IRCC Now Sharing More Details with Refused Applicants

Canada’s immigration department is introducing a new step toward transparency for applicants whose applications are refused.

Starting July 29, 2025, some individuals who applied to visit, study, or work in Canada may now receive officer decision notes along with their refusal letters. These notes provide direct insight into why the application was rejected.

Who Will Receive These Officer Decision Notes?

As of now, these detailed refusal notes are only being issued for certain temporary resident applications, including:

• Temporary Resident Visas (TRVs) – but not for eTAs or Temporary Resident Permits (TRPs)
• Visitor records
• Study permits
• Work permits
  
  

Note: Applicants who used the new IRCC Portal to apply will not receive officer decision notes at this time. IRCC plans to expand this feature to more application types in the future.

How Are the Officer Decision Notes Shared?

If your application is refused, IRCC will automatically include the officer's decision notes with your refusal letter. There’s no need to request them separately.

However, IRCC may remove some parts of the notes for security, privacy, or other legal reasons. These documents are sent either to the applicant or to their authorized immigration representative.

What If You Want More Detailed Information?

If you need a deeper explanation beyond the officer notes, you can request what’s called GCMS notes—these are the most comprehensive records available from IRCC.

What Are GCMS Notes?

GCMS (Global Case Management System) notes are internal records kept by IRCC. They include:

• Your application details
• Officer observations and comments
• Updates about the processing of your file
  
  

They are only available through an Access to Information and Privacy (ATIP) request, which works like a Freedom of Information request.

By law, IRCC or the Canada Border Services Agency (CBSA) must respond to your ATIP request within 30 days, although delays may occur in complex cases.

Who Can Request GCMS Notes?

GCMS notes can be requested by:

• Canadian citizens
• Permanent residents
• Anyone physically present in Canada
  
  

If you are outside Canada, you’ll need to use a Canadian representative (such as a citizen, permanent resident, or organization) and provide a signed consent form.

When Should You Request GCMS Notes?

You can request GCMS notes after your application passes the R-10 completeness check—this confirms that IRCC has received all required documents. While you can request notes at that stage, most applicants wait until a decision is made, as that’s when the notes contain the most information.

How to Request GCMS Notes

To request GCMS notes, follow these steps:

1. Collect your application details
   (Name, Date of Birth, UCI, Application Number, and Contact Information)
2. Submit an ATIP request
   This can be done online through IRCC or by mail. If you're outside Canada, a representative must apply on your behalf.
3. Pay the $5 processing fee
   Payment can be made online or by cheque/money order if submitting by mail.
   
   

Final Thoughts

This change from IRCC is a step toward helping applicants better understand refusal reasons and prepare stronger applications in the future. If you receive a refusal, reviewing the officer decision notes or requesting GCMS notes can give you helpful insights before reapplying.