The 8 Mandatory Components Every Letter Must Include
Your Letter of Acceptance must contain specific information mandated by IRCC regulations. Missing even one component can result in your application being returned as incomplete or refused for insufficient documentation.
1. Complete Student Personal Information
Your letter must include your full legal name exactly as it appears on your passport, date of birth, and citizenship. The name format is critical—many institutions use preferred names or shortened versions, but IRCC requires your complete legal name.
What this means for you: If your institution knows you by a nickname or anglicized name, ensure they use your passport name on the Letter of Acceptance. Any discrepancy will require explanation letters and additional documentation.
2. Detailed Program Information
The letter must specify your exact program title, credential level (certificate, diploma, degree), and field of study. Generic descriptions like “Engineering Program” aren’t sufficient—IRCC needs the precise program name as registered with provincial authorities.
If you’re applying from India, here’s what to watch for: Many Indian students receive letters with program names that don’t match their transcripts or previous education. Ensure consistency across all documents to avoid questions about your academic progression.
3. Program Duration and Academic Calendar
Your letter must clearly state the program’s total duration, including start and end dates, and specify whether it follows a semester, trimester, or other academic calendar system. This information helps IRCC determine the appropriate study permit validity period.
Real mistake we’ve seen: A student’s Letter of Acceptance showed a two-year program duration but listed start and end dates spanning only 18 months. This inconsistency triggered questions about the program’s legitimacy and the student’s understanding of their commitment.
4. Complete Financial Information
The letter must detail all costs associated with your program, including tuition fees for the entire program duration, mandatory ancillary fees, and any additional required costs like lab fees or field trip expenses.
Optional—but strongly recommended by AVID experts: Request that your institution break down costs by academic year or semester. This demonstrates transparency and helps with financial planning for permit renewals.
5. Designated Learning Institution (DLI) Information
Your letter must include the institution’s full legal name, complete address, and most importantly, their DLI number. The DLI number is a unique identifier assigned by IRCC and provincial governments to institutions authorized to host international students.
6. Prerequisite and Admission Requirements
The letter should specify any conditions you must meet before beginning studies, such as English language proficiency scores, prerequisite courses, or document submissions. This section is crucial for conditional acceptances.
7. Authorized Institutional Signature
Your letter must be signed by an authorized representative of the institution—typically someone from International Student Services, Admissions, or the Registrar’s Office. The signature should be accompanied by the person’s printed name, title, and direct contact information.
What this means for you: Automated signatures or signatures from unauthorized personnel can raise authenticity concerns. Ensure your letter is signed by someone with clear authority to issue acceptance letters.
8. Language of Instruction Confirmation
For programs taught in English or French, the letter should explicitly state the language of instruction. This information helps IRCC assess whether you’ve met language requirements and whether additional language testing is needed.
Understanding Designated Learning Institution (DLI) Requirements
Not all educational institutions in Canada can host international students. Only Designated Learning Institutions (DLIs) have this authorization, and your Letter of Acceptance must come from a verified DLI to be valid for study permit applications.
DLI Verification Process
Every DLI receives a unique number that must appear on your Letter of Acceptance. You can verify your institution’s DLI status through the official IRCC website (canada.ca/en/immigration-refugees-citizenship/services/study-canada/study-permit/prepare/designated-learning-institutions-list.html).
What this means for you: Before accepting any program offer, verify the institution’s DLI status independently. Some institutions may have multiple campuses, and only specific locations may be designated for international students.
Provincial Authorization Requirements
DLI designation varies by province, with each province setting its own standards for institutional quality, financial stability, and student support services. Some provinces have stricter requirements than others, which can affect processing times and approval rates.
If you’re applying from Pakistan, here’s what to watch for: Applications to Quebec institutions require additional documentation due to the province’s unique immigration agreements with the federal government. Ensure your Letter of Acceptance includes Quebec-specific requirements if applicable.
Institution Credibility Factors
IRCC considers several factors when evaluating institutional credibility: accreditation status, graduation rates, compliance history with immigration regulations, and student satisfaction metrics. Established institutions with strong track records generally face less scrutiny.
