, or if you still live at that address, write “today” or the date you are signing the application. If you do not know the exact dates, use your best guess.

I don’t have enough space on the form to explain everything. What should I do?

If you need more space to explain your situation, attach a separate sheet of paper. On the paper, give the full answer. Write the letter or number of the question you are answering.

What if some of the questions on the application form don’t apply to me?

You should fill in all spaces on immigration application PDF forms, if possible. If a question does not apply, you should leave it blank.

If you’re applying online and the form doesn’t let you leave the space blank, type “N/A” or “NA.”

For background/Schedule A questions

If you have to leave questions blank on Schedule A, you should include a letter of explanation that says why it doesn’t apply. This is so the officer doing your background check knows you didn’t forget to fill it in. Otherwise, that could delay your application.

How do I fill out my application for a citizenship certificate if I don’t know everything about my parents or grandparents?

If you don’t know the information we ask for on the form, enter ‘unknown’ in the spaces provided. If it doesn’t apply to your parents or grandparents, enter ‘not applicable’ or ‘NA’.

We collect information about your parents and your grandparents, because it helps us:

• determine what section of the Citizenship Act describes your claim to citizenship
• search for citizenship records

If we don’t have enough information about your parents or grandparents, your application may be delayed and/or we may not be able to assess your claim.

How do I apply for an open work permit?

Apply for an open work permit

If you are applying from outside Canada:

In the “Details of intended work in Canada” section of the IMM 1295 application form:

• choose “Open Work Permit” for question 1
• leave questions 2 to 6 blank

Pay your fees:

• $100 open permit holder fee and
• $155 work permit fee

Find out how to:

• pay your fees
• submit your application

If you are applying from inside Canada:

In the “Details of intended work in Canada” section of the IMM 5710 application form:

• choose “Open Work Permit” for question 1
• leave questions 2 to 8 blank

Pay your fees:

• $100 open permit holder fee and
• $155 work permit fee

Find out how to:

• pay your fees.
• submit your application as a:
  • worker
  • sponsored spouse or partner currently living in Canada

What language should my supporting documents be in?

Unless we tell you otherwise, all supporting documents must be in English or French.

If it is not in English or French, you must send it with:

• the English or French translation and
• an affidavit from the person who completed the translation and
• a certified photocopy of the original document

If I am not using a representative, do I need to send a blank Use of a Representative form?

No. If you will not be using an immigration representative, you do not need to include the Use of a Representative form (IMM 5476) with your application.

What should I do if I want my spouse, family member or friend to check on my application for me?

If you want your spouse, family member, friend or other person to check your application status for you, but not do business with IRCC on your behalf, you must:

• Fill and submit the Authority to Release Personal Information to a Designated Individual (IMM 5475) form with your application.
• If you already submitted your application, send the authorization through this Web form. It will take us 5 to 10 business days to update your file.

Note: If you want to appoint someone to do business with us on your behalf, you must submit a Use of a Representative (IMM 5476) form.

How can I get my immigration application processed faster?

The time it takes to process an application varies. It depends on where you applied and your situation. To avoid delays:

• include all the information we ask for with your application. Use the document checklist in the application package
• tell us of any changes to the personal information on your application, such as changes to your:
  • name
  • contact information
  • family situation
• make sure the photocopies and documents you give us are clear
• provide certified English or French translations of original documents that you submit in other languages
• tell the truth on your application

There may be delays in processing your application if:

• you do not tell us of any criminal or security problems related to it
• your family situation is unclear because of issues such as
  • a divorce
  • an incomplete adoption
  • unresolved child custody issues
• the office has to consult with other offices in Canada or abroad

What happens after I send in my application?

In most cases, your application will go through these general steps.

There are several ways to check the status of your application.

If my immigration application is refused, do I have to wait before I apply again?

If we refuse your application to come to Canada, you can apply again at any time, unless your decision letter says you can’t. You should only apply again if you can include information that you didn’t include before.

If you had legal status and lost it (for example, if your work permit expired and you did not renew it in time), you have a small amount of time to re-apply. See your decision letter for details.

Can my friend or family member handle my immigration or citizenship application for me?

Yes, if you send a completed Use of a Representative form (IMM 5476) with your application. This form is for if you wish to appoint a representative (an immigration or citizenship consultant, lawyer, friend, family member, etc.) to provide advice, consultation, or guidance to you at any stage of the immigration or citizenship application process, or in an immigration or citizenship proceeding.

If you want your spouse, a family member or a friend to check your application status for you, see What should I do if I want my spouse, family member or friend to check on my application for me?

The refugee our group wanted to sponsor was refused after an interview. Can we appeal?

There is no formal appeal process. However, if you believe the visa officer made a legal error, you can send the details to the following address:

Case Management
Immigration, Refugees and Citizenship Canada
Jean Edmonds North Tower
300 Slater Street, 9th Floor
Ottawa ON K1A 1L1

In some cases, you may seek a judicial review by the Federal Court of Canada. This is not an appeal on the merits of the case. Rather, this review examines the process that led to the decision, to see whether the process was fair and reasonable.