Applicants facing refusals for their applications to work, study, or visit Canada can now expect more transparency from Immigration, Refugees and Citizenship Canada (IRCC). This change means that, in certain cases, refusal letters will now be accompanied by detailed officer decision notes—directly from the reviewing immigration officer.
Starting July 29, 2025, IRCC began including these officer decision notes with refusal letters for specific temporary resident applications.
Currently, these detailed notes are only provided for temporary resident applications. Applicants who have applied via the new IRCC Portal will not receive officer decision notes for now.
Which Applications Will Receive Officer Decision Notes?
At present, officer decision notes are provided for the following types of applications (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 its intention to expand the provision of officer decision notes to more application types in the future.
How Will Applicants Receive Their Officer Decision Notes?
If an application is refused, IRCC will automatically attach the officer decision notes to the refusal letter. Applicants do not need to make a separate request to obtain them.
However, IRCC may withhold certain portions of these notes for security, privacy, or other legal reasons. The refusal letter and officer decision notes are sent directly to the applicant or their authorized representative.
How Else Can I Receive Detailed Information About My Application?
Applicants can also request Global Case Management System (GCMS) notes from IRCC to get more comprehensive details on their application and refusal decision.
Unlike officer decision notes, GCMS notes must be specifically requested through an Access to Information and Privacy (ATIP) request. These notes provide the most detailed insight into IRCC’s decision-making process.
What Are GCMS Notes?
GCMS notes are IRCC’s official records regarding an immigration application. They contain:
- Application details
- Officer observations and assessments
- Processing updates
They are obtained through an ATIP request—Canada’s equivalent of a Freedom of Information request.
By law, IRCC and the Canada Border Services Agency (CBSA) generally must respond within 30 days, though complex cases may require more time.
Who Can Request GCMS Notes?
You can request GCMS notes if you are:
- A Canadian citizen
- A permanent resident of Canada
- An individual physically present in Canada
Applicants outside Canada must use a representative, such as a Canadian citizen, permanent resident, or a Canadian-based organization, and provide a signed consent form.
When Can GCMS Notes Be Requested?
GCMS notes can be requested once your application has passed the R-10 completeness check—the stage where IRCC confirms that all required documents have been submitted.
While you can request them at this point, many applicants prefer to wait until after IRCC has begun processing the application to receive more comprehensive notes. Others request them after receiving a final decision.
How to Request GCMS Notes
Requesting GCMS notes involves three main steps:
- Collect your application details
- Full name, date of birth, Universal Client Identifier (UCI), application number, and contact information.
- Submit an ATIP request
- Online or by mail through IRCC (or through a representative if outside Canada).
- Pay the $5 processing fee
- Online payment or by cheque/money order if mailed.
Expert Assistance for Your Canada Immigration Journey Navigating Canadian immigration can be challenging, especially when facing refusals. This is where experienced Canada immigration consultants play a vital role. SWEC offers professional guidance for work permits, study permits, visitor visas, and permanent residency applications. Their expertise ensures that your application is well-prepared, meets IRCC requirements, and reduces the chances of unnecessary delays or refusals. Whether you need help understanding officer decision notes, applying for GCMS notes, or reapplying after a refusal, SWEC’s dedicated team provides clear, step-by-step support for your Canadian immigration goals.
