Canada: New IRCC Policy Brings Clarity to Visa Refusals

In a move towards greater transparency, Immigration, Refugees and Citizenship Canada (IRCC) has begun issuing Canada officer decision notes along with refusal letters for certain visa applicants, effective July 29, 2025. This major update aims to offer applicants deeper insight into the reasons behind visa refusals—without the need for additional formal requests.

This significant development is currently being rolled out for temporary resident applications, including Temporary Resident Visas (TRVs), visitor records, study permits, and work permits. However, this policy does not apply to electronic travel authorizations (eTAs), Temporary Resident Permits (TRPs), or applications submitted through the new IRCC Portal—at least, not yet.

Canada: What Are Officer Decision Notes?

The newly shared Canada officer decision notes are concise internal comments or summaries written by the immigration officer who assessed the application. They detail the reasoning behind the refusal and help clarify which requirements were not met. Unlike the often generic refusal letters of the past, these notes provide a direct look at the officer’s evaluation process, bringing much-needed clarity to applicants.

Who Will Receive These Notes?

At present, the following types of applications are eligible to receive officer decision notes upon refusal:

• Temporary Resident Visas (TRVs)

• Visitor Records

• Study Permits

• Work Permits

These notes will also be included with extension requests for the above categories. Importantly, applicants do not need to request the notes separately—they will be included proactively by IRCC.

However, IRCC has stated that certain parts of these notes may be redacted in specific cases, particularly if the details raise concerns around privacy, security, or legal confidentiality.

Canada: How Will Applicants Receive These Notes?

Upon refusal, IRCC will send both the standard refusal letter and the officer decision notes directly to:

• The applicant, or

• The authorised representative is listed on the application.

This represents a meaningful shift in how feedback is communicated and could help reduce the backlog of formal information requests often made by frustrated applicants.

GCMS Notes vs. Officer Decision Notes: What’s the Difference?

While the new Canada officer decision notes offer basic insight, applicants seeking more comprehensive information can still request GCMS (Global Case Management System) notes.

GCMS notes are far more detailed and include:

• Full application history

• All communications

• Officer comments and decisions

• Processing timelines

• Internal evaluations

These notes are only available via an Access to Information and Privacy (ATIP) request, typically processed within 30 days. Unlike officer decision notes, GCMS notes require formal steps to access—especially for applicants outside Canada.

How to Request GCMS Notes (If Needed)

If the information in your officer decision notes seems insufficient or unclear, here’s how you can request GCMS notes:

1. Prepare Personal Information:
   Include your name, date of birth, application number, UCI, and contact details.

2. Submit an ATIP Request:
   If you’re outside Canada, you’ll need a representative (a Canadian citizen, PR, or organization) and a signed consent form.

3. Pay the Fee:
   A nominal $5 CAD fee is required. This can be paid online or via cheque/money order.

Applicants can submit a request after their application passes the R-10 completeness check. However, many choose to wait until they receive a final decision for more insightful data.

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