Private Sponsorship of Refugees (PSR) Application Guide (IMM 5413)

Table of Contents


Overview

Application package

This application package consists of:

  • an instruction guide, and
  • the required forms.

The instruction guide is a tool that provides:

  • the information you must know about this application before sending it to Immigration, Refugees and Citizenship Canada (IRCC) and
  • assistance with how to fill out the forms and the required supporting documents.

Read the instruction guide thoroughly and then fill out each of the applicable forms.

The forms are specifically designed with questions that will assist the processing of your application.


Symbols used in this guide

This guide uses the following symbols to indicate information of particular importance.

Required step

What you must do to have your application processed.

Important information

Important information that you need to be aware of in order to avoid delays or other problems.

Get more information

Where to get more information.

Note:

Tips that will assist you with this application.



Before you apply

Who can use this application?

This application kit contains the forms and information necessary to sponsor refugees living outside Canada for:

  • Sponsorship Agreement Holders (SAH) and Constituent Groups (CG)
  • Group of Five individuals (G5)
  • Community Sponsors (CS)

What is a Sponsorship Agreement Holder?

A Sponsorship Agreement Holder (SAH) is an incorporated organization that has signed a sponsorship agreement with CIC. A SAH can authorize Constituent Groups (CG) to sponsor under its agreement and provide support to the refugees.

The SAH or CG may also choose to formally partner with a co-sponsor in carrying out settlement duties. 

Each SAH sets its own criteria for recognizing CGs and co-sponsors (who collectively will be referred to as the sponsoring group in this application kit). The sponsoring group or its representatives must be located in the community where the refugees are destined.

Find out how to become a SAH.


What is a Constituent Group?

As indicated above, a SAH can authorize CGs to sponsor under its agreement and provide support to the refugees. CGs are based in the sponsored refugees' expected community of settlement and must have their sponsorship application and settlement plan approved by their SAH before the undertaking is submitted to the Centralized Processing Office in Winnipeg (CPO-W).


What is a Co-sponsor?

A SAH or a Community Sponsor (CS) has the option to establish a partnership with an outside party to share in the delivery of settlement assistance and support. Partnerships may be formed with individuals (for example: a family member of the sponsored refugee living in Canada) or organizations. The co-sponsor must sign the sponsorship undertaking and discharge the responsibilities that were agreed to in the settlement plan.

Co-sponsors cannot partner with G5.

If the Co-sponsor is an individual, the individual must:

  • be 18 years of age or older
  • be a Canadian citizen or permanent resident of Canada
  • reside in the community where the refugee is expected to live

If the Co-sponsor is an organization, the organization may be:

  • a corporation
  • an unincorporated organization
  • an association
  • another SAH or CG

What is a Group of Five?

A Group of Five (G5) is any group of five or more Canadian citizens or permanent residents who are 18 years of age or older and who live in the community where the refugees are expected to settle. Group members act as guarantors that the necessary settlement support, which includes financial and settlement arrangements, will be provided for the full duration of the sponsorship, which is generally 12 months. The group is expected to show that they have the necessary financial resources, expertise and commitment required to fulfill the terms of the sponsorship undertaking.

What are the requirements?

Members of the Group of Five (G5) must meet the following requirements:

  • Must be a Canadian citizen or permanent resident 18 years of age or older;
  • Must have financial capacity to fulfill the sponsorship undertaking for the duration of the sponsorship period (generally 12 months);
  • Must provide evidence of settlement capacity to provide emotional or social support to the refugees;
  • Must be based in the community where the refugees are expected to live; and
  • Must not be ineligible to be a party to a sponsorship under subsection 156(1) of the Immigration and Refugee Protection Regulations (IRPR).

For more information, visit Refugee Sponsorship Training Program (RSTP).


What is a Community Sponsor?

Community Sponsors (CS) are organizations located in the community where the refugees are expected to settle. CSs make a group commitment to sponsor the refugees. CSs act as guarantors that the necessary settlement support will be provided for the full duration of the sponsorship. The CS is expected to show that it has the necessary financial resources, expertise and commitment required to fulfill the terms of the sponsorship undertaking.

A Community Sponsor may be:

  • an organization (for-profit or not-for-profit);
  • an association; or
  • a corporation (incorporated or non-incorporated).

What are the requirements?

A Community Sponsor must meet the following requirements:

  • Must have financial capacity to fulfill the sponsorship undertaking for the duration of the sponsorship period (generally 12 months);
  • Must provide evidence of settlement capacity to provide emotional and social support to the refugees;
  • Must be based in the community where the refugees are expected to live.

Individual parties in the Community Sponsor must meet the following:

  • Must be a Canadian citizen or permanent resident 18 years of age or older; and
  • Must not be ineligible to be a party to a sponsorship under subsection 156(1) of the Immigration and Refugee Protection Regulations (IRPR).

For more information, visit the Refugee Sponsorship Training Program (RSTP).


You want to sponsor but lack a particular refugee case

If you are interested in the Private Sponsorship of Refugees (PSR) but lack a particular refugee case to sponsor, refer to the Guide to the Private Sponsorship of Refugees Program.


Quebec residents

This application kit does not apply to the province of Quebec. Sponsors living in the province of Quebec must contact the Ministère de l’Immigration, de la Diversité et de l’Inclusion (MIDI).


Joint Assistance Sponsorship (JAS) Program

This application kit does not apply to JAS cases. Sponsoring groups who wish to sponsor under the Joint Assistance Sponsorship (JAS) Program, please refer to the IMM 5493 instruction guide.


The application process

The instructions provided in this guide follow the basic steps you will need to know to complete your application.

  • Step 1. Gather documents
  • Step 2. Complete the application
  • Step 3. Mail the application

Step 1. Gather documents

What documents are required?

Use the IMM 5437 Document Checklist found in this package to help you gather the necessary documentation.

Note: If any of the required documents or forms is missing or incomplete, and photocopies are not clear or a proper translation is not submitted, your application will be returned to you without being processed

Important information: Be advised that CIC reserves the right to require official documentation to support any aspect of your sponsorship application.


Translation of documents

Any document that is not in English or French must be accompanied by:

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

Translations may be done by a person who is fluent in both languages (English or French and the unofficial language). If the translation is not provided by a member in good standing of a provincial or territorial organization of translators and interpreters in Canada, the translation must be accompanied by an affidavit swearing to the accuracy of the translation and the language proficiency of the translator.

The affidavit must be sworn in the presence of:

In Canada:

  • a notary public
  • a commissioner of oaths
  • a commissioner of taking affidavits

Authority to certify varies by province and territory. Consult your local provincial or territorial authorities.

Outside of Canada:

  • a notary public

Authority to administer oaths varies by country. Consult your local authorities.

Important information: Translations must not be done by the applicants themselves nor by members of the applicant’s family. Family member is defined as being a: parent, guardian, sibling, spouse, common-law partner, grandparent, child, aunt, uncle, niece, nephew and first cousin.

Note: An affidavit is a document on which the translator has sworn, in the presence of a person authorized to administer oaths in the country in which the translator is living, that the contents of their translation are a true translation and representation of the contents of the original document. Translators who are certified members in good standing of one of the provincial or territorial organizations of translators and interpreters of Canada do not need to supply an affidavit.


1 - Proof of Canadian citizenship or permanent residence status

Each member of the sponsorship group must provide a proof of status in Canada.

Include one of the following documents:

  • Permanent Resident Card;
  • Immigrant Visa and Record of Landing (IMM 1000) or Confirmation of Permanent Residence (IMM 5292 or IMM 5688);
  • Canadian birth certificate;
  • Both sides of a Canadian citizenship certificate (card or paper certificate);
  • Both sides of a Canadian certificate of registration of birth abroad; or
  • Canadian Passport.

Format: Photocopy. Do not submit an original document.

2 - Proof of funds

For each group member that is providing financial support, proof of funds is required.

Group of Five:

Generally, it is recommended that at least three members provide financial support. The following documents are considered valid proof of funds for Group of Five members who intend to use their personal income towards the sponsorship:

  • A copy of your most recent T4;
  • A copy of your most recent Notice of Assessment issued by the Canada Revenue Agency (CRA);
  • An original letter or proof of annotated cheque stubs from your employer confirming financial details for the past 12 months;
  • If self-employed, an original letter from an accountant confirming your annual income for the past 12 months;
  • Proof of other sources of income (pension statement, investments, etc.); or
  • Employment Insurance pay stubs.

Community Sponsors:

The following documents are considered valid proof of income for Community Sponsors:

  • Last year's audited financial statement from the sponsoring organization;
  • An original letter from a Canadian financial institution attesting to bank account details;
  • An original letter from the organization guaranteeing a cash donation; or
  • Proofs of alternate sources of funding.

Format: Photocopies or original letter (when mentioned).

