Express Entry Document Checklist: Prepare for Your ITA

Getting Ready: When to Start Collecting Your Express Entry Documents 

The best time to begin gathering your documents is before you receive your Invitation to Apply (ITA). Once invited, you’ll have only 60 days to submit a complete application, and some documents—like police certificates—can take weeks or even months to obtain. Starting early ensures you won’t be caught off guard by long processing times or unexpected delays. 

It’s also important to review all existing documents—passports, educational credentials, marriage or divorce certificates, etc.—for accuracy. Identifying and correcting errors ahead of time can save you from last-minute stress or the risk of submitting an incomplete application. Think of this phase as your pre-ITA audit: check, double-check, and triple-check everything. 

Use this checklist before creating your profile, take the time to carefully review and organize all your documents and prepare for receiving your Invitation to Apply (ITA). In the image below, you’ll find our recommendations on which documents to prepare for each step of the process.

1. Personal Documents 

They serve as your primary identification documents 

• A valid passport or travel document is essential for your Express Entry application, as it serves as your primary form of identification. It must be current, meaning it cannot be expired and should remain valid throughout the entire application process 

2. Family and Relationship Documents 

These documents help IRCC verify family relationships, and they are crucial as changes in personal relationships can impact your application scoring and eligibility.  

• If applicable, marriage certificates and divorce or legal separation agreement are necessary for married and both documents for separated applicants, to confirm your marital status. 

• If you have a common-law partner, you may need to submit common-law union forms and a declaration of common-law relationship form.  

• Birth certificates are required for all family members, including dependent children. For documentation purposes, a family member includes a spouse, common-law partner, dependent child, or a dependent child of a dependent child. 

• Adoption certificates are necessary for adopted children to verify their status as dependents and other legal documents, such as custody agreements, may be necessary for applicants with children. 

• In certain cases, death certificates may be required, such as for a deceased spouse.

3. Language Proficiency Tests 

The approved language tests for Canadian immigration assess your ability to communicate effectively in Canada’s official languages, which is a critical factor in determining your eligibility and ranking within the Express Entry pool. 

Even though only English is mandatory to create your express entry profile demonstrating proficiency in both official languages—English and French—can significantly enhance your CRS score and improve your chances of receiving an Invitation to Apply (ITA). 

• IELTS, CELPIP, or PTE Language test results for English, are mandatory. 

• For French, results from recognized tests such as the TEF Canada (Test d’évaluation de français) or TCF Canada (Test de connaissance du français). 

4. Education 

Providing education-related supporting documents helps IRCC verify the authenticity of your credentials and prevent fraud. These documents are also crucial not only for increasing your CRS points but for meeting eligibility requirements for programs like the Federal Skilled Worker stream. 

• Applicants educated outside Canada must provide an Educational Credential Assessment (ECA) report. 
• Supporting documents like diplomas, degrees, and transcripts are required to validate education claims. 
• A certificate of qualification issued by Canadian authorities can further enhance eligibility, especially for skilled trades. 

5. Work Experience and Qualifications 

Providing accurate and complete work experience and qualification documents is essential for building a strong Express Entry profile. These documents allow IRCC to verify your professional history, confirm that your job duties match the National Occupation Classification (NOC) you’ve selected, and assess whether your experience meets program eligibility requirements. 

• To verify your professional background, a work reference letter from all your previous employers is essential. These must include detailed job titles, duties, and dates of employment. 
• Additional documents like pay stubs and job offer letters may be required to support work experience claims. 
• Job offer letters (if applicable) 
• If applicable, certificates of qualification in a skilled trade occupation can significantly enhance your application. 

6. Police Certificates and Background Checks 

Police clearance certificates are required for all applicants and their family members and depending on your profile or country of residence, background checks and criminal record checks may also be necessary. 

Keep in mind these certificates must be obtained from the relevant authorities in your country of residence and translated into English or French if not already in one of these languages. 

