Anyone who has waited months for a Canadian immigration application to be processed has wondered: what is actually happening? IRCC (Immigration, Refugees and Citizenship Canada) processes millions of applications each year across dozens of application types. The process involves multiple review stages, cross-departmental checks, and third-party dependencies, all of which create bottlenecks. This guide explains what happens inside an application, why it takes time, and what steps are available when processing exceeds published timelines.
How IRCC Processes Applications: The Stages
While every application type has slight variations, most IRCC applications pass through the following stages before a final decision is issued:
- 1
Stage 1: Completeness Check
When an application is received, IRCC first verifies that it is complete, all required forms are present, fees are paid, and mandatory documents are included. Incomplete applications are returned (for paper submissions) or flagged (for online submissions). An incomplete application that is returned restarts the clock when resubmitted. This stage can take days to weeks depending on volume.
IRPR R.10 and R.12 set out the requirements for a complete application.
- 2
Stage 2: Biometrics
For applications requiring biometrics, the applicant receives a Biometric Instruction Letter (BIL) and must attend a VAC appointment within 30 days. The application is typically placed on hold until biometrics are received and verified. Delays at this stage are within the applicant's control.
IRPR R.12.1 and R.12.2 govern biometrics collection requirements.
- 3
Stage 3: Security Screening
Under IRPA s.16, applicants have an obligation to answer truthfully and provide documents for examination. IRCC conducts security screening via the Canadian Security Intelligence Service (CSIS) and the Royal Canadian Mounted Police (RCMP). Certain applicants may also be referred to the Canada Border Services Agency (CBSA) for security review. Security flags, even minor ones, can hold an application for months while checks are completed.
IRPA s.16 (duty to answer and provide documents); s.34 (security inadmissibility).
- 4
Stage 4: Criminality Check
IRCC checks the applicant's criminal background against domestic and international databases. This includes RCMP records, Five Eyes partner databases, and disclosed foreign convictions. Criminal inadmissibility under IRPA s.36 can result in a Procedural Fairness Letter (PFL) asking the applicant to respond before a final decision is made, adding weeks or months.
IRPA s.36 (criminal inadmissibility); IRPR R.228 and R.229.
- 5
Stage 5: Medical Review (if applicable)
Applicants from certain countries, those planning extended stays (over 6 months), and those applying for certain permit types may be required to complete a medical examination by an IRCC-designated physician (Panel Physician). Medical results are transmitted directly to IRCC. A medical inadmissibility finding under IRPA s.38 triggers additional review and a potential PFL.
IRPA s.38 (health inadmissibility); IRPR R.29–R.34.
- 6
Stage 6: Final Decision
Once all checks are complete, a visa or permit officer reviews the application holistically and issues an approval or refusal. For approvals, a visa counter-foil (for TRV applicants) is printed and affixed to the passport (which must be sent to a VAC), or an approval letter is issued (for those already in Canada). For refusals, a letter citing grounds is issued.
IRPA s.11 (visas and authorizations); IRPR R.179 (issuance of TRV).
Why Delays Happen: The Real Causes
IRCC processes millions of applications per year. Several structural and situational factors create processing backlogs:
📋 COVID-19 Backlog
The pandemic caused a significant reduction in application intake and processing capacity from 2020 to 2022. As borders reopened, IRCC faced a surge in applications against a reduced officer corps and administrative backlog that persists into 2025-2026 for some application types.
👥 Staffing and Training Constraints
Visa officers require extensive training. Rapid hiring to address backlogs does not immediately translate into processing capacity. Additionally, officer assignments rotate across offices globally, and some application streams have a limited number of trained officers.
📈 Volume Surges
Seasonal travel patterns, program openings (such as Express Entry draws), and political events in specific countries can cause sudden spikes in application volume. IRCC's processing times are reported as averages, individual applications may take significantly longer or shorter.
🔍 Complex Cases
Applications that trigger additional security, criminality, or medical review are removed from the standard processing queue. These are assessed by specialized teams and can take months beyond standard timelines. Applications from certain countries are subject to more intensive screening by policy.
📄 Incomplete or Incorrect Applications
Applications with missing documents, incorrect information, or errors require follow-up with the applicant via a Procedural Fairness Letter or a request for additional documents. Each round of correspondence adds weeks to the timeline.