For Group of Five and Community Sponsors:

The following document is required to show proof of funds held In Trust:

  • An original letter from a Canadian financial institution attesting to account details: identity of the beneficiary (for example, the refugees), when and how funds will be dispersed, the outcome of the funds should the beneficiary not arrive in Canada and the details of the two members of the sponsoring group with signing authority (for example, full name, date of birth and addresses).

3 - Proof of refugee status recognition (For G5 and Community Sponsors only):

Include a document showing valid proof of refugee recognition by the United Nations High Commissioner for Refugees (UNHCR) or a foreign state with the application, such as:

  • The UNHCR Refugee Certificate (for example,  Mandate Letter of Protection)
  • Foreign state recognition document

A “UNHCR Asylum Seeker Certificate” or a “UNHCR Registration Card” is not accepted as valid proof of refugee recognition.

Format: Photocopy

4 - Application for Convention Refugees Abroad and Humanitarian-Protected Person Abroad (IMM 6000):

The principal applicant (PA) (for example, the person you are sponsoring) is required to complete and sign an application for permanent residence. A complete application for permanent residence includes all forms listed in the Application for Convention Refugees Abroad and Humanitarian-Protected Person Abroad package (IMM 6000). The PA must ensure that all forms for their spouse, common-law partner and/or dependent children are submitted along with their completed application package.

Important information: To ensure faster processing, all forms included in the IMM 6000 should be bar-coded. Please refer to the IMM 6000 instruction guide for further details.

Note: Whenever possible, please ensure that the PA uses a computer when filling out their forms. Illegible forms will be returned to you without being processed.

Note: A complete sponsorship application package includes both the IMM 6000 as well as the sponsorship application (IMM 5373 and accompanying forms). Incomplete sponsorship application packages will be returned without being processed.


Step 2. Complete the application

Important information: Be complete and accurate when filling out the required forms. If you need more space for any section, use a separate sheet of paper and submit it along with your application. On the top of each additional sheet, write: the name of your sponsoring group, the name of the PA, the form number (located at the bottom left of each form) and the number or letter of the section you are completing.

Note: Make sure that your application forms are filled out on a computer and printed for signature. Application forms are available in portable document format (PDF), which enables you to download and complete it right on your computer. Illegible forms will be returned to you without being processed.

Note: Make sure that your application forms are signed and dated. The signature must be an original signature. If a signature is missing or the signature is not an original, the application will be returned without being processed.

Note: It is mandatory to provide a primary e-mail address for each group member as e-mail is the primary method of communication for CIC. Each group member is to provide their own personal e-mail (as opposed to the e-mail of a representative). Information concerning a representative, outside of the group members, should only be included on a Use of Representative form (IMM 5476). It is recommended that you adjust your junk mail setting to ensure that you do not miss important messages from CIC. The application will be returned without being processed if an e-mail address is not provided for each group member.

Important information: It is a serious offence to give false or misleading information on these forms. The information you provide on your application may be subject to verification.

Filling out the application

Follow the step-by-step instructions below to complete the application forms.

The following forms must be filled out and submitted:

All sponsors i.e. SAH, G5 and CS:

For SAH’s only:

Settlement Plan – Sponsorship Agreement Holders and Constituent Groups (IMM 5440)

For Group of Five only:

For Community Sponsors only

Settlement Plan Financial Assessment – Community Sponsors (IMM 5515)

Optional:


Undertaking and Application to Sponsor (IMM 5373)

This form must be completed by the following members of the Sponsoring group:

Sponsorship Agreement Holders

  • Sponsorship Agreement Holder (SAH)
  • Constituent Group (if applicable)
  • Co-sponsor (if applicable)

Groups of Five

  • Group of Five

Community Sponsors

  • Community Sponsor
  • Co-sponsors, if applicable.

General Application Information

Check the box to indicate if your sponsoring group is a:

  • Sponsorship Agreement Holder (SAH) or Constituent Group (CG)
  • Group of Five (G5)
  • Community Sponsor (CS)

Check the box if you are sponsoring refugees referred to your sponsoring group by CIC (see section above: You want to sponsor but lack a particular refugee case). If it is the case, include the profile number that you received from CIC.

Check the box if you are adding a dependant to an active sponsorship application. If it is the case, include the UCI or application number (G#) of the PA.

Section A – Sponsorship Agreement Holders

This section must be completed by SAHs, whether partnering with a Constituent Group or not

Write the name of the organization which has signed a sponsorship agreement with CIC, including the:

  • SAH representative’s last name (surname and family name), given names
  • other names used (including birth name, maiden, previous married names, aliases and nicknames)
  • address of the SAH, complete with the postal code
  • contact details (home, business or cell phone numbers and e-mail address).

Section B – Sponsorship Group

This section must be completed by Constituent Groups, Groups of Five and Community Sponsors

Write the name of the sponsoring group, including the:

  • CG, G5 or CS representative’s last name (surname and family name), given names
  • date of birth
  • other names used (including birth name, maiden, previous married name, aliases and nicknames)
  • address of the CG, G5 or CS representative complete with the postal code
  • contact details: numbers for home, business or cell, fax and e-mail address

Section C – Co-sponsors

This section must be completed by Co-sponsors only. This section does not apply to Groups of Five

Write the name of the corporation, if applicable.

Write the following:

  • group representative’s or individual’s last name (surname and family name), given names
  • date of birth
  • other names used (including birth name, maiden, previous married name, aliases and nicknames)
  • relationship to PA, if applicable
  • address of the group representative or individual, complete with the postal code
  • contact details (home, business or cell phone numbers, and e-mail address)

Section D – Groups of Five

This section must be completed by Groups of Five Only

Write the names of each member of your Group of Five, including:

  • your group member’s last name (surname and family name) and given names
  • other names used (including birth name, maiden, previous married name, aliases and nicknames)
  • date of birth
  • the relationship to the PA, if applicable
  • address, complete with the postal code
  • contact details (home, business or cell phone numbers, and e-mail address).

Section E – Refugee Applicants

This section must be completed by all sponsoring groups

Sponsoring groups commit to sponsor the PA along with all family members both accompanying and non-accompanying.

The refugee applicant that is being sponsored is referred to as the PA. If you are sponsoring a family, the PA should be the family member who has the strongest refugee case.

Note: Print all names and biographic information exactly as they appear on the PA’s passport or travel document, which must match the names as they appear on the Generic Application Form for Canada (IMM 0008). Any discrepancies in biographic information will result in your application to be returned to you without being processed.

Principal applicant:

Write the:

  • last name (surname and family name) - do not use initials
  • given names
  • sex
  • date of birth
  • place and country of birth, including the name of the town or city
  • marital status
  • country of citizenship

Family members: spouse or common-law partner of the PA, any dependent children, and any dependent children of dependent children.

Write the:

  • last name (surname and family name) - do not use initials
  • given names
  • sex
  • date of birth
  • place and country of birth, including the name of the town or city
  • marital status
  • country of citizenship
  • relationship to the PA- (spouse, common-law partner, son or daughter, child of son or daughter)
  • Check the box to indicate whether the family member will be accompanying the PA at the time of the PA’s travel to Canada.

Non-accompanying family members: The PA must list all of their accompanying and non-accompanying family members (who meet the definition below) on the Generic Application Form for Canada (IMM 0008). This includes family members that are not expected to travel with the PA to Canada, whose whereabouts are unknown or those who reside in a different country than the PA.

The one-year window (OYW) provision facilitates the reunification of non-accompanying family members with family who have been resettled in Canada. To be eligible, it is necessary that non-accompanying family members be included on the application for permanent residence (IMM 0008) and that they make an application for permanent residence at a visa office within one year of their family's arrival in Canada. For more information on the "one-year window of opportunity", consult the Guide to the Private Sponsorship of Refugees Program.

Family members

Family members of the PA include:

  • the spouse or common-law partner of the PA;
  • a dependent child of the PA,
  • a dependent child of the PA’s spouse or common law partner; and
  • a dependent child of a dependent child.
Spouse

Refers to the person (opposite or same sex) who is legally married to the PA. The marriage must be recognized in the country in which the wedding took place, as well as in Canada.

Divorced or separated spouses are not to be included as family members of the PA. Separated spouses mean that the PA and their spouse have lived separate and apart for at least one year and either the PA or the spouse is in a common-law relationship with another person (opposite or same sex).

Examples:

  • PA has been living at a different residence from his former spouse for the last 13 months. He has not currently filed for divorce. The PA is not currently in another relationship; however his former spouse has been in a common-law relationship and is cohabiting with another person for the past 12 months. The spouse is therefore considered as a separated spouse and is not to be considered a family member and must not be included in the undertaking.
  • PA has been living at a different residence from her former spouse for the last 13 months. He has not currently filed for divorce. Neither the PA, nor her former spouse is in common-law relationship. The spouse is still considered a family member and must be included in the undertaking.
Common-law partner

Refers to a person who is living in a conjugal relationship with another person (opposite or same sex), and has done so continuously for a period of at least one year. A conjugal relationship exists when there is a significant degree of commitment between two people.

