GCMS Notes for Work Permit — LMIA & PGWP
GCMS Notes for Work Permit Applications
A Canadian work permit is a temporary residence application processed by Immigration, Refugees and Citizenship Canada (IRCC) in the Global Case Management System (GCMS). If your application is delayed or has been refused, your IRCC records contain far more detail than the online status tracker. This guide explains — using official IRCC information only — what these records contain, how to request them, and what your options are. Every statement below is sourced from IRCC, with references listed at the end of the page.
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.[1] Your underlying immigration file contains much more detail about how the officer assessed your application, which is why many applicants request a full copy of their records.
How to request your work permit 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.[2]
Broader government records are requested under the Access to Information Act, which carries a $5.00 application fee.[3] 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.[4] 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).[5] IRCC has 30 days to respond to a formal request, though this period may be extended in certain circumstances.[6] If you are requesting from outside Canada, see our dedicated guide.
Get your complete work permit file
We act as your authorized representative and submit the request to IRCC on your behalf.
Order GCMS NotesIf your work permit application was refused
Your decision letter lists the reason(s) the officer refused your application.[7] Under Canada’s Immigration and Refugee Protection Act, there is no formal process to appeal a decision on a temporary residence application, which includes work permits.[8] You can re-apply, but IRCC advises that you should only do so if you can include information that you did not include before.[7]
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.[8] 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:[9]
- 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.[9]
Frequently asked questions
How long does IRCC take to respond to a records request?
IRCC has 30 days to respond to a formal request, though this period may be extended in certain circumstances.[6]
Do I need a representative to request my records?
For your own personal information under the Privacy Act, you can request it yourself even from outside Canada.[2] For an Access to Information Act request, if you are not a Canadian citizen, permanent resident, or present in Canada, you must use a representative who is a Canadian citizen or permanent resident, with your written consent — the role we provide.[4]
Can I appeal a refused work permit?
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.[8]
Official sources
All information on this page is based on official Immigration, Refugees and Citizenship Canada (IRCC) Help Centre answers:
- What does my status mean in the application status tracker? — IRCC
- Who can make a request under the Privacy Act? — IRCC
- What is the fee for an Access request? — IRCC
- Who can make a request under the Access to Information Act? — IRCC
- How and where do I submit an Access to Information or Privacy request? — IRCC
- How long does the Department have to respond? — IRCC
- If my immigration application is refused, do I have to wait before I apply again? — IRCC
- How do I get help if my temporary residence application is refused? — IRCC
- How can I avoid delays or refusals in processing my application? — IRCC