Sponsorship Processing Delays: What to Do

Executive Summary

Sponsorship processing delays affect thousands of Canadian families each year, with applications taking months or even years longer than posted processing times. While Immigration, Refugees and Citizenship Canada (IRCC) provides standard processing timeframes, the reality is that 35% of sponsorship applications exceed these timelines due to various factors including incomplete documentation, background check complications, and office capacity constraints.

Common delay causes include: Missing or insufficient supporting documents, extended background security screenings, medical examination complications, and processing office backlogs. Timeline variations can range from the standard 12 months for spousal sponsorship to 24+ months in complex cases.

Available remedies span from case-specific inquiries and Federal Court applications to MP interventions and emergency processing requests. The key is understanding which remedy applies to your specific situation and timing your actions strategically.

What this means for you: Delays don’t necessarily indicate problems with your application, but understanding the system and taking appropriate action can significantly impact your case timeline and outcome.

Understanding Processing Delays

Normal vs Excessive Delays

IRCC publishes standard processing times, but these represent averages, not guarantees. For family class sponsorship applications, current posted times are:

• Spousal/Partner Sponsorship: 12 months
• Parent and Grandparent Program: 20-24 months
• Dependent Child Sponsorship: 12 months
• Other Eligible Relatives: 12-15 months

What constitutes an excessive delay? Generally, applications that exceed posted processing times by 6+ months without clear cause warrant investigation. However, certain factors can legitimately extend processing times.

Current Processing Standards

IRCC measures processing times from the date they receive a complete application to the date they make a decision. This doesn’t include time spent gathering missing documents or responding to information requests.

Real insight from AVID experts: The clock stops whenever IRCC requests additional information. If you take 60 days to respond to a document request, those 60 days aren’t counted in their processing time calculation, even though your application sits idle.

If you’re applying from countries with higher security screening requirements (including but not limited to Afghanistan, Iran, Iraq, Syria, and others), expect longer processing times due to enhanced background checks. This isn’t discrimination—it’s standard security protocol.

Factors Affecting Timelines

Several factors can legitimately extend processing beyond standard times:

Application Complexity Factors:

• Previous immigration violations or criminal history
• Multiple countries of residence requiring background checks
• Incomplete or inconsistent documentation
• Relationship genuineness concerns requiring additional review

External Factors:

• Medical examination delays or complications
• Document authentication delays from home countries
• Background check delays from foreign governments
• Processing office capacity and staffing levels

COVID-19 Impact Considerations: While pandemic-related delays have largely resolved, some applications submitted during 2020-2022 continue to experience extended timelines due to the backlog created during that period.

Common Delay Causes

Incomplete Documentation

The #1 cause of sponsorship delays is incomplete or insufficient supporting documentation. IRCC operates on a “completeness check” system, but passing the initial check doesn’t guarantee you’ve provided everything needed.

Real mistake we’ve seen—and how to avoid it: Sponsors providing only basic financial documents (NOA and T4) without additional proof of current employment status. While these meet minimum requirements, applications with comprehensive financial documentation (recent pay stubs, employment letter, bank statements) process faster.

Common documentation gaps include:

• Insufficient proof of relationship genuineness
• Missing police certificates from all countries of residence
• Incomplete medical examination results
• Inadequate sponsor financial documentation
• Missing translations or certifications

What this means for you: Even if IRCC accepts your application as “complete,” missing supporting evidence can trigger information requests later, adding months to your timeline.

Background Check Delays

Security and background checks are mandatory for all sponsored persons and can vary dramatically in processing time based on:

• Countries of residence: Each country where the sponsored person lived for 6+ months requires a background check
• Government cooperation: Some countries process background check requests faster than others
• Individual factors: Previous travel, employment history, or family connections may trigger enhanced screening

If you’re applying from countries with complex security situations, background checks can take 12-18 months alone. This is separate from the standard application processing time.

Medical Examination Issues

Medical examinations must be completed by IRCC-approved panel physicians, and several issues can cause delays:

Common medical delays:

• Incomplete medical examinations requiring additional tests
• Panel physician scheduling backlogs in certain countries
• Medical conditions requiring specialist consultation
• Vaccination record discrepancies

Optional—but strongly recommended by AVID experts: Complete medical examinations as early as possible in the process, ideally before submitting your application if you’re applying from outside Canada.

