# IRCC Requested Additional Documents — What to Do
If IRCC sends you a letter asking for more documents — sometimes called a *fairness letter* or *request for further information* — your response in the next 30 days determines whether your application is approved or refused. This guide walks through every step.
What this letter actually means
A request for additional documents is not a refusal. It is the formal step IRCC must take when an officer has concerns but is not yet convinced enough to refuse. The officer is giving you a chance to address the concerns directly. In legal terms, this is the *procedural fairness* requirement — a refusal made without first asking for more information could be overturned in Federal Court.
In practice, around 60% of fairness letters are followed by an approval after the candidate responds well. Only files where the response is missing, late, or weak end in refusal.
Step 1 — Read the letter the same day
Open the letter the same day it appears in your IRCC online account messages. Note:
- The date on the letter (this starts the clock)
- The deadline (usually exactly 30 days later)
- The specific concern the officer has raised
- The specific documents or evidence IRCC is asking for
Do not assume what they want. Read each requested item carefully.
Step 2 — Identify what is being questioned
Most fairness letters fall into one of four buckets:
| Concern | What IRCC is questioning |
|---|---|
| Physical presence | Your 1,095-day calculation — possible undeclared trips, gap in addresses |
| Tax filings | Whether you filed for the years you said you filed |
| Identity / status | Authenticity of a passport, PR card, or supporting document |
| Prohibitions | Possible criminal charge, ongoing immigration enforcement, or unfulfilled court order |
Each bucket needs a different kind of response.
Step 3 — Gather exactly what was asked
The most common mistake: sending too much. If IRCC asked for "evidence of physical presence between June 2022 and August 2022", they want documents from that period — not a 50-page summary of your whole 5-year history. Officers triage many fairness responses; padding the file confuses them and can hurt your case.
Examples of strong evidence by category:
- Physical presence: rent receipts, lease, employment letter, bank statements, utility bills, school records — all dated within the questioned period
- Tax filings: CRA Notices of Assessment, Proof of Income Statement, T4/T1 forms
- Identity: original document plus a notarised copy, or an apostille from the issuing country
- Prohibitions: court records, police clearance certificates, immigration tribunal decisions
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Step 4 — Write a one-page cover note
Always include a brief cover note that lists exactly what you uploaded and how each item addresses the concern. Example:
Re: Citizenship application file C0123456 — Response to fairness letter dated April 15, 2026
>
The officer's concern was a possible undeclared trip between June 14 and June 28, 2022. Attached:
1. Bank statement showing point-of-sale purchases in Toronto on June 14, 17, 20, 24, 27, 2022 (Attachment A)
2. Employment letter from my employer confirming I was at work on June 15, 16, 21, 22, 23, 28, 2022 (Attachment B)
3. Lease confirming I lived at 123 Queen St W, Toronto throughout that period (Attachment C)
>
These documents demonstrate continuous presence in Canada during the questioned period. There were no trips outside Canada in that window.
This format makes the officer's job easy: open the cover note, see what evidence applies to the concern, decision in 5 minutes.
Step 5 — Upload via your IRCC online account
Submit through the online account messages — not the webform — using the *Reply* button on the original message. This routes your reply directly to your file. Webform replies often get queued separately and arrive too late.
File format: PDF preferred, JPG or PNG acceptable. Size limit varies but 25 MB total is safe. If your evidence is larger, split into multiple messages.
Step 6 — Confirm receipt
After uploading, send a follow-up message a week later confirming you submitted the response on date X. This timestamps your response in case the officer claims it was missing.
What if you need an extension?
Send a message before the deadline explaining:
- Why you need more time (e.g., waiting for a foreign document, awaiting CRA records)
- How much time you need (30 days is the standard ask)
Reasonable extension requests are usually granted. Asking after the deadline almost never works.
What if you cannot get a document?
IRCC accepts a sworn statement explaining unavailability. This must be:
- Signed and dated
- Sworn in front of a Canadian notary or commissioner of oaths
- Specific about what you did try (named the agencies you contacted, the dates, the responses received)
- Accompanied by any partial evidence you do have
A common example: a country that destroyed civil records in a war, or a foreign tax authority that refuses to issue records to non-residents. A well-written affidavit with supporting partial evidence usually satisfies the concern.
What NOT to do
- Do not ignore the letter — silence equals consent to refusal
- Do not send a 100-page response — officers will skim
- Do not get defensive or accuse IRCC of error — keep tone factual
- Do not file a webform — use the IRCC account messages
- Do not submit a partial response with no cover note — officers may miss what you sent
For more on what triggers these letters, see [IRCC Tracker Status Meanings Explained](/blog/ircc-tracker-status-meanings-explained).
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Frequently Asked Questions
1What is a fairness letter from IRCC?
A fairness letter is a formal notice that IRCC has concerns about your application — usually about physical presence, taxes, or eligibility — and is giving you a chance to respond before any negative decision. It is **good news in disguise**: a refusal without a fairness letter could be challenged in court, so IRCC must give you the chance to address concerns first.
2How long do I have to respond?
Standard response window is **30 days** from the date on the letter (not the date you opened it). Some specialised letters give 15 or 60 days — read carefully. IRCC counts the response window from the postmark or letter date, so do not delay opening it.
3Can I get an extension?
Yes, if you ask **before** the original deadline. Use the IRCC online account to send a message explaining why you need more time and how much. Reasonable requests (waiting for a CRA Notice of Assessment, awaiting a translated foreign document) are usually granted with a 30-day extension. Asking after the deadline rarely succeeds.
4What happens if I miss the deadline?
IRCC can decide on the file as it stands — usually a refusal, since the file did not address the concern. Your PR status is unaffected, but you must re-apply (and pay again) for citizenship. In rare cases, you can ask IRCC to reopen if you provide compelling evidence the deadline was missed for reasons outside your control.
5I cannot get a document IRCC asked for — now what?
Submit a **sworn statement (affidavit)** explaining what you tried, why the document is unavailable, and what alternative evidence you can provide. Examples: foreign tax records destroyed in a fire, a country that does not issue police certificates to former residents, a passport seized by a foreign government. IRCC accepts sworn explanations for genuine unavailability.