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Instructions on how to submit a sponsorship application via Email

As a sponsoring group, you can submit a sponsorship application via email to Immigration, Refugees and Citizenship Canada (IRCC).  Please follow these instructions to ensure that your application is processed without delays.  When compared with receiving applications via regular mail, this new process allows Resettlement Operations Centre in Ottawa (ROCO) to save more than one hour in processing time per application and it allows the sponsors to receive an email auto-reply to confirm proper reception right away.

TIPS ON SUBMITTING APPLICATION VIA EMAIL

  • Your scanner must be set at a high resolution (at least 400 DPI). If the documents sent are not legible, ROC-O will not accept your application. Note that if you decide to re-submit your application, you must resubmit it in its entirety, not just the documents that were not legible.
  • Applications can be submitted in black and white.
  • Do not submit ZIP files as ROC-O cannot open these types of files. If you do, ROC-O will not accept your application.
  • When you submit an application via email, do not submit a duplicate application via postal mail. This causes confusion and will delay processing. For SAHs, this will also affect the accuracy of your available cap spaces.
  • The IMM0008 submitted must be 2D bar-coded. A single 2D barcode can hold a significant amount of information and may be printed easily. If the IMM0008 submitted is not 2D bar-coded (or if the 2D bar coded page of the IMM0008 is missing), ROC-O will not accept your application. Using a 2D bar coded form saves ROC-O up to 45 minutes in processing time.
    • When you enter the information on the online IMM0008 form, it must comply with a specific format and certain fields must be completed in order to “validate” the form. If mandatory fields are not completed and you click “validate”, those fields will be identified in red.
    • Once the form is complete and you click “Validate”, a 2D bar code is created. Validation does not mean that the form is submitted to ROC-O directly. It only means that a 2D bar code will be generated to be printed as part of the IMM0008 form.
    • Upon receipt of an application, ROC-O will scan the bars on the IMM0008. Once scanned, the validated information will be uploaded directly in the Global Case Management System (GCMS).

OPTIONS TO SUBMIT VALIDATED GENERIC APPLICATION FORMS 

As you often receive the IMM0008 in two parts, i.e. the form itself and then the signature page, you have two options to submit the form (note: the second option provides the best results for the barcodes):

Option 1

      • Validate the IMM0008 by clicking the “validate” button on the IMM0008
      • Print the validated IMM0008
      • Discard the empty signature page and replace it with the signed page
      • Scan the validated IMM0008 with the signed signature page
      • Submit to ROC-O.

Or

Option 2

      • Validate the IMM0008 by clicking the “validate” button on the IMM0008
      • Validate the IMM0008 by clicking the “validate” button on the IMM0008, save the PDF and attach it to your email. The attachment should be titled: “IMM008 – validated”
      • Scan separately the signature page, scan it and attach it to your email. The attachment should be titled: “IMM008 – signature page”
      • Submit to ROC-O.

OTHER REQUIREMENTS

  • All forms MUST be typed.
  • To facilitate the receipt and identification of applications emailed to ROC-O, you must submit your application in six separate email attachments within the one or more emails (depending on the size of the attachments). For the item “supporting documentation”, you can submit multiple attachments as needed. Please use the following naming conventions for your attachments:
    1. Sponsor documents. Name this file: “PA LAST NAME, First Name – Sponsor documents”
    2. IMM0008 & IMM0008 DEP (if applicable). Name this file: “PA LAST NAME, First Name – IMM0008”
    3. Schedule A, Schedule 2, & Use of Representative forms. Name this file: “PA LAST NAME, First Name – Schedules”
    4. Refugee photos. 1 photo per applicant. Name this file: “PA LAST NAME, First Name Refugee – Photos”
    5. Passports. Name this file: “PA LAST NAME, First Name – Passports”
    6. Supporting documentation. Name this file: “PA LAST NAME, First Name – Supporting documentation”

EMAIL SIZE

  • Your overall email (text and attachments) cannot be bigger than 10MB. If your email is bigger than 10MB, it will bounce back and you will NOT receive an email auto-reply from ROC-O.
  • If any individual attachment in your email is bigger than 5MB, the email will be received at ROC-O (an auto reply will be sent), but the application will be returned to you as incomplete.

EMAIL SUBJECT LINE

  • Your subject line for your email must follow the following structure: PA LAST NAME, first name – sponsorship application. If your email exceeds 10 MB, you must send your application in multiple emails. To ensure that ROC-O can find all the emails for your application, please use the following subject lines:
    • For the first email: Part 1 of 2: PA LAST NAME, first name – sponsorship application
    • For the second email:Part 2 of 2: PA LAST NAME, first name – sponsorship application, etc.
    • Note that you will receive an auto-reply (see Annex B) for each email sent.

INCOMPLETE APPLICATIONS

  • If your application has been received by ROC-O but is incomplete, CPOW will not open a file. If you decide to re-submit your application, you MUST resubmit it in its entirety. You cannot only submit the missing documents.

PHOTOS

  • As part of the application process, you must submit photos for each of the applicants included in your sponsorship application. You only have to submit one photo for each applicant.

PHOTO SPECIFICATIONS

You must submit one (1) photo of each applicant included in your sponsorship application. The photo should respect the following specifications: Photograph Specifications