Questions and answers: How to submit documents electronically or by fax to the RPD and the RAD

​Answers to questions about how to file documents with the Refugee Protection Division (RPD) and the Refugee Appeal Division (RAD). Find information about translation requirements for documents, how to send us PDFs, who can use the My Case portal, and how to contact us if you have questions about your case or documents.

Additional information can be found in the following documents:

• Practice notice: Providing documents to the RPD and the RAD electronically or by fax
• How to submit documents electronically or by fax to the RPD and the RAD

On this page

1. Why is the IRB issuing filing instructions for the RPD and the RAD?
2. Do these new filing instructions apply to the Immigration Appeal Division (IAD) and the Immigration Division (ID)?
3. What are the Refugee Protection Division Rules (RPD Rules) and the Refugee Appeal Division Rules (RAD Rules)?
4. What's My Case?
5. What's a document type?
6. What's a case group?
7. What's a principal file number?
8. When do I need to translate my documents?
9. Who can do the translation?
10. Can I send a link to a document?
11. Will I be informed if my documents are not accepted?
12. Should I protect my document with a password?
13. How do I ensure that PDF documents are submitted correctly?
14. What's the best way to fill out a PDF document?
15. How can I contact the IRB for more information?
16. If I have questions about the documents I sent, can I contact the IRB?

1. Why is the IRB issuing filing instructions for the RPD and the RAD?  

Some of our procedures for filing have changed with the publication of Practice notice: Providing documents to the RPD and the RAD electronically or by fax.

How to submit documents electronically or by fax to the RPD and the RAD can help you file your documents properly. We've combined divisional rules and practice notices into a simplified list of requirements for easy reference.

2. Do these new filing instructions apply to the Immigration Appeal Division (IAD) and the Immigration Division (ID)?

No, these new filing instructions do not apply to the IAD or the ID. The IAD and the ID continue to allow parties to provide documents by email. The use of email at the IAD and the ID may be revisited once the My Case portal is available to both parties in immigration proceedings. 

3. What are the Refugee Protection Division Rules (RPD Rules) and the Refugee Appeal Division Rules (RAD Rules)?

The RPD Rules and the RAD Rules are official procedural regulations made under the Immigration and Refugee Protection Act. They guide how we handle refugee protection claims and appeals.

4. What's My Case?

My Case is a secure, online portal that lets registered users:

• send forms and documents to the IRB
• receive official correspondence from the IRB electronically

Learn more by reading the My Case user guide.

5. What's a document type?

The document type refers to the different documents you are submitting to support your claim or appeal. Here are some examples:

• Basis of Claim (BOC) form – your main refugee application at the RPD
• Disclosure – identity documents, medical reports, witness statements, news articles, reports about the country of persecution
• Application – a formal request made to a division of the IRB to decide on a specific procedural or substantive matter related to a case 
• Notice of Appeal – the document that starts the appeal process at the RAD
• Appellant Record – the main document you will provide to the RAD to help it decide your appeal

6. What's a case group? 

When 2 or more refugee protection claims or refugee appeals are processed together, the division considers these cases to be a case group.

7. What's a principal file number?

The divisions select a principal applicant for every case group. The principal applicant is the one person in a case group who sets out the facts about why the group is claiming refugee protection (a narrative) in their BOC form. The other members rely on that narrative. All members of a case group have their own individual file numbers, but all the files are linked to the principal applicant's file number for tracking and processing purposes.

8. When do I need to translate my documents?

When your documents are not in English or French, the documents must be translated into an official language (English or French).

9. Who can do the translation?

You don't need to use a certified translator, but a human must do the translation.

Do not use Google Translate or artificial intelligence (AI) tools. We will not accept translations done using any software.

Each document translated must include:​

• the date
• a statement confirming that the translation is accurate
• a declaration with the translator's name, the original language and dialect (if any)

If you submit your translation via mail, courier, fax or in-person, it must be signed by the translator.

10. Can I send a link to a document?

The RPD and the RAD do not accept links (URLs) to documents such as news reports, social media posts, government or legal documents published online. You must send the actual document, either as a saved PDF or a scanned printed copy.

11. Will I be informed if my documents are not accepted?

Yes, if your documents don't follow the filing instructions or divisional rules, we will tell you and ask you to send them again correctly.

12. Should I protect my document with a password?

No. Do not add a password or any security settings to your PDF documents. Make sure the security setting is set to “none” so the file can be opened and reviewed without a problem.

13. How do I ensure that PDF documents are submitted correctly?

Do not use any features in your PDF that could limit our ability to open, view, print, or search the document. Do not use:

• embedded files, audio, or video
• forms or JavaScript actions
• web links or external cross-references
• image alternates

14. What's the best way to fill out a PDF form?

To fill out a PDF form, first download it to your computer (or other device) using the “save as” function. Opening and saving PDF forms within your browser will likely cause functionality issues or loss of data. See Instructions for Adobe PDF for more information on how to download and open PDF files.

15. How can I contact the IRB for more information?

Contact the regional office where your case is being processed.

16. If I have questions or need clarifications about the documents I sent, can I contact the IRB?

Yes, you may contact the IRB at any stage of your claim or appeal process. Note that it may take 2 to 4 working days to process the documents sent through My Case and email before they are available for review. For faxed documents, allow at least 10 working days. Despite processing time, documents are considered received by the IRB for the purpose of the rules on the date we receive the document.