Step 5: Send your evidence

You should only send evidence that support your claim for refugee protection.

The Refugee Protection Division (RPD) accepts:

• personal evidence: information about you and your refugee claim
• country conditions evidence: information about the conditions in your country that are not already included in the NDP

See what evidence you should send for more information.

Send your documents to the RPD as soon as you can. If you send your evidence early, the RPD might decide your claim sooner, or even accept your claim without a hearing. If you get more evidence to support your claim later, send a copy to the RPD right away.

On this page

• Send documents and evidence to the RPD
• Sending evidence after the 10-day deadline

Send documents and evidence to the RPD

The documents you send must be typed in at least 12‑point font or be photocopies of original documents. Print all documents on 8½ inches by 11 inches (21.5 centimetres by 28 centimetres) paper. All photocopies must be clear and easy to read.

1. Translate your documents

Your documents must be in English or French. Any document that is not in English or French must be translated. The RPD will not accept documents translated by software, artificial intelligence (AI), or web services like Google Translate.

If you send translated documents, include a:

• copy of the document in the original language
• translation of the document into English or French
• signed translator’s declaration

The translator's declaration is a written statement that includes:

• the translator's name
• the translated language and dialect (if any)
• a statement that the translation is accurate

If you send the declaration on paper, the translator must sign and date it. If you send it in using an electronic method, the translator only needs to enter the date. There is no form for this declaration.

2. Organize your documents

Organize your documents together in one package:

• put them in the order you want them to appear
• number each page as if they are a single document: 1,2,3,4
• make a list of the documents
• add the page number and a title or description for each document just like a table of contents. You can use the form List of Claimant’s Documents
• add a cover page with your name and address, the date, your RPD file number, and the list of documents

3. Make copies

Make a copy of your entire document package, including the front page. You will keep a copy for yourself and send the other to the RPD.

4. Send your documents to the RPD

We encourage you to send documents, letters, and evidence to the RPD using electronic methods.

Send documents using the My Case portal

The My Case portal is used for secure online document exchange with the IRB. It is also a helpful way to get information about your case. Currently, the My Case portal is not available for claimants who do not have counsel. If you have counsel, they may use the My Case portal to submit documents, letters, and evidence for you.

Send documents by email

When sending documents by email:

• make sure your documents are in PDF format
• attach your documents to the email
• put this information in the subject line of the email:
• your RPD file number
  
• If you don’t have your RPD file number yet, you can also use your UCI (Unique Client Identifier) number that was given to you by Immigration, Refugees and Citizenship Canada or the Canada Border Services Agency
• the date of the hearing, if you have one scheduled
• the type of document you are sending
• do not include general questions, applications, or other requests in the body of your email. You can send those messages by the My Case portal, regular mail, or you can deliver them in-person to an IRB office

Email your documents to the IRB regional office for your area.

Send documents by regular mail or deliver in person

You can send your documents by regular mail or bring them in person to the IRB office that serves your region.

5. Send a copy of your evidence package to IRCC or the CBSA

If IRCC or the CBSA (Minister’s counsel) participates in your claim, they will let you know by sending you a Notice of Intent to Intervene letter.

If the Minister’s counsel is participating in your claim, you must:

• send a copy of your evidence package to them. Their address will be on the letter that you get
• write a letter to the RPD saying that you have sent a copy of your evidence package to the Minister’s counsel. Include in your letter how you sent your evidence to them (for example, by mail, or in-person)

6. Have your evidence with you at your hearing

Be sure you have all your documents with you for your hearing. Have both originals and copies.

Sending evidence after the 10-day deadline

The RPD accepts late evidence in special circumstances only.

If you need to send evidence less than 10 calendar days before your hearing, you must fill out and send an Application to send late disclosure to the Refugee Protection Division. You must answer every question on the form. If you don’t have counsel and have questions about this form, you can ask your local RPD registry office.

The RPD member will decide if they accept your late evidence. The RPD member will consider if the evidence:

• is important to your claim
• gives new information to support your claim
• could have been sent on time

You will be told if your evidence is accepted.

For questions, call an IRB representative at 1-833-931-5121.