IRCC adds more transparency for refused applicants, i.e., some people who have had their applications to work, study, or visit Canada refused may now receive more detailed feedback directly from the immigration officer who reviewed their file.
As of July 29, 2025, Immigration, Refugees and Citizenship Canada (IRCC) has started providing these new “officer decision notes” alongside refusal letters for some applicants.
At the moment, these notes are only being sent for temporary resident applications. If you applied through the new IRCC Portal, you won’t receive these officer notes yet.
Which Applications Will Now Include Officer Notes?
These refusal explanations are currently being provided for the following application types, including extensions:
- Temporary Resident Visas (TRVs)—excluding electronic travel authorizations (eTAs) and Temporary Resident Permits (TRPs)
- Visitor records
- Study permits
- Work permits
IRCC has stated that over time, more application types may start to receive officer notes as well.
How Will Applicants Get These Officer Notes?
If your application is denied, IRCC will automatically attach the officer’s notes to your refusal letter. You don’t have to submit any separate request for them.
However, IRCC notes that in certain cases, parts of the notes may be removed for privacy, security, or other valid reasons.
These decision notes will be sent either directly to you or to your authorized immigration representative.
How To Receive More Detailed Information On Your Application?
As IRCC adds more transparency for refused applicants, it is vital to note how one can obtain detailed information on their application.
Well, if you want more in-depth information on your application—or if your application was refused and you didn’t get the new officer notes—you can request what’s known as GCMS notes from IRCC.
These notes are stored in the Global Case Management System (GCMS), IRCC’s internal application processing database. But unlike the new officer notes, GCMS notes must be requested through a formal process.
What Are GCMS Notes?
GCMS notes include a complete record of your immigration file. These are internal notes used by IRCC and may contain:
- Application information
- Notes and comments from officers
- Updates during processing
This information gives applicants valuable insight into what may have gone wrong or right with their application.
To access these, you’ll need to file an Access to Information and Privacy (ATIP) request, which is Canada’s version of a Freedom of Information request.
By law, IRCC and the Canada Border Services Agency (CBSA) usually respond within 30 days of receiving the request, although this can be extended in more complex cases.
Who Can Request GCMS Notes?
GCMS notes can be requested by:
- Canadian citizens
- Permanent residents
- Anyone physically in Canada
If you’re outside of Canada, you’ll need a Canadian-based representative (a citizen, permanent resident, or organization) to submit the request on your behalf. You’ll also need to sign a consent form authorizing them to do so.
When Is The Right Time To Request GCMS Notes?
You can submit a request for GCMS notes once your application passes the R-10 completeness check. This is when IRCC confirms that all required documents have been submitted and your application is ready to be reviewed.
That said, many applicants wait until their application has already been processed or a decision has been made. At that point, the GCMS notes tend to be more detailed and helpful in understanding IRCC’s decision.
Steps To Request GCMS Notes
Here’s how to request your GCMS notes from IRCC:
Step 1: Gather Your Information
Make sure you have key details related to your application, including:
- Full name
- Date of birth
- Universal Client Identifier (UCI)
- Application number
- Contact info
Step 2: Submit An ATIP Request
You can submit your request online or by mail through IRCC. If you’re outside of Canada, a representative must file the request for you.
Step 3: Pay The Fee
There’s a $5 fee to file an ATIP request. You can pay online or via cheque or money order if sending by mail.
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