Refused applicants will now get more transparency from IRCC. This implies that certain applicants who face refusals of their applications to work, study, or visit Canada can now expect more detailed information regarding the decision directly from the reviewing officer.

As of 29 July 2025, IRCC has begun including new ‘officer decision notes’ with refusal letters for certain applicants.

Presently, these refusal notes are only available for temporary resident applications. Additionally, foreign nationals who applied using the new IRCC Portal will not obtain officer decision notes at this point.

Which Applications Will Obtain Officer Decision Notes?

Application refusals are presently available for the following kinds of applications:

  • Temporary Resident Visas – It excludes electronic travel authorizations (eTAs) and Temporary Resident Permits (TRPs)
  • Visitor Records
  • Study Permits
  • Work Permits

The department expects to add officer decision notes to more application types over time.

How Will Applicants Obtain Their Officer Decision Notes?

As refused applicants will now get more transparency from IRCC, it is vital to note how they will obtain officer decision notes.

Well, if an application is refused, IRCC will proactively include officer decision notes with the refusal letter. Applicants do not have to make any additional requests.

However, IRCC does advise that it might omit certain portions of the notes on a case-by-case basis on account of security, privacy, or other concerns.

IRCC sends the refusal letter, as well as the officer decision notes, to the applicant or the applicant’s authorized representatives.

How To Obtain Detailed Information On Your Application?

Applicants who wish to obtain detailed information about their application, including a possible refusal decision, can request notes from the Global Case Management System (GCMS) from IRCC.

These notes are initially stored in IRCC’s Global Case Management System. Unlike the new officer decision notes, GCMS notes must be requested by applicants via an Access to Information and Privacy (ATIP) request.

GCMS notes are the most detailed information on IRCC’s decision-making available to applicants.

What Are GCMS Notes?

As we know, refused applicants will now get more transparency from IRCC. Let us now discuss what GCSM notes are.

Well, GCMS notes are official records kept by IRCC regarding an immigration application, as well as any other information the department has collected about the applicant.

They include application details, officer observations, and processing updates, providing insight into the progress and potential issues with the case.

GCMS notes are obtained through an ATIP request, which is Canada’s equivalent of a Freedom of Information request.

By Canadian law, IRCC and the Canada Border Services Agency (CBSA) are generally required to respond within 30 days of such a request, but can request additional time based on the complexity of the case.

Who Can Request GCMS Notes?

GCMS notes can be requested by:

  • Canadian Citizens
  • Permanent Residents
  • Individuals physically present in Canada

Applicants outside Canada must use a representative and provide a signed consent form.

When In The Application Process Can GCMS Notes Be Requested?

You can request GCMS notes once your application passes the R-10 completeness check, which is a confirmation on IRCC’s end that all required documents were submitted. This is the earliest that an applicant can request GCMS notes.

Waiting to make this request until after the application processing has started will usually yield more detailed notes. However, many people request their GCMS notes after obtaining a decision on their application from IRCC.

How to Request GCMS notes?

Requesting GCMS notes typically involves three steps:

  • Gather relevant application details that can help IRCC identify the application:
  • Full name, date of birth, Universal Client Identifier (UCI), application number, and contact information.
  • Submit an ATIP request:
  • Online or by mail through IRCC (or through a representative if outside Canada).
  • Pay the $5 fee (online or by cheque/money order if mailed).

Palina Immigration Consultancy, a Canadian immigration leader, promises excellence and tailored pathways for your Canadian journey. Get in touch with us at Palinaimmigration.com