Work Permit Document Checklist Canada: Your Complete Guide to Getting It Right the First Time

Getting your work permit document checklist right is the difference between a smooth approval and months of delays. After reviewing thousands of work permit applications, we’ve seen brilliant candidates get rejected not because they weren’t qualified, but because they missed critical documentation requirements or submitted documents that didn’t meet IRCC standards.

This comprehensive work permit document checklist will walk you through exactly what you need, what really matters behind the scenes, and the common mistakes that can derail your application before it even gets properly reviewed.

Document Requirements Overview: What You Need to Know Before You Start

Mandatory vs. Supporting Documents: Understanding the Hierarchy

Not all documents carry equal weight in your work permit application. IRCC categorizes documents into two distinct groups:

Mandatory Documents are non-negotiable. Missing even one will result in an incomplete application that gets returned without review. These include your passport, job offer letter, and LMIA (or exemption documentation).

Supporting Documents strengthen your case but aren’t always required. However, what many applicants don’t realize is that “optional” supporting documents often become mandatory based on your specific circumstances.

What this means for you: If you’re from a country with higher refusal rates, supporting documents aren’t really optional—they’re essential for demonstrating your genuine intent and qualifications.

Original vs. Certified Copy Requirements

IRCC has specific requirements about document authenticity that vary by document type and submission method:

• Original documents are required for in-person submissions at Visa Application Centres
• Certified true copies are acceptable for online applications
• Regular photocopies are never acceptable for official documents

The certification must be done by a notary public, lawyer, or designated official. A simple photocopy with a signature won’t meet IRCC standards.

Real mistake we’ve seen: Applicants submitting bank statements that are screenshots from mobile apps instead of official bank-issued documents. This immediately flags your application as incomplete.

Translation and Notarization: Getting It Right

All documents not in English or French must be accompanied by certified translations. Here’s what IRCC actually requires:

• Translation by a certified translator
• Translator’s certification and contact information
• Original document plus translation (both required)
• Notarization of the translation (in some cases)

If you’re applying from countries like China, India, or Nigeria: Double-check that your translator is certified by the appropriate professional body. IRCC maintains a list of accepted certification bodies by country.

Identity and Civil Status Documents: Your Foundation Documents

Valid Passport Requirements

Your passport is more than just identification—it’s the foundation of your entire application. IRCC requires:

Passport Validity: Must be valid for at least 6 months beyond your intended stay in Canada. Many applicants overlook this requirement and face delays when their passport expires too soon.

Passport Pages: You need at least two blank pages for visa stamps and entry/exit stamps. A full passport can delay your application.

Passport Condition: Must be in good physical condition. Damaged passports, even with readable information, can be rejected.

What this means for you: If your passport expires within 18 months of your intended travel date, renew it before applying. The processing time for a work permit plus the time to actually travel often exceeds what applicants initially calculate.

Birth Certificate Standards

IRCC requires a long-form birth certificate that includes:

• Full names of both parents
• Date and place of birth
• Official government seal or stamp
• Recent issuance (within 6 months for some countries)

Real mistake we’ve seen: Short-form birth certificates or hospital-issued birth records that don’t include parental information. These don’t meet IRCC standards and will delay your application.

If you’re from countries with complex birth registration systems: Contact your local registrar’s office to ensure you’re getting the correct document type. Some countries issue multiple versions of birth certificates.

Marriage and Divorce Documentation

If you’re married, divorced, or have dependents, IRCC requires complete documentation of your civil status:

Marriage Certificates: Must be issued by the civil authority where the marriage was registered. Religious ceremonies require additional civil registration.

Divorce Documentation: Final divorce decree or certificate of divorce dissolution. Legal separation documents are not sufficient.

Common-Law Relationships: Requires statutory declaration of common-law union plus supporting evidence of cohabitation for at least 12 months.

What this means for you: If you’re including your spouse in your application, incomplete civil status documentation will delay both applications. Get this right from the start.

Name Change Verification

Any discrepancy between names on different documents requires official explanation:

• Legal name change certificate
• Deed poll documentation
• Court order for name change
• Notarized statutory declaration explaining the name variation

Optional—but strongly recommended by AVID experts: Even minor spelling variations should be addressed with a statutory declaration to prevent processing delays.

Work Authorization Documents: The Heart of Your Application

LMIA Positive Assessment

The Labour Market Impact Assessment (LMIA) is often the most critical document in your work permit application. Here’s what IRCC really examines:

LMIA Validity: Must be used within 6 months of issuance. An expired LMIA means starting the entire process over.

Position Match: The job title, duties, and salary in your job offer must exactly match what’s stated in the LMIA. Even minor discrepancies can trigger a refusal.

Employer Information: Must match the employer who obtained the LMIA. You cannot transfer an LMIA between employers.

What this means for you: If there’s any delay in your application preparation, communicate with your employer immediately. An expired LMIA cannot be extended—it must be reapplied for entirely.

