Have you ever submitted a Canadian immigration application, only to receive a letter raising concerns about your documents or information? This can be a stressful situation, but it's important to understand what it means and how to respond effectively. This blog post will equip you with the knowledge you need to tackle a Procedural Fairness Letter (PFL) with confidence.
What is a PFL?
A procedural fairness letter (PFL) or Additional document request (ADR) is an official communication sent by an immigration officer from Immigration, Refugees and Citizenship Canada (IRCC) when they have doubts about your application or the documents you submitted. It's essentially a chance for you to clarify any discrepancies or misunderstandings and address the officer's concerns directly.
Why Do You Receive a PFL?
There are several reasons why you might receive a PFL. Some common examples include:
Misrepresentation: This occurs when you provide false or misleading information in your application.
Inconsistencies: There might be discrepancies between the information you provided in your current application and information from previous applications or immigration interactions.
Missing Documentation: The officer might require additional documents to support your application.
Eligibility Concerns: The officer might have doubts about whether you meet the specific requirements for the program you're applying to.
Case Studies
Case Study 1: Overcoming Discrepancies in Job History
This case involved an applicant with conflicting information across three previous applications (visitor, student, and work permit). On February 17, 2021, Miss A’s Canadian immigration journey took an unexpected turn when she received a Procedural Fairness Letter (PFL) citing concerns about inconsistencies in her job history across different applications after applying for Permanent Residence (PR) and was given 90 days to provide convincing proof to address these discrepancies, failing which her application would be refused.
Determined not to give up, she contacted Infoplace Canada and we began by requesting all the GCMS notes for Miss A’s previous applications. The process was intense, involving numerous revisions and back-and-forth communications but with these notes in hand, we crafted detailed explanations for each discrepancy, supported by solid proof, and after finalizing their response, they submitted the letter along with all required documents.
The wait was nerve-wracking, but on July 11, 2021, Miss A received the news she had been hoping for—her PR application was approved.
Case Study 2: Swift Success with Professional Guidance
In December 2023, Mrs. Neeta received an Invitation to Apply (ITA) under the Express Entry Transport Category and proceeded to submit her application for Permanent Residence. However, on May 28, she received a Procedural Fairness Letter requesting an additional information and clarification on her spouse's travel history to other countries
Understanding the urgency of the situation, she contacted us and we wasted no time in drafting a comprehensive response. By June 3, just a few days after receiving the PFL, Mrs. Neeta had a detailed and well-supported response ready for submission. Four days after submitting her response, Mrs. Neeta received pre-arrival information. This was a positive sign, indicating that IRCC was satisfied with her explanations and a week later, on June 12, she received the official approval of her PR application.
The Importance of Responding to a PFL
Ignoring a PFL is a serious mistake. It can lead to a rejection of your application and even a potential five-year ban on applying to Canada in the future. Procedural fairness letters usually require a response within a set period, often 30 days, however, this can be verifred on the letter receieved by IRCC.
How to Respond to a Procedural Fairness Letter
Responding to a PFL effectively requires a strategic approach:
Review your submission to IRCC: The first step to take in responding to a procedural fairness letter (PFL) is to review all documentation previously submitted to Immigration, Refugees and Citizenship Canada (IRCC) to ensure accuracy and completeness. For your future reference, it is highly advisable to maintain a well-organized record of all documents submitted to IRCC.
Be Factual and Detailed: Receiving a PFL can be unsettling, but it's crucial to stay calm and collected. Read the letter carefully and identify the officer's specific concerns.
Address Each Point Directly: Draft a clear, concise, and factual response that directly addresses each point of concern outlined in the PFL.
Gather Supporting Evidence: Facts alone might not be enough. Back up your explanations with solid evidence like documents, emails, statutory declarations, employment letters, or any other relevant materials that strengthen your claims.
Meet the Deadline: The PFL will specify a timeframe for your response. Missing this deadline can negatively impact your case. Be sure to submit your response well within the allocated time.
Consider Professional Help: Responding to a PFL can be complex. Do you have an ongoing application, and IRCC or a province is requesting additional information and explanation? Are you unsure how to respond or accurately explain your situation without jeopardizing your application? Contact us for expert guidance on your applications.
We Can Help You!
If you’re facing similar challenges, our experienced team can guide you through the process of responding to a PFL or applying for a Canadian visa. We specialize in helping applicants with complex immigration histories and ensuring they meet all requirements for a successful application. Contact us today or schedule a session with our consultant to get started on your journey to Canada!