If you are planning to work in Canada, one of the most important steps is preparing the correct documents for your work permit application. Missing paperwork, outdated information, or documents that do not match your application can lead to delays or even a refusal.
This Canada work permit documents checklist explains, in simple terms, what applicants commonly need when applying for a Canadian work permit. It also explains the difference between documents required for an employer-specific work permit and an open work permit, what employers may need to provide, and how to prepare your documents correctly.
The exact documents you need depend on your circumstances, including where you are applying from, the type of work permit you want, your job, your employer and whether your situation requires an LMIA. Immigration, Refugees and Citizenship Canada (IRCC) provides a personalized document checklist when you apply online, so that checklist should always be treated as the final authority for your application.
Canada Work Permit Documents Checklist
Before submitting your application, organize your documents into several groups. The following list covers the documents commonly requested by IRCC for work permit applications.
1. Valid Passport or Travel Document
A valid passport or travel document is one of the most important documents in your application.
You will generally need to provide a copy of your passport or travel document showing your personal information, photograph, passport number, issue date and expiry date.
Make sure the document is valid and readable. If your passport is close to expiry, check how this could affect the length of your work permit. IRCC states that a work permit generally cannot be issued beyond the validity of your passport or certain other validity limits.
2. Work Permit Application Form
The application form depends on where you apply.
For example, people applying from outside Canada generally use IMM 1295, Application for Work Permit Made Outside of Canada. Applicants applying from inside Canada generally use IMM 5710, Application to Change Conditions, Extend my Stay or Remain in Canada as a Worker.
Do not automatically use a form you found on another website. Always check the current IRCC instructions for your specific application.
3. Passport-Size Photographs
You may need photographs that meet Canada’s visa photo specifications.
Follow the required size, background, facial expression and other photograph rules. If you are applying online, carefully follow the photo instructions provided in your application portal.
Some applicants may not need to provide paper photographs in the same way as applicants using older paper-based processes, particularly where biometrics are required. Always follow the personalized instructions generated for your application.
4. Job Offer or Employment Documents
Your employment documents depend heavily on the type of work permit you are applying for.
If you are applying for an employer-specific work permit, you will generally need evidence connected to your proposed employment.
Depending on the situation, this may include:
- A job offer letter
- An employment contract
- Details of your job duties
- Salary and working conditions
- Employer information
- An LMIA and LMIA file number, if an LMIA is required
- An offer of employment number if the position is LMIA-exempt
For LMIA-exempt employer-specific work permits, the employer generally submits the offer through the Employer Portal and provides the resulting offer of employment number to the worker.
This is why you should first determine whether your intended job requires an LMIA or qualifies for an LMIA exemption.
5. Proof of Work Experience
Your previous employment history can be important when demonstrating that you meet the requirements of the job.
IRCC may request documents such as:
- Employer reference letters
- Employment contracts
- Pay slips
- Records showing previous employment
- Other evidence of relevant work experience
For employer-specific work permit applications, IRCC specifically identifies proof of past work experience, such as pay stubs, as a possible required document.
Your reference letters should accurately describe your previous position, duties and employment period. Avoid submitting documents containing information that cannot be verified.
6. Resume or Curriculum Vitae
A current resume may be required as part of your work permit application.
Your resume should provide a clear summary of your education, employment history, skills and relevant professional experience.
Keep the information consistent with your other documents. For example, employment dates on your resume should not conflict with the dates shown on reference letters or other supporting evidence.
IRCC lists a résumé among the documents that may be required for employer-specific work permit applications.
7. Proof You Meet the Job Requirements
You may need to prove that you have the qualifications required for the position.
Depending on your occupation, this could include:
- Educational certificates
- Diplomas or degrees
- Professional certificates
- Trade qualifications
- Professional licences
- Registration documents
- Proof of relevant work experience
For regulated occupations, you may need to demonstrate that you hold the appropriate licence or certification.
If your intended occupation does not require a licence or certification, follow the instructions in your personalized document checklist rather than submitting unnecessary documents.
8. LMIA or LMIA-Exempt Documents
One of the most confusing parts of a Canadian work permit application is understanding the LMIA requirement.
An LMIA, or Labour Market Impact Assessment, is used in certain employment situations to determine whether hiring a foreign worker is appropriate under Canada’s temporary foreign worker rules.
If your job requires an LMIA, your employer may need to provide documents such as:
- A copy of the positive LMIA
- The LMIA file number
- A job offer letter
- An employment contract
For certain jobs that are exempt from the LMIA requirement, your employer may instead need to provide an employment contract and an offer of employment number.
Do not assume that every Canadian work permit requires an LMIA. The requirement depends on the work permit category and your specific circumstances.
9. Proof of Funds
Applicants may need to demonstrate that they have enough money to support themselves and accompanying family members during their stay in Canada and to return home when required.
The exact evidence can vary according to your situation.
Possible financial documents may include bank statements or other acceptable evidence of available funds. However, do not submit financial documents simply because they appear on a general internet checklist. Check your personalized IRCC requirements first.
