IRCC’s New Policy Gives Clear Explanation for Visa Denials

Starting from July 29, 2025, people who apply for temporary visas to Canada—and get refused—may now receive a clear explanation of why their application was turned down. These new detailed explanations come directly from the immigration officer who reviewed the case.

Immigration officials have started adding these “officer decision notes” along with the refusal letters. This change aims to make the process more transparent and less confusing for applicants.

Who Will Get These Officer Notes?

Right now, only certain types of applicants will receive these detailed notes. They include those applying for:

• Temporary Resident Visas (TRVs)
  
• Visitor records
  
• Study permits
  
• Work permits
  

Electronic Travel Authorizations (eTAs) and Temporary Resident Permits (TRPs) are not included yet. Also, if someone applies through the new online IRCC portal, they will not receive these officer notes at this time.

How Will Applicants Receive These Notes?

There’s no need to apply separately for the notes. If someone’s visa application is rejected, IRCC will automatically send the officer decision notes along with the refusal letter. These notes will either go directly to the applicant or to their authorized immigration representative.

However, IRCC might remove some parts of the notes to protect security, privacy, or other legal concerns. This will be decided on a case-by-case basis.

Want More Details? Request GCMS Notes

Besides the new officer notes, applicants can also request Global Case Management System (GCMS) notes. These are detailed internal records used by IRCC to manage immigration files.

GCMS notes include everything—officer comments, updates, concerns, and all details related to how the application was processed. This can help an applicant understand where things went wrong or how to improve for the next time.

But GCMS notes don’t come automatically. Applicants must make a formal request through an Access to Information and Privacy (ATIP) process. This is similar to a Freedom of Information request in other countries.

Who Can Ask for GCMS Notes?

These notes can be requested by:

• Canadian citizens
  
• Permanent residents
  
• Anyone physically in Canada
  

People applying from outside Canada need help from a Canadian representative. That representative must be a citizen, permanent resident, or a Canadian-based group. Also, the applicant must sign a consent form to allow the representative to make the request.

When Can You Ask for These Notes?

You can request GCMS notes after your application passes the "R-10 completeness check." This step confirms that all required documents were submitted properly.

Some people wait until after their visa gets processed to request the notes. This way, the GCMS notes give a full view of how the application was handled.

How to Request GCMS Notes?

It’s a simple three-step process:

1. Collect your information – full name, date of birth, UCI number, application number, and contact details.
   
2. Submit an ATIP request – either online or by mail to IRCC (or through your representative).
   
3. Pay a $5 fee – online or by cheque if mailing the request.
   

By law, IRCC and the border agency must respond in 30 days. In complex cases, they may need more time.