Processing Times by Application Type
IRCC publishes current processing time estimates on its website, updated regularly. These are based on 80% of applicants, meaning 80% of recent applicants received a decision within the stated time. The remaining 20% may take longer. Processing times vary significantly by country of application, application type, and current backlog.
Where to find current times:
Visit ircc.canada.ca → "Check processing times" and select your application type and country. Processing times are updated weekly and reflect real-world current volumes. Do not rely on third-party estimates, they may be outdated.
General ranges based on typical conditions (not guarantees):
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IRCC provides several tools to check the status of a pending application:
- ✓IRCC Online Account (MyCIC): If you submitted your application online, log in to your IRCC secure account at ircc.canada.ca to see the current status. Status updates visible include: "received," "in progress," "additional documents requested," and "decision made."
- ✓Online Status Tracker (paper applications): For paper applications, use IRCC's online e-status check tool with your application number and date of birth.
- ✓VAC Status Check: If your application was submitted through a VAC, the VAC operator's website may provide a separate tracking portal using your reference number.
What status updates mean: "In progress" or "we are reviewing your application" does not indicate a specific processing stage, it simply means the application has not yet been decided. Status does not update at every internal processing stage. The absence of a status update does not mean the application is stalled.
What to Do If Processing Exceeds Published Times
If your application has significantly exceeded IRCC's published processing time, there are structured steps you can take:
1. Submit a Web Form to IRCC
IRCC provides a web form at ircc.canada.ca for applicants who have exceeded standard processing times (typically, after the published processing time has passed). The web form inquiry goes to IRCC client support and may result in a status update or referral for review. Web form responses can take several weeks themselves, this is not a fast-track mechanism.
2. Contact Your Member of Parliament (MP)
Canadian Members of Parliament have a constituency office mandate to assist constituents (and sometimes their family members abroad) with government service issues. An MP inquiry to IRCC on your behalf can sometimes prompt a status update or a response from IRCC. This is not preferential treatment: MP offices have a direct line to IRCC client relations.
3. Judicial Review (Last Resort)
If IRCC's delay is unreasonable, in the legal sense of mandamus (a court order to compel decision), an applicant may apply to the Federal Court for judicial review. This is a formal legal process that typically requires a lawyer, filing fees, and several months. It is rarely appropriate for typical processing delays but exists as a remedy for extreme cases.
GCMS Notes: What They Are and How to Request Them
GCMS (Global Case Management System) notes are the internal processing notes recorded by IRCC and CBSA officers during the review of an immigration application. They document every action taken on a file, from receipt to biometrics, security checks, officer comments, and decision rationale.
GCMS notes are particularly useful after a refusal to understand the specific reasoning that led to the decision, or during a long pending application to see where the file is in the processing queue. What this means for you: if you are unsure why your file is taking so long, your own notes are the closest you can get to seeing what the officer sees, and for your own file they are free to request. You do not need to pay a third party to obtain them.
How to Request GCMS Notes via ATIP
- 1Choose the right request type: If you want your own file (your GCMS notes for an application you submitted), make a Privacy Act request, because you are asking for your own personal information. A Privacy Act request to IRCC is free of charge, there is no application fee. Access to Information Act requests, which are used to obtain government records that are not your own personal information, carry a $5 application fee. For most applicants seeking their own GCMS notes, the free Privacy Act request is the correct route. (Source: IRCC Help Centre, verified June 2026.)
- 2Submit the request: GCMS notes are obtained through an Access to Information and Privacy (ATIP) request. A request for your own file is made under the Privacy Act, R.S.C. 1985, c. P-21. The fastest way to submit is online through the federal ATIP Online Request service at atip-aiprp.apps.gc.ca; you can also submit by mail. If a representative is requesting on your behalf, IRCC requires your written consent (form IMM 5744). Always confirm the current submission method on canada.ca.
- 3Wait for the response: Under the Privacy Act, IRCC has a statutory obligation to respond within 30 days. That deadline can be extended by up to a further 30 days where meeting it would unreasonably interfere with operations or consultations are required. In practice, depending on IRCC's current ATIP volumes, responses can take longer than the statutory timeline. The statutory clock is the legal minimum standard, not a guaranteed turnaround; check canada.ca for current expectations.
- 4Review the notes: GCMS notes are released with redactions for security and third-party personal information. Notes document officer observations, security flags, concerns about documentation, and any pending actions. They are not always easy to interpret, familiarity with IRCC internal codes helps.