This can be shown with evidence that the couple share the same home, support each other financially and emotionally, have children together, or present themselves in public as a couple.

Common-law partners who have been in a conjugal relationship for at least one year but are unable to live together or appear in public together because of legal restrictions in their home country or who have been separated for reasons beyond their control (for example, civil war or armed conflict) may still qualify and should be included on the undertaking.

Dependent children

Refers to the children (legally adopted or biological) of the applicant or those of the spouse or common-law partner.

The age of a dependent child is their age when it is “locked in” by CIC. The lock-in date is the date on which CIC receives a complete sponsorship application (for example, IMM 6000 package and sponsorship application).

Under the definition of dependent child, there are two types of dependants:

TYPE 1

The child is under the age of 19, is not married and is not a spouse or common law partner. A child must be unmarried at the time of visa issuance in order to become a permanent resident.

Example: a son or daughter of the PA is 18 years old and unmarried on the date CIC “locks in” the application. The child is a dependant.

Example: a son or daughter of the PA is 19 years old and unmarried on the date CIC “locks in” the application. Unless the child qualifies under Type 2 below, he or she is not a dependant.

Example: a son or daughter of the PA is 18 years old and is married on the date CIC “locks in” the application (or at time of travel to Canada).The child is not a dependant.

Example: a son or daughter of the PA is 23 years old and is a full time student on the date CIC “locks in” the application. Unless the child qualifies under Type 2 below, he or she is not a dependant.

TYPE 2

The child is 19 or older, has depended substantially on the financial support of a parent since before the age of 19, and is unable to be financially self-supporting due to a physical or mental condition.

Note: Provide a detailed explanation, on a separate piece of paper, if the PA’s dependent child falls under type 2. If no explanation is provided, the child will not be included in the application. 

Example: a daughter or son of the PA is 23 years old and has had a physical or mental condition since before the age of 19 that leaves him or her financially dependent on the parents.

Dependent child of a dependent child

This refers to children of dependent children of the principal applicant, or of the principal applicant’s spouse or common-law partner. 

Example: a son or daughter of the PA is 18 years, unmarried and has a one year baby on the date CIC “locks in” the application. The baby is a dependent child of a dependent child.

Only family members as outlined above (spouse, common-law partner, dependent children, and dependent children of dependent children) can be included on the undertaking. Other persons who are considered members of the family unit, including de facto dependants, who do not meet the definitions above, may be sponsored at the same time but a separate sponsorship application must be submitted for these individuals. See section F – Multiple Undertakings for further details.

Section F – Multiple Undertakings

This section must be completed by all sponsoring groups, if applicable.

Note: The information provided in this section must be the exact same biographic information the other PA is providing to CIC. If CIC cannot find the other PA in its system, based on the information provided in this section, they will not be processed together.

Write the:

  • last name (surname and family name) - do not use initials
  • given names
  • date of birth

Filling out this section ensures that all linked sponsorships are processed at the same time. Examples of linked sponsorship are individuals that intend to live in one household or as a family unit in Canada, but they do not meet the definition of family members as outlined above in section E. De facto dependants can be linked in this section.

Example:

The PA is 40 years old, married and has 3 unmarried children who are less than 19 years of age. “Sponsoring Group A” agrees to sponsor the PA and his dependants.

The PA has a brother who is married with no children. “Sponsoring Group B” agrees to sponsor the brother of the PA and the brother’s wife.

Therefore in this section, you must write the last name, given names and date of birth of the PA’s brother if you would like the sponsorships processed at the same time.

NOTE: In Section F of the undertaking for the PA’s brother, the name and date of birth of your PA must be written.

Example:

The PA is 40 years old, married and has 1 child over the age of 19. The child does not have a physical condition that renders her/him financially dependent on the parents. “Sponsoring Group C” agrees to sponsor the PA, his wife and his child. Since the child is not considered a dependent child as per the definition, “Sponsoring Group C” must submit a separate and complete sponsorship application package for the child (for example, IMM 6000 and sponsorship package). 

Therefore, in Section F of the PA’s undertaking, the last name, given names and date of birth of their child must be written.

NOTE: In Section F of their child’s undertaking, the name and date of birth of their father (the PA) must be written.

De facto dependants

De facto dependants include people who may or may not be blood relatives but who cannot apply as family members as defined above. To be considered a de facto dependant, a person must be dependent on the family in which membership is claimed. The dependency must be emotional or financial and will often be a combination of both factors. Such people would normally, but not exclusively, live with the PA as members of the same household. A visa officer will determine if a person can be considered as a de facto dependant.

A separate sponsorship application and separate IMM 6000 package must be filled out for each de facto dependant.

For de facto dependants of the PA, you must write the last name, given names and date of birth of their de facto dependant in section F – Multiple Undertakings of the IMM 5373.

In the IMM 5373 of the de facto dependant to the PA, the name and date of birth of the PA must be written in section F – Multiple Undertakings.

Examples of de facto dependant family member:

  • an unmarried adult daughter in cultures where it is normal for an unmarried daughter to remain dependent until she marries;
  • a widowed sister or sister-in-law who has no means of support in a culture where it is normal that the PA would take on responsibility for her care and support;
  • parents of any age living with the PA and who have no other means of support or other children with whom they could reside;
  • elderly relatives (aunts, uncles, cousins) who have resided with the PA for a substantial period of time or who are dependent on the family unit for care, shelter, and emotional support;
  • minor relatives (nieces, nephews) in the primary care of the PA and whom are not legally adopted.

Examples of who may not be found to be a de facto dependant family member:

  • a married sister living with the PA who has a husband residing in another known location, unless it is demonstrated to the officer that the sister cannot rely upon her husband for support;
  • a married daughter and her husband living with the PA, unless they can demonstrate to the officer that they are completely dependent on the PA for financial support;
  • an elderly parent who normally resides with the PA, but who is self-supporting; and
  • a person who has been taking care of the PA’s children and living in the household for an extended period of time, but who is not without family of their own.

Section G – Obligations, Consent and Declarations

This section must be read, and understood by all parties to the sponsorship. Read this section carefully. Only in very exceptional cases will your group be asked by CIC to sponsor a refugee longer than 12 months (up to 36 months). The sponsoring group has the option to refuse a longer sponsorship period. Note that refusing to sponsor for a longer period will likely result in the entire application for permanent residence to be refused by a visa officer.

The sponsoring group is obliged to provide support to all accompanying and non-accompanying family members listed on the undertaking, regardless of the timing of their arrival in Canada.

As per subsection 140.2(1) of the Immigration and Refugee Protection Regulations, the PA has two (2) options when submitting their complete sponsorship application package:

  • PA provides the IMM 6000 to the sponsoring group, who will then submit the entire sponsorship application package (for example, IMM 6000 and sponsorship application) to CPO-W.  Note:  if you are submitting a sponsorship application for a Blended Visa Office-Referred (BVOR) case, check the first box in this section.

Or

  • The sponsoring group provides the sponsorship application to the PA who will then submit the entire sponsorship application package (for example,  IMM6000 and refugee sponsorship application) to CPO-W.

Note: Each group member to the sponsorship must sign and date the application. By signing here, the sponsoring group declares that they understand and commit to upholding the terms outlined on the undertaking. The signature must be an original signature. If a signature is missing or the signature is not an original, the application will be returned without being processed.

All Constituent Groups (CG) wishing to submit undertakings for sponsorship must include, with each undertaking, the signature of an authorized SAH representative in the appropriate signature box of this section of the undertaking. The SAH is responsible for alternative arrangements where the CG or co-sponsor does not or cannot assume the responsibilities in cases of breakdown, default or withdrawal.


Settlement Plan – Sponsorship Agreement Holders and Constituent Groups (IMM 5440)

Ensure that you read the instructions and complete the settlement plan that applies to your group.

Who must fill out this settlement plan?

This form must be completed by the:

  • Sponsorship Agreement Holder (SAH)
  • Constituent Group (if applicable)
  • Cosponsor (if applicable)

What is it?

The Settlement Plan is a planning tool for sponsoring groups to formulate how they intend to deliver the various aspects of settlement assistance needed to help the refugee applicant(s) establish successfully in Canada. Where practicable, the planned arrangements should be in place before the refugee arrives. Where cosponsors are involved in the sponsorship, discuss settlement arrangements and responsibilities together and jointly fill out the settlement plan.

In those instances where refugee applicants intend to live together in Canada as a family unit but are named on separate undertakings, only one Settlement Plan encompassing the entire household is required. It must, however, reflect the resettlement needs of each individual being sponsored.

The Settlement Plan and Financial Assessment (IMM 5440) is used by CIC to assess whether your group is able to provide the settlement assistance and financial support needed to help the refugee applicant(s) establish successfully in Canada during the validity of the sponsorship.

Submission of the Settlement Plan

While Sponsorship Agreement Holders are not required to submit a Settlement Plan, they must prepare one for each undertaking they sign (note exception below).