LMIA Exemption Documentation

If you’re applying under an LMIA exemption category, you need specific documentation proving your eligibility:

CUSMA/USMCA Professionals: Degree verification plus professional licensing where applicable

Significant Benefit: Detailed explanation of how your work provides significant economic, social, or cultural benefit to Canada

Reciprocal Employment: Evidence of reciprocal employment opportunities for Canadians

Intra-Company Transfers: Proof of employment with the parent company for at least one year in the past three years

Real mistake we’ve seen: Applicants assuming their university degree automatically qualifies them for CUSMA professional category without checking the specific profession list and requirements.

Job Offer Letter Requirements

Your job offer letter is more than just a formality—it’s a legal document that IRCC scrutinizes carefully:

Required Elements:

• Employer’s complete business information and registration
• Detailed job description and duties
• Salary and benefits breakdown
• Employment terms and conditions
• Start date and duration of employment
• Employer signature and date

Behind the scenes insight: IRCC officers often verify job offers by contacting employers directly. Make sure your employer is prepared to confirm the details.

If you’re from countries with high refusal rates: Your job offer letter should include additional context about why you’re the best candidate and how your skills address specific Canadian labour market needs.

Employer Supporting Documentation

Strong employer documentation can significantly strengthen your application:

Business Registration: Incorporation documents or business registration certificates

Financial Statements: Recent financial statements showing business viability

Employee Documentation: T4 slips or employment records showing the employer has a legitimate business with employees

Optional—but strongly recommended by AVID experts: A letter from your employer explaining their business operations, why they need to hire foreign workers, and how your role fits into their business strategy.

Educational and Professional Credentials: Proving Your Qualifications

Educational Credential Assessment (ECA)

While not always mandatory for work permits, an ECA can significantly strengthen your application:

When It’s Required: Some LMIA exemption categories require ECA verification

When It’s Recommended: If your education credentials are from institutions IRCC officers may not recognize

Designated Organizations: Only ECAs from IRCC-designated organizations are accepted

Processing Time: Can take 6-8 weeks, so plan accordingly

Professional Licensing and Certification

If your profession requires licensing in Canada, addressing this early prevents complications:

Regulated Professions: Must provide evidence of steps taken toward Canadian licensing

Certification Bodies: Contact relevant professional bodies in your destination province

Skills Assessment: Some professions require skills assessment before licensing

What this means for you: Even if full licensing isn’t required for your work permit, demonstrating progress toward professional recognition shows genuine intent to contribute to Canada’s economy.

Work Experience Documentation

Strong work experience documentation goes beyond basic employment letters:

Employment Letters Should Include:

• Complete company information and contact details
• Your exact job title and employment dates
• Detailed description of duties and responsibilities
• Salary and benefits information
• Supervisor’s name and contact information

Supporting Documentation:

• Pay stubs or salary certificates
• Performance evaluations
• Professional references
• Portfolio or work samples (where applicable)

Real mistake we’ve seen: Generic employment letters that don’t clearly demonstrate how your experience qualifies you for the specific job in Canada. IRCC officers need to see clear connections between your background and your Canadian employment.

Skills Assessment Certificates

Industry-specific skills assessments can strengthen your application:

Trade Occupations: Red River College, Alberta Apprenticeship, or provincial trade certification bodies

Healthcare Professionals: Medical Council of Canada or provincial regulatory bodies

Engineering Professions: Professional Engineers Ontario (PEO) or other provincial bodies

If you’re applying from countries with different professional standards: Skills assessment certificates help IRCC officers understand how your qualifications translate to Canadian standards.

Financial and Support Documents: Demonstrating Your Stability

Proof of Funds Requirements

While not always mandatory for work permits, proof of funds demonstrates your ability to support yourself and your family:

Minimum Requirements: Varies by family size and destination province

Acceptable Evidence:

• Bank statements (last 6 months)
• Investment portfolios
• Employment income verification
• Sponsor support documentation

Bank Statement Standards: Must show consistent account activity and sufficient funds. Sudden large deposits without explanation can raise red flags.

Bank Statements and Financial Records

IRCC officers scrutinize financial documents for authenticity and consistency:

What They Look For:

• Consistent account activity over time
• Reasonable income sources
• No suspicious transactions or deposits
• Sufficient funds for your circumstances

Real mistake we’ve seen: Applicants borrowing money to temporarily boost their bank balance, then withdrawing it immediately. IRCC officers are trained to spot these patterns.

What this means for you: Your financial documents should tell a consistent story of stable income and responsible financial management.

Sponsor Support Documentation

If someone is supporting your application financially:

Sponsor Requirements:

• Canadian citizen or permanent resident
• Proof of income and employment
• Statutory declaration of support
• Relationship documentation

Supporting Evidence:

• Sponsor’s tax returns
• Employment verification
• Bank statements
• Undertaking of assistance form

Income Verification

Additional income verification strengthens your financial profile:

Employment Income: Pay stubs, employment contracts, tax returns

Business Income: Business registration, financial statements, tax filings

Investment Income: Investment statements, dividend declarations

Optional—but strongly recommended by AVID experts: Even if you have strong employer support, personal financial stability demonstrates your commitment to following Canadian immigration laws.

