GCMS Notes for Visitor Visa (TRV) Refusals

What an officer must be satisfied of

According to IRCC, to get a visitor visa you must meet some basic requirements. You must:^[1]

• have a valid travel document, like a passport;
• be in good health;
• have no criminal or immigration-related convictions;
• convince an immigration officer that you have ties — such as a job, home, financial assets or family — that will take you back to your home country;
• convince an immigration officer that you will leave Canada at the end of your visit; and
• have enough money for your stay.

IRCC notes you may also need a medical exam and a letter of invitation from someone who lives in Canada.^[1] If your visa is refused, requesting your full records lets you see the information IRCC holds about your application.

The status tracker vs. your full file

In the IRCC application status tracker you see only high-level statuses — for example, “Received” (IRCC has your application and is checking that it is complete) or “In progress” (IRCC is still reviewing it) — together with review sections such as background verification.^[2] Your full personal records held by IRCC contain much more than these high-level statuses, which is why many applicants request a complete copy of their file.

How to request your visitor visa records

Your own personal information held by IRCC can be requested under the Privacy Act. According to IRCC, Canadian citizens, permanent residents, and foreign nationals — regardless of where they are located — can request access to their personal information held by federal government institutions.^[3]

Broader government records are requested under the Access to Information Act, which carries a $5.00 application fee.^[4] Under this Act, only Canadian citizens, permanent residents, and individuals present in Canada may apply directly. If you are none of these, you must ask a representative who is a Canadian citizen or permanent resident to make the request for you, with your written consent.^[5] This is the role we perform for clients outside Canada — we act as your authorized representative and obtain your complete application file on your behalf.

Requests can be submitted online through IRCC’s ATIP Online Request tool, or in writing using IRCC’s form IMM 5563 (or the Treasury Board forms TBC/CTC 350-57 and 350-58).^[6] IRCC has 30 days to respond to a formal request, though this period may be extended in certain circumstances.^[7] If you are requesting from outside Canada, see our dedicated guide.

If your visitor visa was refused

Under Canada’s Immigration and Refugee Protection Act, there is no formal process to appeal a decision on a temporary residence application, which includes visitor visas.^[9] You can re-apply, but IRCC advises that you should only do so if you can include information that you did not include before.^[8]

If you believe the decision was unreasonable, or that there was an error in law or in fairness, you can file an application for leave and judicial review with the Federal Court of Canada.^[9] Reviewing your full records first helps you decide which path fits your situation. For more, see our guide on GCMS notes after a refusal.

How to avoid delays or refusals

To help avoid delays or a refusal, IRCC advises applicants to:^[10]

• carefully read the application guide for your immigration category and follow the instructions;
• properly fill out, sign and date the application form(s);
• if required, provide biometrics within 30 days of receiving the request;
• include all the required documents listed on the application checklist; and
• pay the correct fee using the correct method of payment.

IRCC also notes that processing can take longer if your medical or security screening takes longer than usual, if you communicate by mail instead of using an online account, or if you do not respond to requests for information quickly.^[10]

Frequently asked questions

Why are visitor visas commonly refused?
IRCC requires applicants to convince an officer that they have ties to their home country and that they will leave Canada at the end of their visit, among other requirements.^[1] Requesting your full records lets you see the information IRCC holds about your application.

Can I appeal a refused visitor visa?
There is no formal appeal for temporary residence decisions; you may re-apply with new information, or seek leave and judicial review at the Federal Court of Canada.^[9]

How long does it take to get my records?
IRCC has 30 days to respond to a formal request, though this period may be extended in certain circumstances.^[7]

Official sources

All information on this page is based on official Immigration, Refugees and Citizenship Canada (IRCC) information:

1. Eligibility to apply for a visitor visa — Canada.ca
2. What does my status mean in the application status tracker? — IRCC
3. Who can make a request under the Privacy Act? — IRCC
4. What is the fee for an Access request? — IRCC
5. Who can make a request under the Access to Information Act? — IRCC
6. How and where do I submit an Access to Information or Privacy request? — IRCC
7. How long does the Department have to respond? — IRCC
8. If my immigration application is refused, do I have to wait before I apply again? — IRCC
9. How do I get help if my temporary residence application is refused? — IRCC
10. How can I avoid delays or refusals in processing my application? — IRCC