GCMS notes are organized into several sections. While the exact format may vary depending on your application type, most GCMS notes follow this general structure:

• Header Information — Your personal details, UCI number, application type, and file number
• Application Details — Submission date, office processing your application, and category
• Processing Notes — Chronological entries made by officers as they review your file
• Decision Notes — Final assessment and decision rationale
• Screening Results — Security, criminality, and medical screening outcomes

GCMS notes contain various status codes that indicate the stage of your application. Here are the most important ones:

• IP (In Process) — Your application is currently being reviewed
• R10 (Completeness Check Passed) — Your application has been assessed as complete and accepted for processing
• EC (Eligibility Check) — IRCC is verifying that you meet the basic requirements
• AD (Admissibility Check) — Security and background checks are underway
• AP (Approved) — Your application has been approved
• RF (Refused) — Your application has been refused
• WD (Withdrawn) — The application has been withdrawn
• CL (Closed) — The file has been closed

Security screenings are a critical part of the immigration process. Common screening types include:

• IRCC Screening — Standard immigration screening performed by IRCC
• CSIS (Canadian Security Intelligence Service) — National security screening
• RCMP — Criminal record checks
• CBSA Screening — Border security and admissibility checks

Each screening will show a status such as:

• Favourable / Cleared — No concerns identified
• Pending — Screening is still in progress
• Concerns Identified — Issues were found that may affect your application

Officer comments are among the most valuable parts of GCMS notes. These are free-text entries where the reviewing officer documents their assessment. When reading these comments:

• Look for concerns raised — Officers may note insufficient documentation, inconsistencies, or doubts about genuineness
• Check for recommendations — Some entries include recommendations for approval, refusal, or requests for additional information
• Note the dates — The chronological order of comments shows how the officer's assessment evolved
• Identify the decision-maker — In some cases, a senior officer's comments override the initial reviewer's assessment

Tip: If you find the comments difficult to interpret, consider our GCMS Notes Analysis service where we help you understand the implications of officer comments.

You may notice blacked-out or removed sections in your GCMS notes. This is normal and happens because:

• Third-party information — Details about other individuals (sponsors, employers, family members) may be redacted to protect their privacy
• Security-related information — Specific details about security screening methodologies are exempt from disclosure
• Internal policy details — Some operational procedures and guidelines are not disclosed
• Legal privilege — Communications between IRCC and their legal counsel are protected

Redactions are governed by the Access to Information Act and Privacy Act. If you believe information was improperly withheld, you can file a complaint with the Information Commissioner.

Once you have reviewed your GCMS notes, consider the following actions:

• If approved: No action needed — your approval is being processed
• If pending: Note the stage of processing and any screenings still in progress; this helps set expectations for timing
• If refused: Carefully review the refusal reasons and consider reapplying with stronger documentation or consulting with an immigration lawyer
• If appealing: Use GCMS notes as evidence in your Federal Court judicial review application

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