Health and Security Documents: Meeting Canada’s Standards

Medical Examination Requirements

Medical examinations are required for work permits in specific circumstances:

When Required:

• Work in healthcare, childcare, or education
• Stay longer than 6 months
• Recent residence in designated countries
• Specific job requirements

Designated Panel Physicians: Must be conducted by IRCC-approved physicians

Medical Forms: Completed by the examining physician and submitted directly to IRCC

Processing Time: Can take 3-6 weeks after examination

Police Clearance Certificates

Police clearance certificates are required from:

Countries of Residence: Every country where you’ve lived for 6 months or more since age 18

Validity Period: Must be issued within 6 months of application submission

Certification Requirements: Must be issued by appropriate authorities and include specific information about criminal history

What this means for you: If you’ve lived in multiple countries, start obtaining police clearances early. Some countries have lengthy processing times.

Immigration Medical Forms

Completed medical forms include:

IMM 1017E: Medical Report IMM 5419E: Medical Certificate IMM 5406E: Additional Family Information

Real mistake we’ve seen: Applicants scheduling medical examinations before receiving instructions from IRCC. This can result in invalid medical reports that need to be repeated.

Background Verification Process

IRCC conducts thorough background verification:

What They Verify:

• Criminal history
• Employment history
• Educational credentials
• Travel history
• Previous immigration applications

If you’re from countries requiring additional security screening: This process can add several months to your application processing time. Plan accordingly and be prepared for additional documentation requests.

Behind the scenes insight: IRCC officers have access to extensive databases and often verify information through third-party sources. Consistency across all your documents is crucial.

Document Quality Standards: What IRCC Actually Accepts

Acceptable File Formats and Sizes

For online applications, IRCC has specific technical requirements:

Accepted Formats: PDF, JPEG, PNG, TIFF File Size Limits: 4MB per document Image Quality: Must be clear and readable Color Requirements: Color documents must be submitted in color

Document Authenticity Verification

IRCC has sophisticated methods for verifying document authenticity:

Security Features: Watermarks, official seals, security paper Issuing Authority: Must be from recognized government or official bodies Verification Process: IRCC may contact issuing authorities directly

What this means for you: Never submit altered or fraudulent documents. IRCC’s verification processes are thorough, and fraudulent documents result in permanent inadmissibility.

Translation and Certification Standards

Proper translation and certification are crucial:

Certified Translators: Must be certified by recognized professional bodies Translation Requirements: Word-for-word accuracy, translator certification, contact information Notarization: May be required depending on document type and country of origin

Optional—but strongly recommended by AVID experts: Use translators who specialize in immigration documents and are familiar with IRCC requirements.

Common Mistakes That Lead to Delays or Refusals

Document Consistency Issues

One of the most common reasons for delays is inconsistent information across documents:

Name Variations: Even slight spelling differences can trigger additional verification Date Discrepancies: Birth dates, employment dates, and education dates must be consistent Address Information: Current address must match across all documents

Real mistake we’ve seen: Applicants using different name spellings on different documents without providing explanation. This always triggers additional verification requests.

Incomplete Documentation

Missing documents or incomplete information causes immediate delays:

Partial Documents: Submitting only pages 1-3 of a 5-page document Unsigned Documents: Forgetting signatures on statutory declarations or forms Missing Translations: Submitting documents in foreign languages without certified translations

Poor Document Quality

Technical issues with document quality can delay processing:

Blurry Images: Documents must be clear and readable Partial Documents: Edges cut off or information missing Poor Scanning: Dark or unclear scanned documents

If you’re submitting documents online: Review each document carefully before uploading. Poor quality documents will be rejected.

Country-Specific Considerations

High-Refusal Rate Countries

If you’re applying from countries with historically higher refusal rates, additional documentation strengthens your application:

Stronger Financial Evidence: More comprehensive proof of funds and income stability Detailed Employment History: More thorough work experience documentation Educational Verification: Educational Credential Assessment even when not mandatory Ties to Home Country: Evidence of strong ties to your home country

Document Availability Challenges

Some countries have challenges with document availability or standards:

Alternative Documentation: When standard documents aren’t available, IRCC may accept alternative evidence Statutory Declarations: Can explain document unavailability or discrepancies Third-Party Verification: Sometimes required when documents cannot be verified through normal channels

What this means for you: If standard documents aren’t available in your country, consult with immigration experts about acceptable alternatives before submitting your application.

Digital vs. Physical Submission Requirements

Online Application Benefits

Online applications offer several advantages:

Faster Processing: Generally processed more quickly than paper applications Document Security: Reduced risk of lost documents Status Tracking: Real-time application status updates Environmental Friendly: Reduced paper usage

Physical Submission Considerations

Some circumstances require physical document submission:

Biometrics Requirements: Must visit Visa Application Centre Original Documents: When certified copies aren’t acceptable Special Circumstances: Complex cases may require in-person submission

Hybrid Approach

Many applicants use a combination of online and physical submission:

Primary Application: Submitted online Supporting Documents: Mailed separately when required Biometrics: Completed at Visa Application Centre

What this means for you: Understand the submission requirements for your specific situation before beginning your application.