What’s The Difference Between A Returned Immigration Application and a Rejected Immigration Application?

While this might seem like a minor oversight, it had major consequences for my immigration journey. There were no more Federal Skilled Worker draws in 2020, so I had lost my pathway to immigrate to Canada through Express Entry.  

It came up later, too, when I was filling out my immigration paperwork (again). There’s a box that asked whether I had ever had an immigration application rejected, and I wasn’t sure. Was that returned application a rejection? Turns out it wasn’t.  

In this blog post, we’ll explore the distinction between a returned application and a refused one, along with the possible consequences of each. 

Why Your Application Outcomes Matters 

Immigration programs in Canada can open and close quickly, or raise and lower their requirements with little warning, leaving applicants scrambling to stay on top of new rules or gather additional evidence to meet changing criteria.  

When you understand how applications are assessed—and how Immigration, Refugees and Citizenship Canada (IRCC) differentiates between an incomplete submission and a thorough yet ineligible one—you can act swiftly to correct small errors before they become major roadblocks.  

This deeper knowledge boosts your confidence in meeting official standards and helps you strategize your reapplication options if you do experience a return or face a refusal down the line. 

The Completeness Check: A Preliminary Gate 

After you submit your immigration application, IRCC’s first step is to evaluate whether your package meets the minimum completeness criteria. At this point, a Canadian processing officer will confirm that each required form is properly filled out, every mandatory document is enclosed, and all relevant fees are paid. This initial screening, known as the completeness check, is designed to filter out submissions that fail to follow instructions or omit critical evidence, effectively ensuring the system is not clogged by incomplete files. If your application does not meet these standards, IRCC returns it without processing, and it’s as if you never filed at all, meaning no formal rejection is recorded, no place in line is held, and no further review is conducted. 

Also worth noting is that once the immigration official finds the first omission, they will stop reviewing your application. So, just because there’s only one document listed as missing from your completeness check does not mean that it’s the only one missing. You could resubmit with the initially-listed document just to find out that there was another one missing all along. So it’s really important to do a very thorough check of your application before resubmitting.  

What Is the Completeness Check? 

The completeness check is essentially a gatekeeper that ensures applicants have followed IRCC’s instructions to the letter, from using the latest forms and paying accurate fees to submitting every essential certificate, transcript, and reference letter. During this stage, officers briefly scan your package to confirm that nothing critical is missing, such as translations for non-English or non-French documents, proof of language test scores, or official letters confirming your education or work history. This process is not a thorough review of your qualifications but rather a preliminary measure to guarantee your file is fully assembled and meets the baseline requirements needed for the next stage of evaluation. 

Key Steps in the Completeness Check 

Document Verification 

One of the first things IRCC checks is whether you’ve included every mandatory document listed in the official guidelines, from birth certificates and identification documents to financial statements and police clearances. Officers also review whether these documents meet standards such as certified translations if they are not in English or French, and whether each item is properly labeled and easy to locate in your submission package. Failing to include even a single vital document, or submitting one that does not meet formatting or translation requirements, will lead to an immediate return, highlighting the importance of thorough organization before filing. 

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Fee Assessment 

Another key component of the completeness check involves verifying that you’ve paid the correct processing fees, right of permanent residence fees, or biometrics fees, depending on the type of immigration program you’re applying under.  

If your payment is short by even a small amount or if you’ve misunderstood which fees apply to you, IRCC won’t proceed with the assessment, returning your application so you can rectify the error and pay the outstanding sum. Accurately calculating these costs requires close attention to IRCC’s guidelines and double-checking fee updates, which can change periodically and may differ across various immigration categories. 

Basic Form Validation 

Beyond documents and fees, IRCC will examine whether you’ve used the correct forms, provided up-to-date versions, and filled in every mandatory field, including signatures and declarations where required. Submitting a form that has been replaced with a newer version, missing an essential field, or failing to include a signature are all common reasons for an application’s return.  

To avoid these pitfalls, always download forms directly from IRCC’s official website before you apply, confirm that you’re using the most recent templates, and carefully review them for completion before final submission. 

Consequences of an Application Being Returned 

When IRCC returns your application, you effectively lose your spot in any queue or pool you were in, such as Express Entry, because your submission is treated as though it never officially existed.  

Not only do you sacrifice time and effort spent gathering documents, but you also risk being able to apply to certain programs. For example, if your Express Entry application is returned and the Comprehensive Ranking System score cut offs are higher now than when you applied, you might not get the chance to apply again for some time.  

This setback can be especially frustrating if immigration streams close or quotas fill up, forcing you to wait for the next opportunity or scramble to meet new, possibly stricter criteria. 

No Judicial Review for Returned Applications 

A key distinction between a returned application and a refused one lies in the realm of legal recourse, as returned applications are not subject to judicial review because they are never formally assessed by IRCC. This means that if you believe the decision to return your submission was unfair or incorrect, you unfortunately have no direct avenue to appeal or request a review in Federal Court, since no final determination was made.  

Understanding a Refused Application 

A refused application has already passed the completeness check and undergone an eligibility review that examines your work experience, education, language proficiency, and other criteria. If IRCC concludes that you fail to meet the program requirements—perhaps due to insufficient points, concerns about the authenticity of your documentation, or failing security checks—they will issue a formal refusal and provide reasons (although these are usually very vague).  

This refusal carries more weight than a return because it is a final decision, yet it also opens the door to potential legal avenues like judicial review if you believe the ruling was procedurally unfair. 

Reasons for Refusal 

IRCC may refuse an application for reasons like misrepresentation, where any exaggeration or inaccuracy in your forms can lead to not just refusal but also a potential ban on reapplying for several years.  

Other causes could include failing to meet point-based thresholds in systems like Express Entry or other inadmissibility issues such as criminality or health issues.  

In any case, a refusal indicates that IRCC has reviewed your file thoroughly and found concrete grounds for ineligibility. This is why it’s important to address any issues or questions that may come up based on your application in a letter to the immigration officer that you submit with your application.  

Legal Avenues for Refusal 

When an application is refused, you have the option to pursue judicial review in Federal Court, which allows you to challenge the decision if you believe IRCC made an error in law or procedure. This process, however, can be time-consuming and costly, and success often depends on demonstrating a significant oversight by immigration authorities, such as overlooking crucial evidence or incorrectly interpreting regulations that led to an unjust outcome. Before proceeding, most applicants consult with an immigration lawyer to assess whether the case has a reasonable chance of success and to navigate the complexities of Canada’s legal system. 

Best Practices to Avoid Returns and Refusals 

Preparation is key to a successful immigration application, so start by systematically reviewing IRCC’s official checklists, ensuring you gather each required certificate, reference letter, and translation, and verify your application forms are up-to-date and properly completed.  

Monitor for changes 

It’s also wise to monitor changes in immigration requirements, as program criteria can shift without much notice, forcing you to adjust quickly or risk filing an outdated or incomplete submission. For added peace of mind, consider seeking professional guidance from a regulated Canadian immigration consultant or lawyer who can spot red flags and streamline the process. 

Conclusion 

Understanding the difference between a returned application and a refused one can save you considerable time, money, and frustration, especially when you’re eager to move forward with your Canadian immigration journey. A returned application signals a missed step in the initial completeness check, offering no legal recourse but enabling you to try again once you address all missing items or incorrect fees. A refusal, however, reflects a full review of your case that found you ineligible but also gives you the chance to appeal or correct the shortcomings for a future application.