What to do if your relatives have been denied a visa?

The Canadian immigration system provides several mechanisms for responding to a negative decision on an entry visa or temporary resident status. A refusal is painful, but not final: there are ways to understand the reasons, appeal the decision, or prepare a stronger reapplication. Below is a step-by-step strategy — from the initial response to the rejection letter to a possible judicial review, taking into account local resources in Calgary.

Reasons for refusal: the most common grounds

Immigration officers are guided by sections 11(1) and 40 of the Immigration and Refugee Protection Act (IRPA). Among the most common reasons are:

  • doubts that the applicant will leave Canada before the end of the authorized period (insufficient ties — work, property, family);
  • unclear purpose of travel or unconvincing explanations of the itinerary;
  • weak financial profile or unclear source of funds;
  • incomplete/inaccurate documentation that raises suspicion of misrepresentation;
  • suspicion of possible illegal employment or intentional exaggeration of the length of stay.

Step 1. Calmly check the decision letter

In the official notification, the officer usually checks the relevant reasons. There is no detailed explanation, so be prepared for the next step — requesting the internal file.

Step 2. Request GCMS notes

What is GCMS

The Global Case Management System is a database where officers keep official records, working checklists, and notes on each application. Access to them is provided through a request under the Access to Information Act.

How to submit a request

  • Submit the online Request under ATI form on the IRCC website (costs CAD 5).
  • Only Canadian citizens/PR/temporary residents can make a request; if your relative is abroad, they can authorize you to do so using the IMM 5744 form.
  • The response time is 30 days, but officers can add another 30 days if the file is large.

The notes will contain a complete chain of events — which documents were reviewed, what doubts the officer had, and the exact paragraph justifying the refusal. This is a gold mine for further action.

Step 3. Analyze and choose a strategy

3.1 Regular resubmission

If there are obvious gaps in the notes (missing employment certificate, blurry passport scan), the easiest thing to do is to correct the deficiencies and submit a new application. It is important to submit:

  • additional evidence of ties to your home country (employment contract, proof of children's education, real estate documents);
  • an updated invitation letter explaining how you will cover the expenses;
  • travel itinerary and return tickets;
  • sometimes — a letter explaining why your financial situation has changed.

3.2 Reconsideration Request

If the refusal was due to an obvious technical error (the officer “did not see” the biometrics, lost a document), you can submit an informal request for reconsideration.

  • You should write within 30 days, but there is no strict deadline.
  • In the letter, politely explain the factual error, attach supporting documents, and ask for the file to be reopened.

The chances of success are low (≈10–15%), but sometimes it is faster and cheaper than a new application.

3.3 Judicial Review (Federal Court)

If you believe the decision is legally unfounded, file a Notice of Application for Leave and Judicial Review with the Federal Court.

  • Deadline: 15 days for decisions made in Canada; 60 days for decisions made abroad.
  • Stages: filing a petition, leave stage, written memoranda, sometimes an oral hearing.

The court may overturn the refusal and return the file to a new officer; it does not automatically issue a visa.

  • The procedure is expensive: state fees ≈ CAD 54, but legal services cost CAD 5,000–10,000, and the duration is 6–12 months.

3.4 Appeal to the Immigration Appeal Division

Available only for family sponsorship (spouses, children, PGP). If the officer denied the Family Class category, the sponsor has 30 days to file a Notice of Appeal.

Step 4. Check the financial threshold

GCMS notes often indicate that the officer did not actually doubt the relationship, but found the financial capacity to be insufficient. Check the latest Notice of Assessment 2024:

  • LICO+30% applies to Super Visa or PGP (CAD 70,558 for four people).
  • If insufficient, add a co-signer (spouse) and collective family NOA.

Step 5. Remember about processing fees

Rejection does not entitle you to a refund of the consular fee. In 2024, the government collected CAD 354 million from rejected applications. Therefore, resubmission means a new payment. It is important not to do this until the reasons for the rejection are clear, otherwise you will “pay twice for the same mistake.”

Step 6. Use local resources in Calgary

  • Calgary Catholic Immigration Society (CCIS) — free file review clinics where a lawyer will check your GCMS and give advice on reconsideration.
  • Immigrant Services Calgary (ISC) — assistance with IAD appeal forms.
  • Pro Bono Alberta — assessment of chances for Judicial Review.
  • CCIS Settlement Counsellors — preparation of explanatory letters for new applications (in English and Ukrainian).

Step 7. Timeline of actions after refusal

  • Days 0–7. Keep a copy of the refusal and note the date.
  • Days 5–10. If there is an obvious technical error, prepare a Reconsideration.
  • Day 10–30. Order GCMS notes; consult with a lawyer at the same time.
  • Month 2. Analyze GCMS, gather new evidence.
  • Month 3. Submit a new visa application, or Notice of Appeal, or documents to the Federal Court.

Frequently asked questions

Will my chances worsen if I reapply? No, if you correct the deficiencies and provide new evidence; officers evaluate the current package, not the number of previous denials.

How many times can I apply? There is no limit, but a series of identical applications without improvements is considered “frivolous” and may result in long-term marks in the system.

Does a refusal affect future immigration? Only if there was misrepresentation. In that case, there is a five-year ban.

Conclusion

A visa refusal is not the end, but a signal that you need to:

  • Understand the real reason through GCMS.
  • Choose the appropriate path: reapply, Reconsideration, IAD appeal, or Judicial Review.
  • Strengthen your financial, social, and documentary evidence.
  • Engage local free service organizations in Calgary to review your file.

A methodical, calm approach with detailed analysis and quality evidence significantly increases the chances of success on the second attempt and brings you closer to reuniting with your family in Calgary.