Real mistake we’ve seen: A student chose a newly designated institution with a very low DLI number, thinking it would be easier to get accepted. However, IRCC subjected the application to additional scrutiny due to the institution’s limited history with international students, resulting in a delayed processing time.
DLI Number Validation
Always cross-reference the DLI number on your Letter of Acceptance with the official IRCC database. Typographical errors in DLI numbers are surprisingly common and can cause significant delays.
Optional—but strongly recommended by AVID experts: Take a screenshot of your institution’s DLI listing from the official website and include it in your application package as supporting evidence. This proactive step demonstrates thorough preparation and can expedite processing.
Conditional vs Unconditional Acceptance: Critical Differences
The type of acceptance you receive significantly impacts your study permit application strategy and timeline. Understanding these differences helps you plan appropriately and avoid common pitfalls.
Unconditional Acceptance
An unconditional Letter of Acceptance means you’ve met all admission requirements and can begin studies immediately upon arrival in Canada. This is the strongest type of acceptance for study permit applications.
What this means for you: Unconditional acceptance letters typically result in faster processing times and higher approval rates because they demonstrate clear eligibility and readiness to study.
Types of Conditional Acceptance
Conditional acceptance means you must fulfill specific requirements before beginning studies or maintaining your student status. Common conditions include:
Language Proficiency Conditions: You must achieve specific scores on approved English or French language tests (IELTS, TOEFL, TEF, etc.) before program commencement.
Academic Prerequisite Conditions: You must complete specific courses, submit final transcripts, or meet minimum GPA requirements.
Document Submission Conditions: You must provide additional documentation such as official transcripts, credential evaluations, or professional certifications.
Study Permit Implications of Conditional Acceptance
IRCC generally accepts conditional Letters of Acceptance for study permit applications, but the conditions must be clearly achievable and reasonable. Vague or unrealistic conditions can trigger refusal concerns.
If you’re applying from the Philippines, here’s what to watch for: Many Philippine applicants receive conditional acceptances requiring specific English test scores. Ensure you have a realistic timeline to meet these conditions before your program start date.
Real mistake we’ve seen: A student received conditional acceptance requiring an IELTS score of 7.0 overall, but their current score was 5.5. They applied for their study permit immediately without a clear plan to achieve the required score, leading IRCC to question their ability to successfully complete the program.
Managing Conditional Acceptance Requirements
When dealing with conditional acceptance, develop a clear timeline for meeting all conditions and communicate this plan in your Statement of Purpose. Demonstrate that you understand the requirements and have concrete steps to fulfill them.
Optional—but strongly recommended by AVID experts: If possible, fulfill conditional acceptance requirements before submitting your study permit application. This eliminates uncertainty and strengthens your case significantly.
Letter Format and Professional Standards
The physical format and presentation of your Letter of Acceptance matters more than many applicants realize. IRCC officers are trained to recognize authentic institutional correspondence, and formatting inconsistencies can raise red flags.
Official Letterhead Requirements
Your Letter of Acceptance must be printed on official institutional letterhead that includes the institution’s logo, complete contact information, website, and legal name. The letterhead should match other official documents from the institution.
What this means for you: If you receive a Letter of Acceptance on plain paper or with minimal institutional branding, request a properly formatted version on official letterhead. This simple step significantly enhances credibility.
Authorized Signature Standards
The signature on your Letter of Acceptance should be original (not photocopied or stamped) and accompanied by the signatory’s printed name, official title, department, and direct contact information including phone number and email address.
Real mistake we’ve seen: A student’s Letter of Acceptance was signed by “Admissions Office” without any individual name or contact information. IRCC couldn’t verify the letter’s authenticity, leading to a request for additional documentation and processing delays.
Language and Translation Requirements
If your Letter of Acceptance is issued in a language other than English or French, you must provide certified translations. However, most Canadian institutions issue letters in English or French to avoid this complication.