IRCC’s eligibility requirements for applicants applying from outside Canada include demonstrating that they have enough money to take care of themselves and their family members during their stay and to return home.
10. Medical Examination Documents
Some work permit applicants may need a medical examination.
Whether you need one can depend on factors such as your intended occupation, where you have lived or travelled and the length of your stay.
If IRCC requires a medical examination, you may be instructed to complete an immigration medical examination with an approved physician.
In some circumstances, applicants can complete an upfront medical examination. If you complete one, keep the proof and submit it according to your application instructions.
Do not assume that every work permit applicant needs a medical exam.
11. Police Certificate or Other Background Documents
Some applicants may be asked for police certificates or other documents related to their background.
Requirements can depend on your personal history and the instructions applicable to your application.
If IRCC requests a police certificate, make sure you obtain the correct document from the appropriate authority and follow any instructions about validity, translation or certification.
Because background-document requirements can vary, applicants should rely on the instructions generated for their particular application rather than using a generic checklist as a substitute.
12. Family and Relationship Documents
If you are married or have a common-law partner, IRCC may request documents that establish your relationship.
These may include:
- Marriage certificate
- Common-law declaration
- Documents for accompanying family members
- Family information forms
IRCC identifies marriage certificates and certain family information documents among supporting documents that some work permit applicants may need.
If family members are applying with you, check their requirements separately.
13. Proof of Immigration Status in Your Current Country
If you are applying from a country where you are not a citizen, you may need to prove that you are legally present there.
For example, this could be relevant if you are temporarily living, studying or working in another country.
IRCC states that applicants who are not citizens of the country or territory where they are applying must provide proof of their present immigration status in that country when required.
14. Certified Translations
Documents that are not in English or French may require translation.
Do not simply upload an informal translation prepared using an online translation tool.
Follow IRCC’s current requirements for certified translations and supporting copies. The purpose is to make sure immigration officers can understand the information contained in your documents.
If you are unsure whether a document needs translation or certification, check the instructions for your application before submitting it.
Open Work Permit Documents Checklist
An open work permit is different from an employer-specific work permit because it may allow an eligible foreign national to work for an employer without being restricted to one specific employer.
However, not everyone qualifies for an open work permit.
The documents required depend on the open work permit category and your personal circumstances. Some applicants may be asked for documents proving why they qualify for an open work permit.
If the application asks for employment documents even though an open work permit does not require a specific employer, IRCC’s instructions may tell you to upload a blank document marked “Not applicable.”
The key point is simple: an open work permit does not mean you can ignore the document checklist.
Documents for Applicants Applying From Inside Canada
If you are already in Canada, your document requirements can differ from those for someone applying from outside Canada.
IRCC generally requires applicants applying from inside Canada to use the appropriate application form, provide a copy of their passport or travel document and provide a photograph that meets the required specifications. Additional documents can include employment documents, a job offer, LMIA information or an offer of employment number, depending on the work permit category.
You should also make sure you are legally eligible to apply from inside Canada before submitting an application.
Canada Work Permit Documents Checklist for Applicants Outside Canada
If you are applying from outside Canada, use this basic preparation list as a starting point:
- Valid passport or travel document
- Required work permit application form
- Required photographs
- Job offer letter, if applicable
- Employment contract, if applicable
- LMIA and LMIA file number, if applicable
- Offer of employment number, if LMIA-exempt
- Resume or CV
- Employer reference letters
- Proof of previous work experience
- Education or professional qualifications
- Licence or certification, if required for the occupation
- Proof of funds, if requested
- Medical examination documents, if required
- Police certificate, if requested
- Marriage or family documents, if applicable
- Proof of legal status in your current country, if applicable
- Certified translations, where required
- Any additional documents listed by your local visa office
- Any documents specifically requested by your personalized IRCC checklist
IRCC explains that applicants applying online receive a personalized document checklist after completing the application questionnaire. That personalized checklist is more important than any general checklist found online.
How to Avoid Common Canada Work Permit Document Mistakes
A complete application is about more than uploading many files. Your documents should be accurate, consistent and easy to understand.
Check that names match
Your name should be consistent across your passport, application forms, employment documents and other records. If there is a legitimate difference, provide an explanation or supporting document where appropriate.
Check employment dates
Make sure the dates on your resume, reference letters and application forms do not contradict each other.
Use clear scans
Blurry or incomplete documents can make it difficult for an officer to assess your application. Scan or photograph documents clearly and make sure all relevant information is visible.
Follow file instructions
When applying online, follow IRCC’s instructions for uploading documents. If several documents need to be combined into one file, follow the instructions provided by your application portal.
Do not submit fake documents
Never alter a bank statement, employment letter, qualification, passport page or other immigration document.
Providing false information or fraudulent documents can have serious consequences for an immigration application.
Do not rely on an old checklist
Immigration rules and application instructions can change. A checklist found on a blog, social media page or forum may no longer reflect your situation.