Constituent Groups must also complete a Settlement Plan for each undertaking they sign and must submit it to their Sponsorship Agreement Holder. The SAH assesses the overall application and, when satisfied, authorizes the group to sponsor under their agreement. The Constituent Group will submit the original settlement plan and letter with the application. Both the SAH and the Constituent Group are required to retain a copy of the Settlement Plan in their files.

Note: Exception– Sponsorship Agreement Holders (and their respective Constituent Groups) that signed an agreement with the Minister less than two (2) years ago are required to submit the Settlement Plan to the CPO-W as part of the sponsorship application.

Section A – General information

Write the complete name of the:

  • Principal Refugee Applicant  (and date of birth)
  • Sponsorship Agreement Holder
  • Constituent Group (if applicable)
  • Cosponsor-individual (if applicable)
  • Cosponsor-Organization (if applicable)
  • Designated main contact person

Write the last name (surname/family name) and given name(s) of the designated main contact person, the complete mailing address including postal code, the home, work or cell telephone numbers, fax number and e-mail address).

Write the contact details of an alternate contact person, if applicable (name and telephone number).

If your Constituent Group is not a church or charitable organization, attach to the Settlement Plan a list of all of the group members including their full names and contact information. Print the private sponsor’s name and the principal applicant’s name at the top of each additional sheet and indicate the form’s title and the number of the question you are answering.

Section B – Settlement Needs Checklist

Identify who will be providing for the settlement needs of the refugee(s) by checking the relevant box.

Where more than one party is providing for a particular need, check all boxes that apply.

Where there is no cosponsor, check all boxes to indicate that the sponsoring group is aware of and will provide for the settlement needs listed.

Section C – Settlement Needs – Details

Answer each question in a detailed yet concise manner.

Question 1

If temporarily staying with relatives, provide information on family composition of the family relatives that the sponsored refugee(s) will be staying with and what current accommodation arrangements the relatives have. Also, provide details on the time frame when you anticipate that permanent accommodation will be found and what type of accommodation you are looking for e.g. house or apartment.

Question 2

Indicate the names of the individuals that will be volunteering and what tasks they will be assisting with e.g. arrival, Social Insurance Number (S.I.N.) application, Health card application, medical appointments, etc.

Question 3a

Upon indicating the settlement agency, indicate what service(s) the refugee(s) will be obtaining from that agency e.g. Language training, translation of documents, etc.

Question 3b

If you have not contacted any agencies to provide settlement support, indicate when you plan on making this contact. If you have contacted some agencies, indicate the date, the name of the person you made contact with and in regards to what services.

Also, indicate if you have dealt with these agencies in the past and what type of services your sponsored refugees have accessed from them.

Question 4

In order to help you determine what financial requirements may be necessary to support the refugee applicant(s) for the validity of the sponsorship period, consider the following:

  • Rent: consider cost of accommodation (ensure refugee(s) will be able to afford payment after sponsorship ends)
  • Utilities: include electricity, heat and water
  • Food: consider the refugee(s)’ need to have some of their national food in their diet
  • Transportation: bus or metro passes, tickets, etc.
  • Clothes: consider winter clothes as well
  • Telephone: decide whether to fund long distance calls; the refugee(s) will need to communicate with family and friends back home
  • Education: school trips, day care to allow parents to attend language training, transition into work force
  • Incidentals: pocket money, recreation, unanticipated expenses

To help your group establish the amount of money necessary for your group to sponsor the refugee(s) for a 12-month period, including the “start-up” costs, we have provided financial information which may be used as a guide (see Appendix A).

Question 5

Indicate where you will obtain these in-kind donations and what type of donations you are seeking.

Question 6

Some contingency plans can include scenarios such as: if the refugee(s) move to a different city or if there are unexpected costs that are not covered by the Interim Federal Health plan. Provide details as to how you would handle these scenarios.

Question 7

Indicate what specific roles each person will be responsible for when assisting the refugee(s).

Section D – Signatures

A representative from each party to the sponsorship must agree to the settlement plan. Discussing settlement arrangements with partners before the sponsorship will help to minimize confusion over responsibilities after the refugee(s) arrive. By signing the Settlement Plan, you are indicating that you are aware of the terms of the plan and commit to fulfilling them. Where a Constituent Group has submitted the undertaking, its SAH must sign the Settlement Plan to indicate that it has been approved.

Note: Where two (2) sponsoring groups of different SAHs are partnered, both SAHs should approve the Settlement Plan.


Settlement Plan and Financial Assessment – Group of Five (G5) (IMM 5373A)

This form must be completed by the:

  • Group of Five

What is it?

The Settlement Plan and Financial Assessment form is used by CIC to assess whether your Group of Five is able to provide the settlement assistance and financial support needed to help the refugees to establish successfully in Canada during the validity of the sponsorship. Even though only the group representative needs to sign this form, all members must agree to the plan.

The Settlement Plan and Financial Assessment form must encompass the settlement and financial needs of every person named in Section E of the Undertaking/Application to Sponsor, whether accompanying or not. 

Important information: Do not include persons listed in Section F – Multiple Undertakings of the PA’s IMM 5373, as separate sponsorship applications are required for those persons.

Assessing the Sponsoring Group’s Finances

For CIC to determine that your group has sufficient financial resources to fulfill the terms of the undertaking, you must show all sources of funding, including in-kind deductions. CIC will combine the value of all committed funds (monetary or in-kind) to determine if the total funds committed equals (or surpasses) the amount listed on the Sponsorship Cost Table (this table is located on the last page of the form IMM 5373A). The required financial resources indicated in this table are roughly equivalent to local social assistance rate figures.

The In-Kind Deductions Table (also located on the last page of the form IMM 5373A) provides an estimated value for certain in-kind donations. In-kind donations include all donations made in goods, commodities or services, instead of money (e.g. used clothes, used plates and utensils, the fact that the PA will reside with one of the sponsors or that his or her meals will be provided by one of the sponsors).

See Appendix A below for further information on financial guidelines.

Section A – General information

Write the complete name (last name and first name) and date of birth of:

  • the principal applicant

Write the complete name of:

  • your Sponsoring Group

Section B – Settlement Needs Checklist

For each settlement need, check the box to indicate if your group will provide monetary support or in-kind deductions and then, give the corresponding value.

For in-kind deductions, write the dollar value for each form of settlement assistance for which an in-kind deduction is available.

To help you determine what financial requirements may be necessary to support the refugees for the validity of the sponsorship, consider the following:

Start-Up Costs:

  • Clothing: consider winter clothes as well as summer clothes
  • Furniture: consider costs for household furniture
  • Household start-up costs: onetime payment for household effects such as kitchen supplies, cleaning products, bedding, linens, etc.
  • Food staples: costs of food for PA and his/her family (if applicable). This includes flour, sugar, rice, etc.
  • Hook-up costs: this includes cost of accommodations including rental and utility deposits as well as telephone installation.
  • School start-up costs (if applicable): onetime payment for school supplies such as books, stationery, utensils, school uniforms (if applicable), etc.

Ongoing Expenditures:

  • Shelter: includes monthly rent and cost of electricity, heat, water, telephone and insurance
  • Transportation: bus or metro passes, tickets, etc.
  • Living allowance: food, pocket money, unanticipated expenses, recreation, day care (if applicable) etc.

Also, sponsoring groups might find it useful for their own planning purposes to be aware of the financial assistance CIC provides to Government-Assisted Refugees (Resettlement Assistance Program) to cover standard household start-up costs. See Appendix A below.  

Section C – Settlement Checklist

This section is to confirm which settlement services your sponsoring group will provide to the refugees. If you cannot provide a specific service or if a service is not applicable to the refugees, please indicate the reasons in the box located below the list of services. 

Meet refugees upon arrival and provide transportation to their accommodations: indicate that you will be meeting the refugees upon arrival in Canada and provide transportation to their accommodations.

Arrange transportation for the refugees to and from appointments and activities: indicate that your group has made on-going arrangements for transportation of the refugees to and from appointments and activities. 

Arrange for interpreter services (if applicable): indicate that your group has arranged for interpretation services that, while respecting the privacy of the refugees, will assist them to communicate with doctors, bank employees, teachers, etc.

Provide orientation (public transportation, bank services etc.): indicate that your group is to help the refugees settle in the community and quickly become self-dependent with regards to daily routine. Examples of orientation activities: using house appliances and facilities, opening a banking account, using public transportation, shopping for food, medication, clothes, household effects, visit schools (if applicable), etc.

Enroll adult refugees in language training (if applicable): indicate that the group will register adult refugees in an official language class (English or French).

Assist refugees in applying for a Social Insurance Number (SIN): indicate that your group will assist the refugees in getting a SIN card. 

Provide assistance in finding employment: indicate that the group will provide assistance to the refugees to find employment. Note: employment must conform to federal and provincial labour standards/regulations and employment should not interfere with the refugees’ efforts to learn an official language.