7. Provincial Nomination and Certificate 

If you applied for a Provincial Nominee Program (PNP) and received a Provincial Nomination Certificate from a Canadian province or territory, this certificate becomes a key document in your application for permanent residence. It is important to note that the certificate is valid for a limited time, so you must apply for permanent residence within the specified period. 

8. Proof of Funds and Financial Documents 

A Proof of funds is a requirement for certain applicants to demonstrate sufficient financial resources. These settlement funds must support both the applicant and their family. The required amount varies depending on family size and must be updated annually. Applicants must ensure they have enough funds to cover living expenses in Canada. Check our detailed article to learn about the specific amount of funds required.

Bank statements or Official bank letters are the documents accepted as proof of funds. These documents must  be: 

• Printed on the financial institution’s letterhead and include: your name, account numbers, date each account was opened, the bank or financial institution’s contact information (address, telephone number and email address), and current account balances (such as credit card debts and loans). 

• You need to prove your legal access to the funds, such as by providing a letter that confirms your access to the joint account held with your spouse.

9. Medical Exam and Health Requirements 

Depending on your profile and country of residence, a medical exam may be required. This exam must be conducted by a designated medical practitioner and is used to assess your health and admissibility to Canada. After the exam, you will receive a medical exam report that must be included with your application. Typically, the healthcare provider will send the results of your exam directly to IRCC, so you won’t need to take any additional steps in this regard. Be sure to request your medical appointment as soon as you receive the letter, and make sure to be punctual for your examination appointment.

10. Additional  Documents 

Beyond the mandatory documents, you may be asked to provide additional documents depending on multiple other factors specific to your case. 

Use of a Representative Form

If you choose to work with an immigration representative—whether it’s a consultant, lawyer, or another authorized individual—you must formally authorize them to act on your behalf. This is done by submitting the Use of a Representative form (IMM 5476). This form is only required if you indicate in your application that a representative is assisting you, or if your application is submitted through the consultant portal. 

The IMM 5476 form must be completed and signed by you, the principal applicant. If applicable, your spouse or common-law partner must also sign the form. Additionally, each dependent child aged 18 or older must complete and sign their own IMM 5476 if the representative is also acting on their behalf. 

Letter of Explanation (LoE) 

The Letter of Explanation (LoE) is an optional but highly recommended document that allows applicants to provide additional context or clarification about their Express Entry application. It is especially useful when you need to explain missing documents, discrepancies, or unique circumstances that may affect your profile or eligibility. 

You can upload your LoE in the “Optional documents” section of your personalized document checklist within your IRCC secure account. This letter should be clear, concise, and directly address any issues or concerns that may arise during the review of your application. For example, suppose a required document is delayed or unavailable. In that case, you can use the LoE to explain the situation and include any supporting evidence, such as a receipt or correspondence with issuing authorities. 

Common Uses for a Letter of Explanation: 

• Clarifying gaps in employment or education history 
• Explaining missing or delayed documents 
• Addressing inconsistencies in personal information 
• Providing context for unique situations (e.g., extended passport validity for Venezuelan nationals 
• Offering additional details not captured in standard forms 

Proof of family relationship(s) in Canada 

If you have close family members living in Canada, providing proof of your relationship can strengthen your Express Entry profile by allowing you to claim additional CRS points—specifically for having a sibling who is a Canadian citizen or permanent resident. IRCC uses family relationship documentation to verify these types of claims in your Express Entry profile. You may be required to submit a combination of official documents that demonstrate your relationship to a relative residing in Canada. These may include birth certificates that show you and your sibling share at least one common parent. You may also need to complete and submit the IMM 0802 – Confirmation of Family Relationships form, which is designed to document familial ties. Additionally, you should provide Canadian citizenship or permanent resident documents belonging to your relative, along with government-issued identification that shows matching family names or addresses.

