Use these instructions to submit your documents to the Refugee Protection Division (RPD) and the Refugee Appeal Division (RAD) electronically or by fax. These instructions can help ensure claims and appeals are processed more efficiently. The RPD and the RAD prefer that you send your documents electronically.
Important: We update these instructions as needed and provide advance notice regarding any updates. Consult these instructions regularly for the most up-to-date information.
Additional information can be found in the following documents:
On this page
Use the My Case portal
My Case is a secure online portal for electronic document exchange with the Immigration and Refugee Board of Canada (IRB). If you're eligible, the IRB may send you an invitation to register. Once registered, you can use My Case to electronically:
- send documents for your claim or appeal (such as supporting evidence and forms)
- receive communications from the IRB (such as notices and decisions)
- check the status of your claim or appeal
Counsel and
designated representatives are expected to use the My Case portal for electronic document submission (as of October 30, 2025).
Self-represented claimants and
appellants may use email to provide documents electronically to the RPD or the RAD until they receive an invitation to register for My Case.
Note: My Case invitations are being sent out
gradually, so not all claimants or appellants will receive an invitation at the same time. If you don't receive an invitation, you must continue to send and receive documents by email, mail, courier, or in person.
See the
My Case user guide for more information on registration, portal features, and technical help.
Request to use another electronic method
You
cannot use any other electronic method to send documents unless you get permission from the appropriate division.
To make a request, complete and send the
Application to send documents using another electronic method to the appropriate
regional office. This will only be approved in exceptional cases.
Format your emails correctly
If you're sending us an email, the
subject line of the email should include:
- the
RPD or the
RAD file number or 8- to 10-digit
Unique Client Identifier (UCI) number, which you can find at the top of letters you receive from the RPD or the RAD
- the
type of document (for example: Disclosure, Application, Basis of Claim form, Notice of Appeal, Appellant Record)
- the
date of the hearing (if one has been set)
Follow this example for your subject line:
- File number or UCI number – Document type – Date of hearing (if applicable)
- Example: MCX-XXXXX – Disclosure – YYYY-MM-DD
- Example: XXXXXXXXXX – Amendment to BOC form
Include attachments
Remember to attach the document to the email. It can only be in PDF format. We will not accept any other formats.
Don't send requests in the body of the email
We do not accept inquiries, applications, disclosures, or other requests inserted directly in the body of an email message.
Avoid duplicate submissions
Do not send the same document through multiple channels (for example, My Case, email, or fax). Choose 1 method to avoid delays or confusion.
Name your documents correctly
In the document name include:
- the RPD or the RAD file number (which includes letters and digits) or the 8- to 10-digit UCI number, which you can find at the top of letters you receive from the RPD or the RAD
- the type of document (for example, Disclosure, Application, Basis of Claim (BOC) form, Notice of Appeal, Appellant Record)
Follow this example when you name a document:
- File number or UCI number – Document type
- Example: TCX-XXXXX – Disclosure
- Example: XXXXXXXXXX – Basis of Claim form
Use the right format for your documents
- Use
PDF format only
- Do
not use links in the documents. Always attach a PDF or a scanned paper copy of the document
- Use 12-point font size or larger
- Send clear, readable photocopies of original documents and number pages in order
- Send different types of documents in separate PDF files. For example, an “application to change a hearing date” and a “personal disclosure” are different types and must be submitted in separate PDF files
- If you put more than one document of the same type in a single PDF (for example, disclosure), include a
table of contents that identifies each document
- Do
not combine documents from different case groups when sending them to us. Send only documents for
one case group together, meaning one principal file number and associated files
- Do
not add restrictions that may prevent us from viewing, printing or searching documents. Some examples of these include password protection, embedded files or web links
Follow file size limits
-
My Case: You can send up to 5 attachments together with a maximum total size of 110 MB
-
Email: The total size of an email cannot be more than 20 MB
-
Fax: A single fax can't have more than 20 pages
Translate your documents if needed
If your documents aren't in English or French, they must be translated into one of these official languages. A human must do the translation. Do
not use artificial intelligence (AI) tools or web services. Translations must include a statement confirming accuracy of the translation and the translator's name, the original language, and the dialect (if any).
Send audio and video evidence by mail or courier
If you plan to use an audio or video file as evidence, you should send it on a
physical device, such as
USB drive or
CD by mail or courier. You can also drop it off in person. Do not send URL links.
When sending audio or video files, include a summary of the content. The summary should:
- include an explanation of what parts of the content are important
- specify the exact time (time stamp) in the recording where key points are made
If the evidence is in a language other than English or French, include a translation of it in English or French.
Label evidence with graphic content clearly
If your documents include graphic or sensitive content (for example, violence, serious injuries, or sexual acts), label them with:
Notice: Graphic Content.
The label should appear somewhere prominent in the disclosure package, such as the:
- cover page
- table of contents
- subject line of the email
Meet filing deadlines
We consider a document
received on the date of receipt on the electronic time stamp. Documents submitted after
11:59 pm Pacific Standard Time (PST) are deemed filed the next day.
Filing deadlines are calculated based on divisional rules.