Depending on the refugees’ skills and needs, the sponsoring group needs to find out about: employment counselling services and agencies, local Canada Employment Centre and services available, trainings on employment preparation and foreign credential assessment agencies and procedures (a credential assessment can be used to verify that a foreign degree/diploma/certificate is valid and equal to a Canadian one).

Provide assistance in linking refugees with community activities: Indicate that your group has received information or has registered refugees with community groups, organizations or activities. These may include religious, cultural or ethnic community groups, organizations or activities. For further information for your area, you can visit Immigrant services in your area.

Plan for refugees to see a health care worker shortly after arrival: indicate that your group has planned for the refugees to see a health care worker shortly after arrival.

Assist refugees in selecting a family physician, dentist, etc: indicate that your group has found or will assist in finding required physicians (e.g. family physicians, dentists and pediatricians).

Assist refugees in applying for provincial and Interim Federal Health plans: indicate that your group will be assisting the refugees to apply for a government health plan. Refer to your applicable province’s health programs and coverage. For detailed information on the Interim Federal Health Program (IFHP), visit Health care – Refugees.

Enroll children in school (if applicable): indicate that for PAs with accompanying school age children, your group will assist the refugees in finding a school and enroll all the children, and any specialized services for children with special needs. 

Make child care arrangements (if applicable): indicate that for PAs with accompanying children, your group should assist the refugees in finding child care arrangements if they are not of school age and/or require day care. 

Apply for child tax benefit (if applicable): For more information, refer to the Canada child tax benefit page.

Section D – Settlement Plan – Details

In this section you must provide specific details such as:

  • who in the group will be responsible
  • the availability of the persons responsible for the service i.e. time he/she will dedicate to the task
  • the name of the refugee who will require  special accommodation

Note: If not enough details are provided for an officer to make a determination on the settlement plan, the application will most likely be refused. Therefore, be as precise and detailed as possible.

As sponsors, you must arrange for proper accommodations for the refugees. Indicate where the refugees will reside by providing, if known, the complete address (or addresses if refugees will first reside in temporary accommodations) and provide details on the accommodations: Provide specific details such as the size and location of the accommodation, the name of the person hosting the refugees and relationship to the PA. Provide detailed explanations regarding arrangements for permanent accommodations as well as temporary accommodations, if applicable.

You should also include details such as: type of building (i.e. high-rise apartment, townhouse, detached house, shared accommodation, etc.), number and type of rooms (i.e. number of bedrooms, bathrooms, types of living areas, basement etc.) and types of furnishing (i.e. couches, size of beds, kitchen table etc.).  

As sponsors, you must register the refugees for settlement activities (language training, finding a job, etc). Indicate which immigrant settlement agencies are available and accessible to the refugees and what services they offer:

Provide information about the settlement agencies or services, and/or other public services or agencies you will or did contact for the refugees. Also, state the names of the community groups, organizations and or activities your group has approached for information, registration, etc. Examples of settlement activities include language training, counselling, cultural orientation, employment services and referrals to community resources. For additional information on settlement services in your area, you can visit the Find help to adjust - Refugees page.

As sponsors, you must plan, if applicable, to refer refugees to support/service centres for persons dealing with a trauma/crisis. Explain if any special accommodations are required for the refugees. If accommodations are required, provide details regarding your group’s plan to accommodate: Indicate that your group is aware whether the refugees are living with certain trauma/crisis (e.g. Post-Traumatic Stress Disorder –PTSD, severe physical pain, victims of gender based violence) and provide details on services needed such as the need to see a psychologist, attend support groups, to see a physiotherapist and the need to have a wheelchair. 

Section E – Financial Assessment

This section will allow the group to predetermine if it has committed sufficient funds to the sponsorship.

This section features two tables:

  • Sponsorship Cost Table: To determine the minimum amount of funds that your group should secure for the sponsorship, consult the dollar figures presented in the Sponsorship Cost Table. These figures include monthly expenses plus start-up costs.
  • In-Kind Deduction Table: determine and report on page 1 of the form (Section B) the amount of money you can deduct from the total cost of the sponsorship, for each start-up cost and/or for accommodation.
Financial Commitment:

Funds held In Trust: Provide, if applicable, any funds held In Trust for this sponsorship.  The account may be in the name of the sponsoring group with a note that the money is in trust for the refugees (this is not a “trust account” in the formal sense of the term). The account requires the signature of at least two of the group members to make withdrawals. 

See Gather Documents – Proof of funds for further information.

Member Financial Commitment: group members contributing financially to the sponsorship must provide the amount of money they are committing towards the sponsorship. This amount is to be the same as the amount entered in Section F of the Financial Profile – Group of Five (IMM 5373B). It is preferable that at least three members contribute financially to the sponsorship cost.

Section F – Declaration

Note: Only the group representative must sign and date the Settlement Plan and Financial Assessment. The signature must be an original signature. Even though only the group representative needs to sign this form, by signing it, all group members are indicating that they are aware of the terms of the settlement arrangements and are committed to fulfilling them. If a signature is missing or the signature is not an original signature, the application will be returned without being processed.


Financial Profile – Group of Five (G5) (IMM 5373B)

This form must be completed by:

  • Each Group of Five member who intends to use their personal income to support the refugee applicant(s).

Group members may wish to submit their Financial Profile in a sealed envelope to ensure confidentiality. 

What is it?

The Financial Profile is used by CIC to assess whether your group is able to provide the financial support needed to help the refugee applicants establish successfully in Canada during the validity of the sponsorship.

Section A – Group Name

Write the complete name of your Sponsoring Group.

Section B – Personal Details

Write your personal details including:

  • surname (family name/ last name) – do not use initials
  • given names
  • date of birth

For how many people in Canada, including yourself, are you currently the primary source of financial support? Write the number of people for whom you are currently the primary source of financial support, including yourself. This is the number of people that are dependent on you financially, whether they are living with you or not. Primary source of financial support includes providing certain basic needs such as food, housing, utilities, clothing, home appliances, and furnishings.

Examples of such persons include:

  • an unemployed spouse
  • children who reside in your household
  • college and university students
  • elderly relatives
  • ex-spouses and child support
  • current sponsored refugees i.e. refugees that have arrived in Canada and for which your sponsorship is not yet completed (sponsorship usually lasts 12 months).

Section C – Employment

Write your employment details including:

  • type (i.e. employed, unemployed, self-employed)

If employed, complete the following:

  • name of employer
  • supervisor’s name, telephone number and e-mail address
  • employer address
  • job title
  • employment start date

Section D – Previous Employer

If you have been employed less than one year with your current employer write your previous employer details including:

  • name of employer
  • supervisor’s name, telephone number and email address
  • employer address

Print off and complete another page of this form if you have worked for more than two employers over the past 12 months.

Section E – Sources of Income

Under the ‘Employment Income’ heading, provide the combined gross salary earned from all employers over the last 12 months.

Under the ‘Other Income Source’ heading, provide income earned in the past 12 months through self-employment, business venture or other sources of funds such as pension or employment insurance.

You must provide supporting documents that attest to the source and amount of this income. Refer to the section above for a list of acceptable documents – Proof of funds

Business Income: the gross income earned and reported to Canada Revenue Agency from activities conducted for profit from a sole proprietorship, partnership or unincorporated business. This would include professions, trades and businesses such as small retail outlets and restaurants.

Self-employment Earnings: the gross income earned and reported to Canada Revenue Agency from self-employment endeavours such as farming, fishing, commission sales, consulting and child care that are conducted for profit.

Other Income Sources:

  • Rental Income: Income earned and reported to Canada Revenue Agency from rental property
  • Investment and Interest Income: Income reported to and accepted by Canada Revenue Agency from dividend payments, interest, stocks, bonds, other investments and interest on savings deposits
  • Maternity/Parental/Sickness Benefits
  • Employment Insurance Income
  • Pension Income: Income from Old Age Security, Canada/Quebec Pension Plan, other pensions, superannuation and annuity payments from Canadian sources. Do not include Guaranteed Income Supplement (GIS) payments
  • Other Income: Include income you have received and will continue to receive on a regular basis that is not included above. Income assistance (i.e. Canada Child Tax Benefit or any provincially administered income assistance programs), is not to be included.

In the box, ‘Total Income’, enter the amount that represents your total annual income from all sources (employment, self-employment, investments, etc.) for the past 12 months.

Section F – Funds Committed to Sponsorship

This section indicates the financial contribution that each member intends to make to the sponsorship. This amount is to be the same as the amount entered in the “Member Financial Commitment” field in Section E of the Settlement Plan and Financial Assessment – Group of Five (IMM 5373A).

Section G – Declaration

Read, sign and date the declaration. The signature must be an original signature.

Note:  If a signature is missing or the signature is not an original signature, the application will be returned without being processed.


Settlement Plan and Financial Assessment – Community Sponsors (IMM 5515)

Who must fill out this settlement plan?

