As of January 31, 2020, the Immigration Appeal Division (IAD) will allow the submission of documents or other correspondence by email in all regional registry offices. For the purpose of this Notice, a party includes their counsel and any designated representative.
This change in practice is being done in accordance with the Immigration Appeal Division Rules (IAD Rules), which permit documents to be provided by email when allowed by the Division.
This notice explains when email communication will be allowed and the procedures the parties must follow.
Consent to communicate by email
On consent, the IAD will communicate with a party by email. When a party has provided the IAD with their email address, the IAD will consider them to have consented to communicate by email.
If a party provides their email address to the IAD, they also consent to receive appeal related correspondence by email from any other party to the appeal.
Correspondence that can be submitted by email
The following types of documents can be sent to the IAD by email:
- Any IAD form, including the Notice of Appeal form
- disclosure of documents, including appeal records
- written submissions
- response to any request from the IAD or from the other party
With the exception of some applications, all documents should be submitted in the form of an attached document to the email. Short applications can be written in the body of the email.
Documents that cannot be sent by email
The IAD will not transmit a document by email if it contains Protected B or higher information or it has been declared confidential or is subject to an order restricting publication, broadcasting or transmission by the IAD or any other competent authority.
Instructions on providing documents by email
- You must include your name, the IAD file number and Unique Client Identifier (UCI) in the subject line of your email. These can be found at the top of letters you receive from the IAD
- All your emails must be addressed both to the IAD and the Minister’s Office. You can find these email addresses in the letter you received acknowledging your appeal
- The total file size of your email, including all attachments, cannot be more than 10mb
Emails with a file size over 10mb may not successfully transmit to all recipients. For larger documents, you may send them by mail or you may contact the IAD Registry Office for direction
- Documents must be submitted in PDF format
- Documents must contain your name, IAD File Number and UCI
- Documents must also comply with the IAD Rules for disclosure. You can refer to the guide on Preparing and Disclosing Documents on the IAD website
- Colour documents are accepted but they will be printed in black and white (grey-scale) for the case file. If needed, you can bring your own colour copies to the hearing
- For documents requiring a signature, a typewritten signature is generally acceptable. If the document legally requires a handwritten signature (such as an affidavit), a scanned copy of the document is acceptable provided the sender keeps the original
After you send your email, you will receive an automated reply indicating that your email was received by the IAD’s email server. You are not required to mail a paper copy if you have filed the document by email.
Non-conforming or inappropriate communications
Emails that do not comply with the instructions above may be returned to the party and the party will be directed to resubmit correctly. The IAD may also refuse emails if the sender is misusing the service by sending emails that are excessively lengthy, repetitive or disrespectful to any other participant or the IAD.
When a document is considered received
When a document is provided by email, the IAD considers it received on the date and time the email message records it as received or sent, as the case may be.
Opting-out of email communication
Sending and receiving documents by email is your choice. If you no longer wish to receive correspondence by email from the IAD, you must notify the IAD and the Minister’s Counsel in writing. Once the notice is received, the IAD will remove the email address from your contact information on file.
How to get help
If you have questions about using email to submit documents or any other aspect of this notice, please contact your regional registry office.