Office Capacity Constraints

Processing times vary significantly between IRCC offices based on:

• Staff levels and training
• Application volumes
• Office specializations and priorities
• Geographic and political factors

Tactical insight: Applications processed at certain visa offices consistently take longer due to volume and capacity constraints. Understanding which office will process your application helps set realistic expectations.

Monitoring Your Application

Status Checking Methods

Primary monitoring tool: Your IRCC online account provides real-time application status updates. Key status indicators include:

• “In Progress”: Standard processing underway
• “Additional Documents Requested”: Action required from you
• “Background Check in Progress”: Security screening underway
• “Medical Results Received”: Health requirements completed

What this means for you: Status changes don’t always reflect actual processing activity. Applications can show “In Progress” for months without visible updates while background checks or internal reviews occur.

Communication Protocols

IRCC’s communication hierarchy:

1. Online account messages (primary)
2. Email notifications (if opted in)
3. Mail correspondence (final notices only)

Real mistake we’ve seen—and how to avoid it: Applicants missing critical document requests because they’re not regularly checking their online accounts. Set weekly reminders to log in and check for updates.

Information Requests Response

When IRCC requests additional information:

• Response deadline: Typically 30-90 days depending on the request
• Submission method: Upload through your online account
• Processing impact: Your application remains on hold until you respond

If you’re facing document collection challenges from your home country, you can request deadline extensions, but you must do so before the original deadline expires.

Professional Inquiry Services

When to consider professional assistance:

• Your application exceeds posted processing times by 6+ months
• You’ve received confusing or contradictory communication from IRCC
• You need to make urgent travel arrangements
• You’re unsure about document request requirements

Available Remedies

Case-Specific Inquiries

When to file: After your application exceeds posted processing times, you can submit a case-specific inquiry through IRCC’s web form.

What to include:

• Clear description of your concern
• Specific timeline details
• Any urgent circumstances
• Supporting documentation if relevant

Realistic expectations: Case-specific inquiries typically receive template responses unless you present compelling urgent circumstances. However, they do create an official record of your concern.

Federal Court Applications

Mandamus applications can compel IRCC to make a decision on unreasonably delayed applications. This is a serious legal remedy with specific requirements:

When applicable:

• Application significantly exceeds processing standards
• You’ve exhausted other remedies
• Delay is causing demonstrable hardship
• All required documents have been submitted

Important consideration: Federal Court applications require legal representation and can cost $15,000-$25,000. They’re most effective for extreme delays (18+ months beyond posted times) with clear hardship factors.

MP Intervention Requests

Your Member of Parliament can make inquiries on your behalf to IRCC. While MPs cannot influence decisions, they can:

• Request status updates on your behalf
• Highlight urgent circumstances
• Facilitate communication between you and IRCC
• Escalate legitimate concerns within the system

How to approach your MP: Provide a clear, concise summary of your situation, timeline details, and specific request for assistance.

Emergency Processing Requests

IRCC may expedite applications in exceptional circumstances:

Qualifying emergencies:

• Serious illness or death in the family
• Urgent medical treatment requirements
• Emergency travel for humanitarian reasons
• Court-ordered family reunification

Documentation required: You must provide compelling evidence of the emergency and explain why normal processing timelines create undue hardship.

Managing Delays Effectively

Proactive Communication

Maintain organized records:

• All correspondence with IRCC
• Submission confirmations and dates
• Status change timelines
• Document request responses

Communication best practices:

• Respond promptly to all IRCC requests
• Keep contact information updated
• Use clear, professional language in all inquiries
• Document all phone conversations with confirmation numbers

Documentation Maintenance

Keep documents current: Ensure all supporting documents remain valid throughout the processing period. Key documents that may expire include:

• Police certificates (typically valid for one year)
• Medical examinations (valid for one year)
• Employment letters and financial documents
• Sponsor’s income documentation

If your circumstances change during processing (new job, address change, family composition), notify IRCC immediately through your online account.

Expectation Management

Realistic timeline planning: Add 25-50% buffer time to posted processing times when making plans. This accounts for common delays and reduces stress when standard timelines extend.

Maintain perspective: Processing delays, while frustrating, don’t typically indicate problems with your application. Most delayed applications are eventually approved once processing completes.

Professional Assistance

When to seek expert help:

• Complex family situations or previous immigration issues
• Uncertainty about document requirements or application strategy
• Communication difficulties with IRCC
• Need for strategic advice on remedy options

What AVID experts provide: Strategic case assessment, document review, communication drafting, and escalation planning based on your specific circumstances.