This form must be completed by the:

  • Community Sponsor;
  • Cosponsor(s) (if applicable).

What is it?

The Settlement Plan is a planning tool for sponsoring groups to formulate how they intend to deliver the various aspects of settlement assistance needed to help the refugee applicant(s) establish successfully in Canada. Where practicable, the planned arrangements should be in place before the refugee arrives. Where cosponsors are involved in the sponsorship, discuss settlement arrangements and responsibilities together and jointly fill out the settlement plan.

The Settlement Plan and Financial Assessment is used by CIC to assess whether your group is able to provide the settlement assistance and financial support needed to help the refugee applicant(s) establish successfully in Canada during the validity of the sponsorship.

Where practicable, the planned arrangements should be in place before the refugee arrives.

Assessing the Sponsoring Group’s Finances

In order for Citizenship and Immigration Canada to determine that your group has sufficient financial resources to fulfill the terms of the undertaking, you must show all sources of funding, including in-kind (See definition below) and cash donations that will be combined to provide support. You must also include the necessary documentation that confirms the availability of the committed funds.

Your group should consult the dollar figures presented in the Sponsorship Cost Table (see Appendix A). These figures represent an estimated national average for the total cost of a 12-month refugee sponsorship case, depending on the family size. In order to make its assessment, Citizenship and Immigration Canada will combine the value of all committed funds, including the dollar value of any applicable in-kind donations, to determine if the total funds committed equals (or surpasses) the amount listed on the Cost Table.

In-Kind donations

Donations made in goods, commodities or services, instead of money.

In those instances where refugee applicants intend to live together in Canada as a family unit but are named on separate Undertakings, only one Settlement Plan and Financial Assessment encompassing the entire household is required. It must still, however, reflect the resettlement needs of each individual being sponsored. Photocopy the plan and keep a copy for your group’s records.

Section A – General information

Give personal details of the principal refugee applicant including:

  • last name (surname/family name) – do not use initials
  • given name(s)
  • date of birth

Write the complete name of the:

  • Community Sponsor
  • Cosponsor-individual (if applicable)
  • Cosponsor-organization (if applicable)
  • Designated contact person

Write the last name (surname/family name) and given name(s) of the Designated contact person, the complete mailing address including postal code, the home, work or cell phone numbers, fax number and e-mail address.

Write the contact details of an alternate contact person, if applicable (name and telephone number).

Section B – Organization profile

The principal community sponsor must fill out this section. If there are any cosponsoring organizations, they must also complete their own organization profile on a separate sheet or make a photocopy of the form IMM 5515.

Section C – Settlement Needs – Checklist

Check the box to indicate:

  • who will be responsible to provide for each settlement need
  • if your group will have any in-kind donations to supply certain settlement needs

If you checked the in-kind box, write the dollar value for each form of settlement assistance for which an in-kind donation is available. The total value of the in-kind donations will be deducted from the cost of the 12 month sponsorship. (Use the rates provided in the in-Kind Deduction Table on page 4).

Note: more than one party can provide for the same need.

Section D – Settlement Needs – Details

Answer each question in a detailed yet concise manner.

Question 1
If temporarily staying with relatives, provide information on family composition of the family relatives that the sponsored refugee(s) will be staying with and what current accommodation arrangements the relatives have. Also, provide details on the time frame when you anticipate that permanent accommodation will be found and what type of accommodation you are looking for e.g. house or apartment.
Question 2
Indicate the names of the individuals that will be volunteering and what tasks they will be assisting with e.g. arrival, Social Insurance Number (S.I.N) application, Health card application, medical appointments, etc.
Question 3a
Upon indicating the settlement agency, also indicate what service(s) the refugee(s) will be obtaining from that agency e.g. Language training, translation of documents, etc.
Question 3b

If you have not contacted any agencies to provide settlement support, indicate when you plan on making this contact. If you have contacted some agencies, indicate the date, the name of the person you made contact with and in regards to what services.

Also, indicate if you have dealt with these agencies in the past and what type of services your sponsored refugees have accessed from them.

Question 4

The following guidelines must be followed if the sponsoring group plans to assist the refugee(s) in finding employment:

  • Employment must conform to federal and provincial labour standards and regulations.
  • Employment should not interfere with the refugee’s efforts to learn one of Canada’s official languages.

You need to identify the relevant resources for the adult refugee(s) to help him find an employment. Depending on the refugee(s) skills and needs, you need to find out about:

  • employment counselling services and agencies that provide them
  • local Canada Employment Centre and services available
  • trainings on employment preparation sessions
  • registration procedures foreign credential assessment agencies and procedures.
Question 5

Break down the monthly amount in categories e.g. rent, utilities, food, transportation, clothing, telephone, health, education and incidentals. Do not list just one lump sum.

In order to help you determine what financial requirements may be necessary to support the refugee applicant(s) for the validity of the sponsorship, consider the following:

  • Rent: consider cost of accommodation (ensure refugee(s) will be able to afford payment after sponsorship ends)
  • Utilities: include electricity, heat and water
  • Food: consider the refugee(s)’ need to have some of their national food in their diet
  • Transportation: bus or metro passes, tickets, etc.
  • Clothes: consider winter clothes as well
  • Telephone: decide whether to fund long distance calls; the refugee(s) will need to communicate with family and friends back home
  • Health: plan for costs not covered by the provincial health plan or the Interim Federal Health plan
  • Education: school trips, day care to allow parents to attend language training, transition into work force
  • Incidentals: pocket money, recreation, unanticipated expenses

To help your group establish the amount of money necessary for your group to sponsor the refugee(s) for a 12-month period, including the “start-up” costs, we have provided financial information which may be used as a guide (see Appendix A).

Question 6
Indicate where you will obtain these in-kind donations and what type of donations you are seeking.
Question 7
Some contingency plans can include scenarios such as the refugee(s) was or were originally supposed to reside with a relative in Canada upon arrival; however, they choose to reside on their own for the duration of the sponsorship period. Provide some details as to how you will provide support for the additional costs that will occur. Another scenario could be that the refugee(s) choose to move to a different city. Provide some details as to how you will continue to provide the required assistance.
Question 8
Indicate what specific roles each person will be responsible for when assisting the refugee(s).

Section E – Financial Assessment

This section will allow the group to predetermine if it has committed sufficient funds to the sponsorship. Use the dollar amount indicated on the group’s financial documents and the dollar amounts listed in the two (2) cost tables inserted on the form in the same section.

Note: It is essential that the Total Financial Commitment equals or exceeds the Final Cost of Sponsorship.

This section features two (2) tables:

  • Sponsorship Cost Table: To determine the minimum amount of funds that your group should secure for the sponsorship, consult the dollar figures presented in the Sponsorship Cost Table. These figures include monthly expenses plus start-up costs (for more information on start-up costs, see Appendix A). The required financial resources indicated in the Sponsorship Cost Table are roughly equivalent to local social assistance rate figures. They are approximate rates only and should be used as a guideline. The figures represent an estimated national average for the total cost of a 12-month refugee sponsorship case, depending on the family size. It is recommended to take into consideration the living costs in the community of resettlement for more accurate evaluation.
  • In-Kind Deduction Table: use it to determine and report on page 1 of the form (Section B) the amount of money you can deduct from the total cost of the sponsorship, for each start-up cost and/or for accommodation.
Group Revenue

If the sponsoring group intends to use revenue from its operations towards the cost of sponsorship, the group will need to provide supporting documentation to demonstrate the viability of the financial commitment.

Acceptable supporting documents include, but are not limited to, the following:

  • organization’s yearly budget for the last three (3) years
  • copy of a recent, audited financial statement for the organization
  • bank account details from organization showing substantial cash balance over several months
Pledged Donation

If an organization has pledged to provide funds to contribute towards the cost of sponsorship, the group will need to provide proof such as:

  • a promissory note of cash signed by the authorized representative of the organization or the organization's bank;
  • copy of a recent, audited financial statement for the organization;
  • a letter confirming that the money is being held in an account at a registered Canadian financial institution or documents outlining the terms and conditions of the account.
Personal Income

If personal income from individuals within the sponsoring group or from individual cosponsors is being used towards the sponsorship, the contributing individuals must provide supporting documentation to show proof of their income. The following sources are considered valid proof of income:

  • copy of the most recent T4 and/or T1; or
  • copy of the most recent Notice of Assessment (from Canada Customs and Revenue Agency); or
  • original letter or proof of annotated cheque stubs from the employer confirming salary
  • details; or
  • if self-employed, a letter from an accountant confirming the annual income; or
  • proof of other sources of income (pension statement, investments, etc.); or
  • Employment Insurance pay stubs.
Funds Held in Trust

Funds available at the time of sponsorship application may be deposited in an account at a Canadian financial institution. The account may be in the name of the sponsoring group with a note that the money is in trust for the principal refugee applicant (this is not a “trust account” in the formal sense of the term). The account should require the signature of at least two (2) of the group members to make withdrawals.

