Procedural fairness letter: your chance to respond before IRCC decides.

When an IRCC officer is considering a refusal for a reason you may not know about, or wants to rely on information that didn't come from you, they must give you a chance to respond. That's the role of the procedural fairness letter (PFL). It sets out the concern and gives a deadline to send your submissions.

Visa Canada Rouge, an immigration consulting firm in Montréal, analyzes the letter, identifies exactly what's being questioned and prepares a structured, evidence-based response within the deadline.

What a procedural fairness letter can raise

• Doubt about a document: an employment letter, bank statement, school letter or diploma whose authenticity or content is in question.
• An inconsistency: dates, addresses or history that differ between forms, or between a previous application and the current one.
• Possible misrepresentation: information that was left out or inaccurate and could matter to the decision. The stakes are then a five-year inadmissibility. See our page on misrepresentation.
• An admissibility question: a criminal record or a medical concern. For an excessive demand concern on health or social services, IRCC allows 90 days from the date of the letter. See our page on inadmissibility.
• A program requirement that doesn't seem to be met: experience, funds, a genuine relationship in a sponsorship.

How to structure your response

A good response doesn't repeat the whole application: it answers, point by point, what the officer wrote.

1. The concern: summarize exactly what the officer wants clarified, in the order of the letter.
2. The explanation: the facts, in plain and verifiable language, without speculating about the officer's intentions.
3. The evidence: what each document shows, and why it answers the concern.
4. The reference: a clear pointer to the matching annex, numbered in the same order as the points in the letter.

If information was left out or differs between two documents, name it and explain the circumstances with facts that can be checked. Don't minimize the discrepancy, and don't claim it was unintentional unless you can support that. Our guide to responding to a procedural fairness letter explains the method in detail.

Supporting documents

• Choose documents that answer the concern directly; leave out those that add nothing.
• Make sure they're legible and their origin is clear.
• Compare names, dates and information with the forms already submitted.
• Have any document that isn't in English or French translated, following IRCC's instructions.
• Explain every new item: what it establishes, where it comes from, which point it answers.

Meeting the deadline and the submission method

Use the channel stated in the letter (online account, portal, or IRCC's web form when the letter provides for it) and respect the requested formats. If a document may be missing, ask for an extension before the deadline, explaining why and how much time you need; an extension request doesn't automatically stop the clock. Keep a complete copy of what you send and proof of submission.

After you respond

IRCC reviews your submissions, then makes its decision. A complete response lets the officer take your side into account; it doesn't guarantee approval. No response leaves the concern unanswered, and the decision is made on the file as it stands.

If the decision is negative, the options change: a new application, a reconsideration request or judicial review, with strict deadlines. See our page on visa or permit refusals and our guide to reading the officer's decision note.

Common mistakes to avoid

• Waiting: the deadline runs from the date of the letter.
• Answering beside the point: a general reply that doesn't address the specific concern.
• Burying the officer in documents unrelated to the question.
• Contradicting the file without explaining why a version changed.
• Using the wrong channel or a rejected format.
• Letting an intermediary respond without reviewing it: you remain responsible for everything submitted in your name.

What we do for you

• Identify the exact concern and what's at stake (refusal, misrepresentation, admissibility)
• Choose the evidence that answers it directly
• Write a structured, factual response within the deadline
• Request an extension when an essential document can't be obtained in time

Bring the letter, your forms and your correspondence with IRCC, then book a consultation without delay or describe your situation.

Frequently asked questions

Does a procedural fairness letter mean I've been refused?

No. It flags a concern and gives you the chance to respond before the decision. The outcome isn't decided yet.

How long do I have to respond?

The deadline is the one stated in your letter; there's no universal deadline. For a medical excessive demand concern, IRCC allows 90 days from the date of the letter.

Can I ask for more time?

Yes, before the deadline, explaining why. Until IRCC agrees, assume the original deadline applies.

Can I correct a mistake in my form in my response?

Yes. Identify the form and the field, give the correct information and attach the document that proves it.

Can the letter be about a family member?

Yes. Specify who is concerned and keep their facts separate from those of the other applicants.

What happens if I don't respond?

The officer decides based on the file as it stands, without your side of the story. The concern remains.

Official sources: IRCC, "Medical inadmissibility", "Explaining application refusals: Officer decision note" and "Consequences of immigration and citizenship fraud". Accessed October 11, 2026.