Use the Document Checklist (IMM 5612) to assist you in gathering the necessary documentation for submitting your application to the Centralized Intake Office (CIO), which is located in Sydney, Nova Scotia, Canada.

Note: Only the documents in this checklist should be submitted to the CIO. If your application is recommended for processing at a Visa Office, you will be required to submit a copy of your application to that office with a complete set of documents described in the Visa Office specific requirements.

Consult the Visa Office specific requirements now to determine what documents you will need to provide once your application is recommended for processing at a Visa Office. If you are not prepared to submit full documentation to the Visa Office within 120 days do not apply now. Visa Offices are strictly enforcing the 120 day rule and will not provide extensions.

The following advice is provided to help you prepare documents which will be required later in the application process by the visa office.
 
 

All applicants must undergo a medical examination.

You and your family members, whether they will be accompanying you or not, must undergo and pass a medical examination. To pass the medical examination you or your family members must not have a condition that:

• is a danger to public health or safety, or
• would cause excessive demand on health or social services in Canada.

Examples of “excessive demand” include ongoing hospitalization or institutional care for a physical or mental illness.

Instructions
If a visa officer determines that you meet the selection criteria, medical instructions will be provided to you by the Canadian Visa Office. You will receive medical forms for yourself (and any family members), and instructions on how to access a list of doctors in your area who are authorized to conduct immigration medical examinations (see below). You cannot undergo the medical examination before you submit your application forms.

Exam validity
The medical examination results are valid for 12 months from the date of the first medical examination. If the processing of your application for permanent residence is not completed during this time, you will have to undergo another complete medical examination.

Authorized doctors
Your own doctor cannot do the medical examination. You must be examined by a physician on Canada’s list of Designated Medical Practitioners which can be found at:
www.cic.gc.ca/dmp-md/medical.aspx
Note: The physician is only responsible for conducting a medical examination; he or she cannot give you any advice on the immigration process.

All applicants must submit police certificates/clearances as part of the application process.

Note: Do not submit your police certificates to the CIO. If your application is recommended by the CIO for further assessment, you will be required to submit the police certificates along with the full application to the Canadian Visa Office indicated on your application.

You and all of your family members who are 18 years of age and older and are not permanent residents or Canadian citizens will have to provide:

• a valid police certificate, or
• police clearance, or
• record of no information.

These documents are to be provided for each country other than Canada, in which you have lived for six consecutive months or longer since reaching the age of 18.

Note: If you or your family members were under 18 years of age (16 years of age in certain jurisdictions) for the entire time you lived in a particular country, you do not need to provide a police certificate for that country.

You may begin to gather your police certificates before submitting your application to the CIO. Although you will not submit the police certificate to the CIO, you must be ready to submit them to a visa office if your application is recommended for further assessment at a Canadian visa office.  When you submit the application to the Visa Office please ensure that your certificates were not issued more than three months before you submitted your application to the CIO.

For applicants requiring multiple police certificates, please be certain these documents can be produced at the time of the submission of your application to the Canadian visa office.

If the original certificate is not in English or French, submit both the certificate and the original copy of a translation prepared by an accredited translator.

Unless otherwise specified on our website, it is your responsibility to contact the police or relevant authorities unless otherwise specified on our website. When doing so, you may have to:

• pay a fee for the service, and
• provide information or documentation such as:
  • photographs,
  • fingerprints,
  • your addresses and periods of residence in the country or territory.

CIC will also do background checks to determine if there are grounds upon which you and your family members may be inadmissible to Canada.

Please consult our website for specific and up-to-date information on how to obtain police certificates from any country.

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 document.

Note: An affidavit is a document on which the translator has sworn, in the presence of a commissioner 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.

Translations by family members are not acceptable.

To have a photocopy of a document certified, an authorized person must compare the original document to the photocopy and must print the following on the photocopy:

• “I certify that this is a true copy of the original document”
• the name of the original document
• the date of the certification
• his or her name
• his or her official position or title
• his or her signature

People authorized to certify copies include the following:

In Canada:

• a commissioner of oaths
• a notary public
• a justice of the peace

Outside Canada:

• a judge
• a magistrate
• a notary public
• an officer of a court of justice
• a commissioner authorized to administer oaths in the country in which the person is living