Note: You will need to provide a letter from the financial institution confirming the existence of the account or documents outlining the terms and conditions of the account.

Other Sources of Funds

Declare the amount of money that will be contributed from other sources of funds, and list these sources on the form. The sponsoring group must provide supporting documentation that shows the availability of these funds.

Section F – Signature

Note: The president or executive director of the community sponsor and any cosponsors must sign and date the Settlement Plan and Financial Assessment. By signing this form, the sponsoring group is indicating that it is aware of the terms of the settlement arrangements and is committed to fulfilling them.


Sponsor Assessment (IMM 5492)

Who must fill out this assessment form?

This form must be completed by the following members of the sponsoring group:

Sponsorship Agreement Holders (a separate form must be completed by each group member):

  • Sponsorship Agreement Holder (SAH) – (unless the form is kept on file with CICFootnote *)
  • Constituent Group (if applicable)
  • Co-sponsor (if applicable)

Groups of Five (a separate from must be completed by each group member)

  • Each group member.

Community Sponsors (a separate form must be completed by each group member)

  • Community Sponsor representative
  • Co-sponsor(s) (if applicable)

What is it?

All group members who intend to sponsor refugees must meet the sponsor eligibility criteria established by the Immigration and Refugee Protection Regulations. Each member to the sponsorship (i.e. those who sign the undertaking) must complete the Sponsor Assessment (IMM 5492) to confirm their eligibility.

Individuals who are deemed ineligible to sponsor will have their applications refused. If you wish to clarify your response to a certain question, provide details on a separate sheet.

Individuals may wish to submit their Sponsor Assessment in a sealed envelope to ensure confidentiality.

Section A

Write the name of the sponsoring group.

Section B

Write the last name (surname/family name) and given names of the sponsor representative or individual sponsor.

Section C

Write any other names used (including birth name, maiden, previous married names, aliases and nicknames) of the sponsor representative or individual sponsor.

Section D

Check the box to indicate whether you are at least 18 years of age or older.

Section E

Check the box to indicate whether you are a Canadian citizen, a Registered Indian or a permanent resident.

Section F

Check the box to indicate whether you or your representatives reside in the expected community of resettlement.

Section G

  • Check the box to indicate whether you have been convicted, inside Canada of the offence of murder or an offence set out in the schedule I or II of the Corrections and Conditional Release Act (see all offences on page 2 of the form). If yes, provide conviction details such as the charge, the date of charge and the place.
  • Check the box to indicate whether you have been convicted outside Canada of an offence that, if committed in Canada, would constitute one of the offences referred to above. If yes, provide conviction details such as the charge, the date of charge and the place.

Section H

Check the box to indicate whether you are in default of any court-ordered support payment obligations.

Section I

Check the box to indicate whether you are currently detained in any penitentiary, jail, reformatory or prison.

Section J

Check the box to indicate whether you have ever been ordered to leave Canada.

Section K

Check the box to indicate whether you are subject to any revocation proceedings under the Citizenship Act.

Note: Sign and date the declaration. The signature must be an original signature and not a photocopy. If a signature is missing or the signature is not an original signature, the application will be returned without being processed.

Use of a Representative (IMM 5476)

Who may use this form?

Complete this form only if you:

  • are appointing a representative;
  • have to update contact information for your previously appointed representative; or
  • are cancelling a representative’s appointment.

If you have dependent children aged 18 years or older, they are required to complete their own copy of this form if a representative is also conducting business on their behalf.

Who is a representative?

A representative is someone who provides advice, consultation, or guidance to you at any stage of the application process, or in a proceeding and, if you appoint him or her as your representative by filling out this form, has your permission to conduct business on your behalf with Immigration, Refugees and Citizenship Canada (IRCC) and the Canada Border Services Agency (CBSA).

You are not obliged to hire a representative. We treat everyone equally, whether they use the service of a representative or not.

When you appoint a representative:

  • you also authorize IRCC and CBSA to share information from your case file with this person in place of you. Please note the representative will receive all correspondence from IRCC or the CBSA, not the applicant;
  • your application will not be given special attention nor can you expect faster processing or a more favourable outcome;
  • the representative is authorized to represent you only on citizenship or immigration matters related to the application you submit with this form; and
  • you can appoint only one (1) representative for each application you submit.

Important information: You must notify IRCC if your representative’s contact information changes, or if you change your representative, or cancel the appointment of your representative. For more information on updating IRCC with your representative’s information, please see below section - Notify IRCC about any changes.

There are two (2) types of representatives.

Uncompensated Representatives:

Uncompensated representatives do not charge fees or receive any other form of consideration or compensation for providing advice or services to represent you before IRCC or the CBSA.

Uncompensated representatives include:

  • friends and family members who do not, and will not, charge a fee or receive any other consideration for their advice and services;
  • organizations that do not, and will not, charge a fee or receive any other consideration for providing citizenship or immigration advice or assistance (such as a non-governmental or religious organization);
  • consultants, lawyers and Quebec notaries, and students-at-law under their supervision, who do not, and will not, charge a fee or receive any other consideration to represent you.

Note: You do not have to pay someone for them to be your representative. IRCC will conduct business with an uncompensated representative if an applicant appoints them on their behalf.

Compensated representatives:

Compensated representatives charge a fee or receive some other form of consideration in exchange for the representation that they provide.

It is important to know that anyone who represents or advises you for payment - or offers to do so - in connection with IRCC proceedings or applications is breaking the law unless they are an authorized representative or they have a specific agreement or arrangement with the Government of Canada that allows them to represent or advise you. This applies to advice or consultation which happens before or after a citizenship or an immigration application is made or a proceeding begins.

IRCC will only conduct business with compensated representatives who are in good standing with their designated regulatory body. For more information see - Find out if your representative is authorized.

Note: If a representative is being paid or compensated by someone other than you, the representative is still considered to be a compensated representative.

Authorized representatives are:

  • consultants who are members in good standing of the Immigration Consultants of Canada Regulatory Council (ICCRC);
  • lawyers and paralegals who are members in good standing of a Canadian provincial or territorial law society and students-at-law under their supervision;
  • notaries who are members in good standing of the Chambre des notaires du Québec and students-at-law under their supervision.

If you appoint a compensated representative who is not a member in good standing of one of these designated bodies, your application will be returned. Learn about using a representative.

General Application Information

Appoint a representative
  • Check box to indicate if you are appointing a representative to represent you with your application process. Complete sections A, B and D.
Cancel a representative
  • Check box to indicate if you are canceling a representative. Complete sections A, C and D; and
  • Check both boxes and complete all sections if you are cancelling a representative and appointing a new one at the same time.

Section A – Applicant Information

Question 1

Write your last name (surname or family name) and given name(s).

Question 2

Write your date of birth.

Question 3
If you have already submitted your application, write:
  • the name of the office where the application was submitted; and
  • the type of application you have submitted.
Question 4

Write your IRCC’s Identification (ID) or Unique Client Identifier (UCI) number (if known). If you have not dealt with IRCC since 1973, you will not have a UCI or a Client ID.

Section B – Appointment of Representative

Question 5

Write your representative’s full name.

If your representative is a member of the Immigration Consultants of Canada Regulatory Council (ICCRC), a law society or the Chambre des notaires du Québec, print his or her name as it appears on the organization’s membership list.

Question 6

Check one box to indicate if your representative is uncompensated or compensated.

If your representative is compensated, write the membership ID number of:
  • the Immigration Consultants of Canada Regulatory Council (ICCRC); or
  • a Canadian provincial or territorial law society; or
  • the Chambre des notaires du Québec.
Question 7

Write your representative’s contact information.

If you are appointing a student-at-law to represent you, include their supervising lawyer’s information including their membership ID.

Note: By indicating your representative’s e-mail address, you are hereby authorizing IRCC to transmit your file and personal information to this specific e-mail address.

Question 8

To accept responsibility for conducting business on your behalf, your representative must:

  • sign the declaration; and
  • date the declaration.

Section C – Cancel the Appointment of a Representative

Question 9

Fill in this section if you wish to cancel the appointment of a representative. Write the representative’s full name.

Complete all sections of the form if you wish to both cancel a representative and appoint a new one.

Section D – Your Declaration

Question 10

By signing, you authorize IRCC to complete your request for yourself and your dependent children under 18 years of age.

For sponsorship application, your spouse or common-law partner does not have to complete a separate request. If your spouse or common-law partner is included in this request, he or she must sign in the box provided.

Release of information to other individuals

To authorize IRCC to release information from your case file to someone other than a representative, you will need to complete the form Authority to Release Personal Information to a Designated Individual (IMM 5475). The form is also available from Canadian embassies, high commissions and consulates abroad.

The person you designate under that form (IMM 5475) will be able to obtain information on your case file, such as the status of your application. However, they will not be able to conduct business on your behalf with IRCC.

