Applicants whose work, study, or visitor visa applications to Canada are refused may now receive more detailed explanations—directly from the reviewing officer.
As of July 29, 2025, Immigration, Refugees and Citizenship Canada (IRCC) has started including these new “officer decision notes” with refusal letters for certain cases.
At present, this applies only to temporary resident applications. However, applicants who used the new IRCC Portal will not receive officer decision notes at this time.
Who Will Get Officer Decision Notes with IRCC Refusals?
Currently, officer decision notes are provided for the following refused applications (including extensions):
- Temporary Resident Visas (TRVs), excluding electronic travel authorizations (eTAs) and Temporary Resident Permits (TRPs)
- Visitor records
- Study permits
- Work permits
IRCC plans to expand the use of officer decision notes to additional application types in the future.
How Applicants Will Get Their Officer Decision Notes
When an application is refused, IRCC automatically includes the officer decision notes with the refusal letter—no separate request is needed.
In some cases, IRCC may withhold certain parts of the notes for security, privacy, or other reasons.
Both the refusal letter and the officer decision notes are sent directly to the applicant or their authorized representative.
Other Ways to Get Detailed Information on Your Application
Applicants seeking more in-depth details about their application—or the reasons for a refusal—can request Global Case Management System (GCMS) notes from IRCC.
These records, stored in IRCC’s internal Global Case Management System, must be obtained through an Access to Information and Privacy (ATIP) request, unlike the new officer decision notes, which are provided automatically.
GCMS notes offer the most comprehensive insight into IRCC’s decision-making process available to applicants.
Understanding GCMS Notes
GCMS notes are IRCC’s official records of an immigration application, along with any other information the department has collected about the applicant.
They contain details of the application, officer comments, and processing updates—offering valuable insight into progress and any potential concerns with the case.
These notes can be obtained through an Access to Information and Privacy (ATIP) request, Canada’s equivalent of a Freedom of Information request.
Under Canadian law, IRCC and the Canada Border Services Agency (CBSA) must generally respond within 30 days, although more time may be taken for complex cases.
Who Can Request GCMS Notes
GCMS notes can be requested by:
- Canadian citizens
- Permanent residents
- Individuals physically present in Canada
Applicants outside Canada must appoint a representative—such as a Canadian citizen, permanent resident, or a Canada-based organization—and provide a signed consent form.
When Can You Request GCMS Notes During the Application Process?
You can request GCMS notes as soon as your application passes the R-10 completeness check—IRCC’s confirmation that all required documents have been submitted. This is the earliest stage at which GCMS notes are available.
However, waiting until processing is underway will usually result in more detailed notes. Many applicants choose to request GCMS notes after IRCC has made a decision on their application.
How to Request GCMS Notes
Requesting GCMS notes generally involves three steps:
- Collect your application details – Provide information that will help IRCC locate your file, such as your full name, date of birth, Universal Client Identifier (UCI), application number, and contact details.
- Submit an ATIP request – Apply online or by mail through IRCC. If you are outside Canada, this must be done through a representative.
- Pay the $5 fee – Payment can be made online or by cheque/money order if submitting by mail.
