Step 5: Send your evidence

Check out our video series on the refugee claim process

Tell us if you change your contact information

Keep your contact information up to date with the Refugee Protection Division (RPD). The RPD will not be able to reach you if we do not have correct contact information.

We must be able to let you know your hearing date and send you important information. If we do not have your current contact information and you miss your hearing because of this, we will send your claim for an abandonment hearing. If your claim is abandoned, your claim will not be heard, and you will probably be told to leave Canada. So, you must always keep your contact information up to date.

Tell the RPD: If your address, phone number or email changes, immediately send us a Notification of Client Contact Information (change of address) form
Tell IRCC and the CBSA: You will also need to inform Immigration, Refugees and Citizenship Canada (IRCC), and the Canada Border Services Agency (CBSA), if there is a change. See IRCC contact for more information

You should only send evidence that supports 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 National Documentation Package (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.

Important: We must get your evidence as early as possible or no later than 10 days before your hearing. If we do not get it by that deadline, the RPD may decide that you cannot use the evidence. You must include weekend days when counting.

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

My Case is a secure online portal that lets you exchange documents with the IRB and stay informed about your case. We are gradually inviting claimants to sign up for My Case.

Using the My Case Portal

If you have counsel:

they must use the My Case portal to submit documents, letters, and evidence on your behalf
once you register, you will be able to view documents related to your case

If you do not have counsel, you can use My Case to:

send documents to support your claim (such as forms and evidence)
receive communications from the RPD, including:

your Notice to Appear for your hearing
your decision

When you receive an invitation to register, see the My Case user guide for more information on how to register and for technical help.

Note: If you received an invitation to register for My Case, you cannot use any other electronic method, such as email, to send documents unless you request permission from the RPD. You can make a request by sending an Application to send documents using another electronic method.

Until you receive an invitation to register for My Case, you can continue to send documents by email or use another channel.

See the Practice notice: Providing documents to the RPD and the RAD electronically or by fax for more information on sending documents.

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 do not 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 (IRCC) or the Canada Border Services Agency (CBSA)

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 RPD registry in the region where your case is being processed. See How to submit documents electronically or by fax to the RPD for more information.

Send documents by regular mail or deliver in person

You can send your documents by regular mail or bring them in person to the RPD registry in the region where your case is being processed.

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.

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 notice 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 do not have counsel and have questions about this form, contact the RPD registry in the region where your case is being processed.

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.

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