Where to submit the form

If you have not yet submitted your application:

Send this form along with your application to the office listed in your respective application kit

If you have already submitted your application:

You may use this Web form to upload the IMM 5476.

Or;

If you know which IRCC office is processing your application, send the completed form to the office mailing address. Consult IRCC office mailing addresses.

Notify IRCC about any changes

You must let IRCC know if any information changes regarding the person you authorized to represent you on your application.

If your application was already submitted, use this Web form and upload the IMM 5476.


Step 3. Mail the application

Where to mail the application

Mail your completed application in a stamped envelope to the address shown below:

Affix sufficient postage (top right of the envelope)
Sender (top left of the envelope)
(Your name)
(Your Address)
(Your Postal Code)

Citizenship and Immigration Canada
Centralized Processing Office – Winnipeg (CPO-W)
269 Main Street, Suite 400 New
Winnipeg, MB
R3C 1B2


Submit the document checklist

Make sure you use and submit the Document Checklist along with your application forms and supporting documents.


What happens next?

The application process

Upon receipt of a completed and signed sponsorship application by CPO-W, your group can expect:

  • An Acknowledgement of Receipt (AOR) e-mail sent to you within 30 working days of CPO-W receiving a complete sponsorship application package.
  • A letter or e-mail from the CPO-W advising if the sponsorship undertaking is approved or refused.

If the sponsorship is approved by CPO-W, the file will be transferred to a visa office where the PA's application for permanent residence will be assessed. The group will then receive a letter that includes a notification that the PA's application has either been approved or refused by the visa office.

If the PA's application for permanent residence is approved, the sponsoring group can expect a Notice of Arrival Transmission (NAT) advising them when the refugees will arrive in Canada.

Important information: The sponsorship may be monitored by CIC after the refugee has arrived. This might be an in-person meeting, a survey or a phone call.


Updating your contact information

During the application process, you must advise CIC of any change in your contact information (address, phone number, etc). You must also advise CIC of any changes to your personal circumstances (for example, change in your marital status, the birth of a child). You can do this by filling out the Case Specific Inquiry tool.

The PA outside Canada must contact the Canadian visa office serving their region to change their address, contact information or make any changes to their personal circumstances (for example, change in your marital status, birth of a child). Instructions are available on the Change my address page.


Checking application status on line

Once your application has been received and reviewed by CIC, you can check its status on-line by doing the following:

  1. Go to Check application status.
  2. Follow the instructions provided.

To obtain details on how to remove your application status information from the Internet, visit the Help Centre section.

Sponsors can also use e-CAS, an online automated status update service, to obtain processing information on the cases they have sponsored. This service can be accessed from My immigration or citizenship application.


Protecting your information

Your personal information is:

  • available to CIC and the Canada Border Services Agency (CBSA) employees who need to see it in order to provide the services to you, and
  • not disclosed to other organizations except as permitted under the provisions of the Privacy Act or the Citizenship Regulations.

For more information. You can obtain additional information on the protection of your data by visiting the Help Centre.


Quality Assurance Program

Our quality assurance program randomly selects applications for a special review. If selected you will be asked to attend an interview with a Citizenship and Immigration official so that we can:

  • verify the documentation and any other information you submitted is accurate,
  • verify that your application has been completed properly.

Note: You will be notified in writing should your application be selected.


Need help?

If you need help, you can find answers to your questions by consulting the Help Centre.

Email address for the Centralized Processing Office – Winnipeg (CPO-W): CPOW-BTCW@cic.gc.ca


Appendix A – Financial Guidelines

  • Sponsoring groups will not accept the payment of funds from the refugees for the submission of a sponsorship, either before or after their arrival in Canada. However, the refugee’s relatives in Canada may contribute funds to the resettlement.
  • Refugees have no legal obligation, and cannot be made to enter into a legal or informal obligation, to prepay or repay their sponsoring groups for lodging, care, and settlement assistance and support. However, the refugee’s relatives in Canada may contribute funds to the resettlement.
  • Sponsoring groups are not responsible, unless they have co-signed loans, for any debt that a refugee incurs in Canada.
  • Sponsorship Groups are expected to provide the refugees with both financial and settlement support for a period of up to 12 months including the opportunity to attend English language training and acquire skills necessary to access employment in Canada. Should the refugee become financially self-sufficient during the 12-month sponsorship period, the sponsoring group is not obligated to provide income support under the terms of the undertaking for the remainder of the sponsorship period. However, the sponsoring group must maintain immediate access to adequate funds for the remaining length of the sponsorship in the event that the refugee ceases to be self-sufficient.
  • Sponsored refugees who bring financial resources to Canada should manage their own finances and are expected to contribute to their own settlement costs. Sponsoring groups may expect sponsored refugees to contribute towards their settlement costs according to the same standard established for government-assisted refugees who bring financial resources to Canada. For example, a single sponsored refugee may retain up to a maximum of $1000 for personal use and a couple may retain up to $2000 plus $500 for each additional family member, with the balance of their funds being allocated towards the cost of their settlement. You may refer to The Guide to the Private Sponsorship of Refugees Program for further details.

Cost of Sponsorship

Although the cost of living varies from one region to another, the following table can assist the sponsoring group in estimating the cost involved in sponsoring a refugee family for 12 months. The required financial resources indicated in the Sponsorship Cost Table are roughly equivalent to local social assistance rate figures.

Sponsorship Cost Table

Family Size 12 Months of Income Support Start-up Costs Estimated Total Annual Settlement Cost ($)
1 9,800 2,800 12,600
2 16,800 4,400 21,200
3 17,700 5,300 23,000
4 20,000 7,000 27,000
5 22,500 7,200 29,700
6 24,500 8,000 32,500
Additional member 1,550 1,000 2,550

Income Support can vary depending on ages of various dependants which play a role in determining monthly income support for shelter, food, transportation and incidentals.

Start-up costs include: one time payment for household items, furniture, linens, food staples, clothing & winter clothing, deposit for utilities, phone installation and first month’s rent. These are approximate rates only and should be used as a guideline. Contact your local Citizenship and Immigration Centre (CIC) should you be interested in your local Resettlement Assistance Program (RAP) income support rates which are in line with local social assistance rates.

For details on how to contact your local CIC, refer to the Guide to the Private Sponsorship of Refugees Program.

Several factors may reduce the amount of financial support that the sponsoring group must provide. Examples of these factors may include: in-kind donations and financial resources the sponsored refugee brings to Canada. The chart below provides an estimated value for certain in-kind donations. For more information on the cost of sponsorship, contact your local Citizenship and Immigration Centre or the Refugee Sponsorship Training Program (RSTP). For details on how to contact the RSTP, visit their website at www.rstp.ca.

In-Kind Deduction Table ($)

Family Size Shelter Clothing Furniture Start-up Costs (Household Needs) School Start-up Costs Food Staples
1 6,000 500 1,500 325 175
2 7,100 1,000 2,000 350 250
3 7,800 1,375 2,500 375 325
4 8,400 1,750 3,000 400 400
5 9,600 2,125 3,500 425 475
6 9,600 2,500 4,000 450 550
For additional member, add 900 375 500 25 150 per child between ages 4-21 75

The In-kind Deduction Table is based on annual costs. Start-up Costs include: bedding, linens and household items. These are approximate rates only and should be used as a guideline. Contact your local Citizenship and Immigration Centre (CIC) should you be interested in your local Resettlement Assistance Program (RAP) income support rates which are in line with local social assistance rates.

Start-Up Costs

Sponsoring groups might find it useful for their own planning purposes to be aware of the financial assistance Citizenship and Immigration Canada (CIC) provides to government-assisted refugees in order to cover standard household start-up costs. The following information describes some of the various needs that are considered when CIC establishes the amount for the initial start-up cheque. Individual start-up costs with established maximums:

Clothing: a one-time basic clothing allowance is provided.

  • $325 per adult
  • $250 per dependant child

Winter Clothing: winter coat, winter boots, mittens, scarf, snow pants for children, etc.

  • $175 per adult
  • $125 per dependant child

Basic Household Needs Allowance: Suggested items include: beds, table and chairs, bed linens, basic window coverings and common household products such as kitchen utensils, pots, pans, brooms, mops, detergents and cleansers.

The following maximum allowance rates apply:

  • Per single without accompanying dependants $1,330
  • Per single plus one (1) dependant $2,340
  • Per single plus two (2) dependants $2,665
  • Per couple without accompanying dependants $1,960
  • Per couple plus one (1) accompanying dependant $2,455
  • Per couple plus two (2) accompanying dependants $2,945
  • Per couple plus three (3) accompanying dependants $3,515
  • For each additional dependant $350

Food Staples: flour, sugar, rice, spices and condiments, etc.

  • $175 for the first person in each household
  • $75 for each additional dependant (no maximum)

School Start-Up allowance: an allowance of $150 for school-age children and young adults attending K-13, between the ages of 4-21 to defray costs for school supplies, activity fees, gym clothing, etc.

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