IMM 5563 and IMM 5744: ATIP Request and Consent Forms
Last updated · Sources: IRCC and CBSA official pages, linked in the text · Reviewed by Morteza Idjadi, RCIC R708675
Two IRCC forms come up in every discussion of GCMS notes, and they do different jobs. IMM 5563, the "Access to Information and Personal Information Request", is the request form itself, used when you file by mail instead of online. IMM 5744, the "Consent for an Access to Information and Personal Information Request", is the consent that lets a representative receive someone else's records, and it is the form almost every applicant abroad actually signs. This guide explains when each is needed, what IRCC requires on the consent (including the blue-ink signature rule), how family members are handled, and the alternatives.
Which form, when
| Form | What it is | When you need it |
|---|---|---|
| IMM 5563 | IRCC's Access to Information and Personal Information Request form[1] | Filing a request in writing by mail. Not needed for online requests, where the ATIP Online Request tool collects the same information[2] |
| TBC/CTC 350-57 and 350-58 | The Treasury Board's Access to Information Request Form and Personal Information Request Form | Accepted by IRCC as alternatives to IMM 5563 for written requests[2] |
| IMM 5744 | Consent for an Access to Information and Personal Information Request[3] | Whenever a representative files for you, or whenever the records include information about family members who must consent to its release |
| Signed letter | A letter stating which Act the request is under, with enough detail to identify the records | Accepted by IRCC in place of the request form[2] |
IMM 5563: the written request
IRCC accepts written requests using its own form, IMM 5563, the Treasury Board forms, or a letter, mailed to the Access to Information and Privacy Division, Immigration, Refugees and Citizenship Canada, Ottawa, Ontario, K1A 1L1.[2] Whichever format you use, the request has to do three things: say which Act it is made under, identify you well enough for the ATIP Division to find the file (name as on the application, date of birth, UCI and application number), and describe the records precisely, for example the complete file for a named application including all GCMS notes, officer assessments, correspondence and documents. If the request is under the Access to Information Act, the $5 fee is paid by cheque or money order payable to the Receiver General for Canada, since "credit card payment is only accepted via the ATIP Online Request tool".[2] Because postal time is added at both ends, the written route is slower than the online one, and most requests today are filed online (see the ATIP Online Request tool).
IMM 5744: the consent that most applicants sign
When a representative, whether a friend in Canada, a consultant or a service, files the request, IRCC releases the records to that representative only with the applicant's written authorisation. The IMM 5744 is IRCC's form for it.[3] The form's own instructions set out rules that cause most delays when they are missed:[3]
- Family members must sign for their own information. "If your spouse or common-law partner, children 16 years of age or older, or any other individuals whose information could be contained in the requested records wishes to release their information to the designated representative, they must sign in the space provided." Without their signature, their information is withheld from the release.
- Minors need both parents. "Information about minors will only be released with the consent from both parents or a valid Canadian court order", by separate forms from each parent or one form plus proof of custody.
- Original signatures in blue ink. "To safeguard against fraudulent forms, only original signatures signed in BLUE will be accepted. No electronic signatures." The date of signature must be included.
- Scanning for online filing. The form advises a colour scan at 300 dpi or a well-lit smartphone photograph so that the signed form is accepted when uploaded.
The form has two parts: the designated representative's details, and the applicant's details with signature and date, followed by spaces for related individuals (spouse, children, others) to sign with their relationship to the applicant.[3]
What we send you
When you order through OfficerNote.ca, we send you an IMM 5744 pre-filled with the representative's details and your application details. You print it, sign and date it in blue ink, add the signatures of any family member whose information you want included, and upload a colour scan or a clear photograph in your dashboard. We check the form the same day and file the request as soon as it is complete. If a family member's signature cannot be obtained, we file for your own information only and tell you what that means for the release.
Consent prepared for you
We pre-fill the consent, check the signatures and file the request the same business day. From USD 19.
Order GCMS NotesFrequently asked questions
Do I need IMM 5563 if I use the online tool?
No. The online service collects the same information on screen. IMM 5563 is for mailed requests.[2]
Can I sign the consent electronically?
IRCC's form states that electronic signatures are not accepted and that only original signatures in blue ink will be accepted; a colour scan or photograph of the signed page is what you upload.[3]
My spouse is on my application but refuses to sign. Can I still get my notes?
Yes. You receive your own information; your spouse's information is removed from the release.
Is IMM 5744 the same as the Use of a Representative form (IMM 5476)?
No. IMM 5476 appoints a representative for an immigration application. IMM 5744 authorises the release of records under an access request and is the one the ATIP Division needs.
Official sources
All information on this page is based on official Government of Canada publications:
- Access to Information and Personal Information Request (IMM 5563) — Canada.ca
- How and where do I submit an Access to Information or Privacy request? — IRCC
- Consent for an Access to Information and Personal Information Request (IMM 5744) — Canada.ca (quotations are from the form's instructions, IMM 5744 (09-2018) E)