Documents relating to income taxation 

While not always mandatory, documents related to income taxation may be requested by IRCC to support claims about your employment history, earnings, residency status or as proof of funds. These documents help IRCC verify that your declared work experience aligns with your tax records and that you’ve met legal obligations while residing or working in Canada.

Acceptable documents may include Notice of Assessment (NOA) from the Canada Revenue Agency (CRA), T4 slips, or tax returns that show your income and employment details.

Application Fees: Payment Receipt 

If IRCC invites you to apply for permanent residence, you must pay the Processing fees and the right of permanent residence fee. These must be paid online through the IRCC secure account. Applicants must ensure they have sufficient funds to cover these fees, which are subject to change every year.  

Upon completing the payment, a receipt will be provided. You can download this proof of payment and upload it directly to the documents section of your profile as indicated by IRCC.

Translating and Submitting Documents 

If any of your supporting documents are written in a language other than English or French, IRCC requires that you submit a certified translation. This ensures that immigration officers can accurately assess your documents, such as birth certificates, marriage records, or academic transcripts.

According to IRCC, translations must be completed by a certified translator who is a member in good standing of a recognized professional translation association. The translation must include the translator’s seal or membership number. If a certified translator is not available, the translation must be accompanied by an affidavit from the translator, confirming the accuracy of the translation and their language proficiency.

Submitting the Application and Uploading Documents 

Missing or incorrectly formatted documents can lead to your application being rejected as incomplete. To avoid common mistakes, take time to prepare your files properly and ensure everything aligns with IRCC’s format and size specifications. 

Each document category—such as passport, police certificates, or proof of funds—will have a single upload slot. If you have multiple files for one category, you’ll need to combine them into one PDF that’s under 4 MB.  

For detailed information, read our article: What Format and File Size do Express Entry Documents Have to be?

Final Check and Review of your Documents 

Alongside your  ITA, you will receive a Personalized Checklist. This is an interactive checklist, and it is based on the answers you gave while completing your profile. Use this final checklist in this step for accuracy and to confirm that nothing is missing

Review your application thoroughly, making sure all mandatory fields are completed and all supporting documents are included. If you are uncertain about any part of the process, consider seeking advice from a qualified representative or consultant. A thorough final check can help you avoid errors or omissions that could delay or jeopardize your application. 

After Applying: Keeping Your Express Entry Documents and Profile Up to Date 

Your Express Entry profile is a living document—it must reflect your most current personal and professional information. If your circumstances change after submitting your profile, it’s your responsibility to update it promptly. This includes changes such as a new job, updated language test results, marital status, or the birth of a child. 

Even small updates can impact your Comprehensive Ranking System (CRS) score, which determines your ranking in the Express Entry pool. In some cases, such as significant changes to your eligibility, you may need to create a new profile altogether. 

IRCC requires all applicants to keep their profiles accurate and up to date. Failing to report any changes may lead to delays in processing or even the refusal of your application. If you receive an Invitation to Apply (ITA) and find that your profile is no longer accurate, you must update your profile before accepting the ITA, or you can choose to decline the ITA and wait until your profile reflects your current situation.

Key Reminders: 

• Update your profile as soon as your circumstances change 
• Monitor how changes affect your CRS score 
• Notify IRCC of any updates through your secure account 
• Create a new profile if major changes affect your eligibility 

Your Express Entry Checklist, Done Right 

Preparing a thorough and complete Express Entry document checklist is crucial for a successful permanent residence application in Canada, and starting early to gather all essential documents will help you meet the strict 60-day deadline after receiving your Invitation to Apply (ITA).  

Ensuring all documents are accurate, translated by certified professionals when necessary, and submitted according to IRCC guidelines minimizes the risk of delays or refusals. Keeping your Express Entry profile updated with any changes is equally important to maintain eligibility and a competitive Comprehensive Ranking System (CRS) score.  

By following these steps carefully and considering professional advice if needed, you can navigate the Express Entry process confidently and move closer to obtaining Canadian permanent residence and starting your new life in Canada. 

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