Canada’s immigration authority is taking a step toward more transparency. As of July 29, 2025, Immigration, Refugees and Citizenship Canada (IRCC) has begun including officer decision notes alongside refusal letters for certain temporary resident applications. Home – Parisa Erfani
This change allows applicants to better understand the reasoning behind a refusal without needing to make a formal information request.
What Are Officer Decision Notes?
Officer decision notes are written comments by the immigration officer reviewing an application. They offer insight into the specific reasons for a refusal—whether related to eligibility, documentation, or concerns about the applicant’s intent.
Previously, these notes were only available through a formal Access to Information and Privacy (ATIP) request, often taking weeks. Now, for certain applications, they will be automatically included with the refusal letter.
Which Applications Are Included?
Currently, the officer notes are provided only for temporary resident applications (including extensions) submitted through the old IRCC Portal. These include:
- Temporary Resident Visas (TRVs) – excluding eTAs and TRPs
- Visitor Records
- Study Permits
- Work Permits
If you applied through the new IRCC Portal, you will not yet receive officer notes automatically. However, IRCC has stated that this feature may expand to more application types in the future.
How Will Applicants Receive the Notes?
IRCC will proactively attach the officer decision notes to the refusal letter. There is no need to submit a separate request.
That said, IRCC reserves the right to withhold parts of the notes in certain situations—for example, when privacy, security, or operational concerns are involved.
Both the refusal letter and notes will be sent to either:
- The applicant directly, or
- Their authorized immigration representative
What If You Need More Information?
If you want to dig deeper into the processing history of your file, you can still request Global Case Management System (GCMS) notes from IRCC. These notes:
- Contain full officer comments
- Provide status updates
- Include background and screening info
But unlike the new officer notes, GCMS notes must be requested manually via an ATIP request.
What Are GCMS Notes?
GCMS (Global Case Management System) notes are official internal records maintained by IRCC and CBSA. They include:
- Full application history
- Officer observations and concerns
- Detailed processing information
You can obtain them through an ATIP request (Canada’s version of a Freedom of Information request).
Who Can Request GCMS Notes?
GCMS notes can be requested by:
- Canadian citizens
- Permanent residents
- Individuals physically present in Canada
Applicants outside Canada must appoint a representative (e.g., a Canadian citizen or permanent resident) and submit a signed consent form.
When Can You Request GCMS Notes?
You may request GCMS notes after your application passes the R-10 completeness check, which confirms that all documents are submitted. While you can request notes early, it’s often best to wait until some processing has occurred or a decision has been made, to get more detailed information.
How to Request GCMS Notes
Here are the basic steps:
- Prepare your details: full name, date of birth, UCI, application number, and contact info.
- Submit an ATIP request: online (through IRCC’s portal) or by mail.
- Pay the $5 fee: online or by cheque/money order if submitting by post.
For more help, check out IRCC’s official ATIP request page.
Final Thoughts
IRCC’s move to automatically include officer notes is a positive step toward transparency. It gives applicants immediate insights into refusals and can help guide reapplications or appeals.
If you’ve received a refusal and want professional guidance to understand your officer notes or GCMS file, don’t hesitate to contact a licensed immigration consultant or lawyer.
Refused applicants will now get more transparency from IRCC | CIC News