If you’re applying from Quebec, here’s what to watch for: Some Quebec institutions issue letters in French only. While this is acceptable to IRCC, consider requesting an English version as well for clarity if French isn’t your strong language.
Digital vs Physical Letter Standards
IRCC accepts both digital and physical Letters of Acceptance, but digital letters must maintain professional formatting and include all required elements. PDF format is preferred over images or scanned documents for digital submissions.
Optional—but strongly recommended by AVID experts: Even if you receive a digital Letter of Acceptance, request a physical copy on official letterhead as backup. Having both formats ensures you’re prepared for any submission requirement changes.
Common Letter Issues and How to Avoid Them
Through years of application reviews, we’ve identified recurring issues that cause delays, additional document requests, or outright refusals. Learning from these common mistakes can save you months of processing time.
Incomplete or Inconsistent Information
The most frequent issue is Letters of Acceptance that omit required information or contain inconsistencies with other application documents. Every detail must align perfectly across your entire application package.
What this means for you: Before submitting your application, create a checklist comparing information across your Letter of Acceptance, passport, transcripts, and other documents. Any discrepancies must be explained or corrected.
Real mistake we’ve seen: A student’s Letter of Acceptance showed a program start date of September 2024, but their financial documents were dated for a January 2024 program start. This timeline inconsistency raised questions about their genuine intentions and planning accuracy.
Outdated or Expired Letters
Some institutions issue Letters of Acceptance with validity periods or specific start dates. If circumstances change and you can’t begin studies as originally planned, you may need an updated letter.
If you’re applying from Vietnam, here’s what to watch for: Processing times for Vietnamese applicants can be longer than average. Ensure your Letter of Acceptance remains valid throughout the expected processing period, and request extensions if necessary.
Program Change Complications
If you change programs, institutions, or study levels after receiving your initial Letter of Acceptance, you’ll need new documentation. IRCC must approve significant program changes through formal application amendments.
What this means for you: Program changes during application processing can cause significant delays and may require completely new applications. Plan carefully and avoid changes unless absolutely necessary.
Multiple Program Acceptance Issues
Some students receive acceptance to multiple programs or institutions and aren’t sure which Letter of Acceptance to use. You can only use one Letter of Acceptance per study permit application.
Optional—but strongly recommended by AVID experts: If you have multiple acceptances, choose the one that best aligns with your long-term goals and provides the strongest study permit case. Consider factors like program reputation, location, and post-graduation opportunities.
Real mistake we’ve seen: A student submitted Letters of Acceptance for two different programs at different institutions, thinking this would show more options. Instead, it confused IRCC about the student’s genuine intentions and led to questions about program commitment.
Resources from AVID
📎 Letter of Acceptance Compliance Checklist – Verify your letter meets all IRCC requirements before submission
📝 DLI Verification Tool – Instantly check your institution’s designation status and contact information
📄 Conditional Acceptance Planning Template – Organize your timeline for meeting acceptance conditions
🧠 Letter of Acceptance FAQ Database – Answers to the most common questions from applicants worldwide
Need peace of mind? Let one of our experts walk you through your application.
Our seasoned immigration experts have reviewed thousands of Letters of Acceptance and know exactly what IRCC officers look for. We’ll verify your letter’s compliance, identify potential issues before they become problems, and ensure your entire application package tells a consistent, compelling story.
What this means for you: Every detail matters. A missing DLI number, incorrect program duration, or vague tuition information can derail an otherwise strong application. Your Letter of Acceptance serves as proof to IRCC that you’re a genuine student with a legitimate reason to enter Canada. But here’s what most people don’t realize: visa officers spend less than 10 minutes reviewing each application. A properly formatted, complete Letter of Acceptance signals credibility immediately. An incomplete or suspicious one triggers red flags that can lead to additional scrutiny or outright refusal.
This guide walks you through exactly what Immigration, Refugees and Citizenship Canada (IRCC) expects, what happens behind the scenes during processing, and the insider details that most institutions and generic guides don’t tell you.