IRCC has recently started sending officer notes along with selected temporary visa refusal letters. This is an attempt by the IRCC to enhance greater transparency in immigration processes and make the candidates well aware of it. This change started from July 29th, 2025, where it gives applicants a better insight into the reasons for their visa refusal to study, work, or visit Canada.
Also Read IRCC Boosts Visa Transparency: Now Sharing Officer Insights on Refused Applications
New Transparency Measures Now in Effect
This is the first time that some foreign candidates who are refused a temporary resident application will automatically get explanatory comments straight from the immigration officer working on their application case. These officer notes give a behind-the-scenes view of the decision-making method and are being shared proactively—meaning applicants won’t need to make an additional request.
Currently, this step is bound to specific kinds of applications processed through IRCC’s legacy systems. Candidates who apply for their cases through the recent IRCC Portal will not yet get these officer comments or notes along with their refusal.
Who Is Eligible to Receive Officer Notes?
IRCC is presently sending immigration officer decision notes for the following types of refused temporary resident application cases:
- Temporary Resident Visas (TRVs), excluding eTAs (electronic travel authorizations) and TRPs (Temporary Resident Permits)
- Visitor records
- Study permits
- Work permits
Extension requests for these cases are also applicable. IRCC has mentioned its plans to expand this step to various other visa types shortly.
How Will Applicants Get These Notes?
These officer notes will be sent directly to the candidates when the candidate who has applied is eligible and still receives a refusal letter. These documents will be shared either with the candidates or with their representative in file format.
It’s vital for the candidates to know that IRCC retains the discretion to hold back portions of the officer notes in some cases. As per the department, such deductions of information may be important to protect sensitive information or meet compliance with Canadian privacy and security rules.
What If I Need More Details About My Case?
In addition to the officer decision notes, applicants seeking deeper insight into their case can request what’s known as Global Case Management System (GCMS) notes. These internal records provide the most comprehensive information available regarding the handling of an immigration application.
Unlike the new officer notes, GCMS notes must be formally requested through an Access to Information and Privacy (ATIP) application, and are not issued automatically.
What are GCMS Notes
GCMS notes are internal documents kept by IRCC. They include:
- Candidates’ detailed application information
- Observations made by immigration officers
- Application process progress or delay notes
- Background checks and eligibility evaluations
Essentially, these notes offer a full view of how an application is being or has been processed.
Who Can Access GCMS Notes?
Not every person can straight-away request these officer notes. Eligibility to submit a GCMS request includes:
- Canadian citizens
- Canadian permanent residents
- Individuals physically present in Canada
Candidates staying outside Canada should appoint a authorized representative—such as a Canadian citizen or a Canadian-based legal professional—to apply on their behalf. A signed consent form is also important.
When Should GCMS Notes Be Requested?
The candidates should submit a GCMS note request right after their application goes through the R-10 completeness check. This is an internal IRCC step ensuring all important documents have been provided.
However, many immigration experts recommend waiting until the application has gone further or a decision has been shared. Candidates who make their requests after the decision is made yield more round-off and relevant notes or information.
Steps to Request GCMS Notes
Requesting GCMS notes is very simple but needs attention to detail. The process includes:
- Collecting application information, such as full name, UCI (Universal Client Identifier), application number, and date of birth.
- Submitting an ATIP request either online or by mail. If the candidates is outside Canada, this step should be done by a qualified representative.
- Paying the $5 fee (electronically or via cheque/money order if submitting by mail).
IRCC is legally required to respond to these requests within 30 days, although delays may occur in complex cases.
Moving Toward Openness in Immigration Decisions
It is no news that Canada’s immigration process has long faced criticism for non-transparent decision-making methods. This new step is taken towards accountability, helping applicants understand not only that they were denied the visa, but also the reasons behind it. And, this also helpes IRCC stay more aligned with its rules of application process fairness and clarity.
If you need more information on how to request GCMS notes or to explore immigration support options if your application has been denied or refused, consult a licensed immigration consultant or legal representative.
