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

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 so I had no rejections to declare.  

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. 

What is the Completeness Check in Canadian Immigration?

After you submit your immigration application, IRCC’s first step is to evaluate whether your application 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. They’ll look for application errors, such as  missing 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 application. It’s a first-glance that increases the chance that your file is fully assembled and meets the baseline requirements needed for the next stages. 

This initial screening, known as the completeness check, is designed to filter out submissions that fail to follow instructions or omit critical documents, in an attempted to ensure 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. This means that no formal rejection/refusal is recorded, no place in line is held for you, and no further review is conducted. 

Key takeaway here: A returned application is not a refusal. You don’t need to declare it as a refused application in future applications. 

The Completeness Check isn’t a Complete Review

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 to make sure you don’t fail the completeness check again. 

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 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 a your application being returned.

Key takeaway here: They won’t ask you to provide the missing, incomplete, or incorrect document. They will just return it and you’ll have to wait your turn again! 

• Need a certified translation for your application? Get yours from our trusted partners at the Translation Agency of Canada and use the promo code M2C for 5% off your certified translation for Canadian immigration.  

Fee Assessment 

Another key component of the completeness check involves verifying that you’ve paid the correct processing fees. This might include the 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. Accurately calculating these costs requires close attention to IRCC’s guidelines and double-checking fee updates. These costs change periodically and may differ across various immigration categories, so it’s important to triple check you’re paying all the required fees when you submit. Don’t rely on your calculations from months ago! 

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. Re-downloading the IRCC Document Checklist for your application and manually checking the form numbers against your application package is often a good idea. 

Consequences of an Application Being Returned 

When IRCC returns your application, you usually effectively lose your spot in any queue you were in because your submission is treated as though it never existed.  

This is not just stressful or frustrating — there can be very heartbreaking consequences. 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.  Or in my case, IRCC stopped doing draws for that program for over 18 months, so I didn’t get another chance to apply for the Express Entry FSW Program at all due to my initial application being returned incomplete.

This setback can be especially frustrating if immigration streams close or quotas fill up. We’re seeing this play out in court at times for the Parents and Grandparents sponsorship stream, where people wait for years to be invited and submit an application. Then, if it’s returned incomplete, there’s usually no way for them to apply again — unless IRCC re-opens the pool at some point in the future. 

No Judicial Review for Returned Applications 

Another key distinction between a returned application and a refused one lies in the realm of legal recourse. This might seem minor, but it is really consequential so pay attention!

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, you have no direct avenue to appeal or request a review in Federal Court. Generally, the courts will only hear appeals that relate to returned (incomplete) applications if it relates to a misinterpretation of the law or if it was otherwise legally unreasonable. But these are very very limited options for appeal. 

There are also some very limited avenues to get your application back in the queue if it was returned incomplete, such as requesting reconsideration.

Needless to say, if your application is returned incomplete and your pathway to permanent residence in Canada closes as a result, it may be helpful to seek help from an immigration lawyer to assess your options. You’ll need to do so quickly — as soon as possible after receiving the returned application.

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 often vague).  

This refusal carries more weight than a return because it is a final decision. But, it also opens the door to 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 if your Application is Refused 

When an application is refused, you have the option to pursue judicial review in Federal Court. This allows you to challenge the decision if you believe IRCC made an error in law or procedure.

The process for legal review is usually time-consuming and costly, and success often depends on demonstrating an error 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 time, money, and frustration.

Remember: a returned application signals a missed step in the initial completeness check. A refusal reflects a full review of your case that found you ineligible. It’s a seemingly minor, but practically very major, difference.