When GCMS notes are most useful: After a refusal (to inform a re-application), when an application has been pending significantly beyond the published time, or when you suspect a specific issue (criminality, security) is holding the file.
Frequently Asked Questions
My application has been "in progress" for months with no update. Is something wrong?+
Not necessarily. "In progress" does not indicate a specific stage, it means the application is open and being processed. Many applications sit at one internal stage for extended periods during security or criminality checks without any visible status change. If you have exceeded IRCC's published processing time, submit a web form inquiry.
What is a Procedural Fairness Letter (PFL) and why did I receive one?+
A Procedural Fairness Letter (PFL) is sent by IRCC when an officer has a concern about an application that, if not addressed, could result in a refusal. It provides the applicant an opportunity to respond before a final decision. Common triggers include criminal records, potential misrepresentation, or medical concerns. You should respond thoroughly and on time, missing the PFL deadline typically results in a refusal.
Does submitting a web form speed up my application?+
A web form inquiry does not automatically expedite processing. It creates a client service ticket that may result in a status update or, in some cases, a referral for review by a supervisor if the delay is significant. Web form responses themselves can take weeks.
How do I know if my application is in a security hold?+
IRCC does not proactively notify applicants when their application is in security screening. Reviewing GCMS notes via an ATIP request is the most reliable way to see if a security referral has been made. Applications with a history in certain countries or any criminal history are more likely to receive additional security scrutiny.
Can I submit new documents while my application is pending?+
In limited circumstances, yes. For some application types, IRCC allows uploading of additional documents to an online account. For others, unsolicited documents are not reviewed. If your situation has materially changed (new job, change of address, new passport), you should notify IRCC via the appropriate channel for your application type.
What are the most common reasons Canadian immigration applications are refused?+
For visitor visas: insufficient proof of ties to home country, inadequate financial evidence, or prior refusals or overstays. For other permits: failure to meet program requirements, criminal inadmissibility under IRPA s.36, medical inadmissibility under IRPA s.38, or misrepresentation under IRPA s.40. Refusal letters state the grounds, though GCMS notes provide more detail.
Is there a fee to get my GCMS notes from IRCC?+
No, not if you are requesting your own file. GCMS notes about your own application are obtained through a Privacy Act request, and Privacy Act requests to IRCC are free, there is no application fee. The $5 fee that is sometimes mentioned applies only to Access to Information Act requests, which are used for records that are not your own personal information. If you see a third-party service charging you to retrieve your notes, that is their service fee, not a government fee. You can submit a free Privacy Act request yourself through the federal ATIP Online Request service. Confirm the current process on canada.ca.
What is the difference between processing time and how long my application has actually taken?+
IRCC's published processing time is an estimate based on how long it recently took to finish 80% of applications of that type, measured from when the application was received to when a decision was made. It is a historical average, not a promise about your file. Your own application can finish faster or slower. Because the figure is recalculated as new decisions come in, the estimate you saw when you applied can change before your decision is issued. Always check the current figure on IRCC's processing-times tool rather than relying on the number you first saw.
Can I ask IRCC to process my application faster (urgent or expedited processing)?+
In limited situations, IRCC may consider a request for urgent or expedited processing, for example for serious illness, a death in the family, or certain job or travel circumstances. The criteria, evidence required, and channel differ by application type, and there is no general right to faster processing. The correct way to ask, and whether your situation qualifies, is set out on IRCC's pages and Help Centre on canada.ca. Submitting an urgent request does not guarantee it will be granted.
Does using a representative or paid agency make my application process faster?+
No. Hiring an immigration consultant or lawyer does not give your application priority or change IRCC's processing times; officers assess files on their merits regardless of whether a representative is involved. A licensed representative can help you prepare a complete, accurate application (which avoids delays caused by missing documents or errors) and can correspond with IRCC on your behalf, but they cannot expedite the queue. Only use a representative authorized under IRPA, paid representatives must generally be a member of the CICC, a Canadian law society, or the Chambre des notaires du Quebec. Verify any representative on the appropriate regulator's public register.
Important: Information is based on publicly available IRPA, IRPR, and IRCC policy. Processing times change frequently, always verify on the IRCC website. Not legal advice.
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This page is based on law and policy published by the Government of Canada.