Getting Your Documents Ready

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Preparing your documents and file

Every person who comes to Canada to work MUST have their documents in order, even if they do not require a visa. Any or all of this information or additional personal informaiton may be asked by any Canadian authority prior to entry to Canada.

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Step by step instructions for document preparation

Below is a list of the most common documents you will need to prepare. In most cases, these should all be completed before you prepare your resume.

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Preparing your file

Validating your documents will need to be completed. Anyone who is applying to Canada should complete these as soon as possible. Make a folder on your computer and then add all of your new files into it. Label them so that you can find them easily.

[/et_pb_text][et_pb_accordion open_toggle_background_color=”#ffffff” closed_toggle_background_color=”#ffffff” icon_color=”rgba(83,91,124,0.4)” _builder_version=”3.0.106″ toggle_text_color=”#535b7c” toggle_level=”h3″ toggle_font=”Roboto Mono|700|||||||” toggle_text_align=”left” toggle_font_size=”18px” body_font=”Roboto Mono||||||||” body_text_color=”#989db0″ body_font_size=”13px” custom_margin=”||100px|” custom_padding=”|||” border_radii=”on|4px|4px|4px|4px” border_width_all=”0px” border_color_all=”#d9d9d9″ border_style_all=”solid” box_shadow_style=”preset3″ box_shadow_color=”rgba(34,56,101,0.12)” use_border_color=”on” border_width=”0px”][et_pb_accordion_item title=”1. Resume” open=”on” _builder_version=”3.0.106″]

Update, review and revised your resume if needed. With our web tools you can make changes to your profile at anytime.

[/et_pb_accordion_item][et_pb_accordion_item title=”2. Video Resume” _builder_version=”3.0.106″ open=”off”]

Update your video resume if needed. If you have not prepared on yet make sure you do this now.

[/et_pb_accordion_item][et_pb_accordion_item title=”3. Passport Bio Data ” _builder_version=”3.0.106″ open=”off”]

Scan the bio data page of your passport seperately. label this and all other doucments so that you can easily find it later

[/et_pb_accordion_item][et_pb_accordion_item title=”4.Full Passport” _builder_version=”3.0.106″ open=”off”]

From the front cover to the back cover scan you passport. Combine all the files into one file and label it accordingly. If you don’t have a scanner use a friends or go to a place that will do this for you.

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Order your required documents

Some documents you may be expected to have before you apply for a visa or work permit

[/et_pb_text][et_pb_accordion open_toggle_background_color=”#ffffff” closed_toggle_background_color=”#ffffff” icon_color=”rgba(83,91,124,0.4)” _builder_version=”3.0.106″ toggle_text_color=”#535b7c” toggle_level=”h3″ toggle_font=”Roboto Mono|700|||||||” toggle_text_align=”left” toggle_font_size=”18px” body_font=”Roboto Mono||||||||” body_text_color=”#989db0″ body_font_size=”13px” custom_margin=”||100px|” custom_padding=”|||” border_radii=”on|4px|4px|4px|4px” border_width_all=”0px” border_color_all=”#d9d9d9″ border_style_all=”solid” box_shadow_style=”preset3″ box_shadow_color=”rgba(34,56,101,0.12)” use_border_color=”on” border_width=”0px” locked=”off”][et_pb_accordion_item title=”1. Police Clearance” open=”on” _builder_version=”3.0.106″]

You will need a police clearance for every place you lived in for 6 months or longer since age 18.

Since police clearances are not allowed to be submitted past 90 days from date of approval you may want to do this step once you have a valid job offer.

It is strongly suggested that you do one set now and if required update them after you receive a job offer

[/et_pb_accordion_item][et_pb_accordion_item title=”2. Education Credential Assessment” _builder_version=”3.0.106″ open=”off”]

This will be required. It proves you education equivelency to Canadian standards.

To find out more you can visit the Canadian website for this matter.

It takes time so you should start this immediately. They are valid for 5 years so you won’t risk an expiration on them.

[/et_pb_accordion_item][et_pb_accordion_item title=”3. Language Test” _builder_version=”3.0.106″ open=”off”]

Unless English or French is your mother tongue you will need to get an English or French test before you can apply for school in Canada, permanent residency and in many cases even a work permit.

Language tests are valid for two years only but many embassies for or a visa AND and many employers require them for a job offer.

FIND LANGUAGE TESTING CENTRE HERE

 

[/et_pb_accordion_item][et_pb_accordion_item title=”4. Marriage Certificate ” _builder_version=”3.0.106″ open=”off”]

Any marriage certificate should be valid and have an English or French certificed translation of attached if not already in English or French

[/et_pb_accordion_item][et_pb_accordion_item title=”5. Employment Certificate” _builder_version=”3.0.106″ open=”off”]

The majority of candidates who fail to qualify for a visa do so because they DO NOT understand the importance of this section.

You will need to get these before you submit to the embassy!

Make sure they are 100% correct.

See our section on employment certificates below

[/et_pb_accordion_item][et_pb_accordion_item title=”6. Medical Clearance” _builder_version=”3.0.106″ open=”off”]

If you need a medical test, there are two or more times you will need a medical test.

1. Before you apply for a work permit

2. During you application for permanent residence

If you have any health problems it is best if you get pre-tested which can be completed by any physician.

Do you need a medical to apply for a work permit

Find an approved Physician

[/et_pb_accordion_item][et_pb_accordion_item title=”7. Every document MUST be in English or French” _builder_version=”3.0.106″ open=”off”]

Each and every document MUST be in either English or French.

If the original is NOT in English or French then you MUST get a qualified certified English or French copy and keep it with the original.

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Other required documents

Here is a list of some other commonly required documents. These should all be prepare ahead of time if you need them

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This often comes as a complete surprise to most candidates but your employment certificates are vital to your application. See our list of what’s needed on employment certificates in the next section

[/et_pb_accordion_item][et_pb_accordion_item title=”2. Banking records” _builder_version=”3.0.106″ open=”off”]

Your last 6 months of banking statements are required from most candidates. It is a great idea to have these ready if and when the embassy requests them.

[/et_pb_accordion_item][et_pb_accordion_item title=”3. Family Information” _builder_version=”3.0.106″ open=”off”]

One part of applications is the family informaiton section. You should have all of this information prepared ahead of time. For eveyone in your family-partents, brother and sisters inculding 1/2 bothers and sisters, spouse and children all of the following:

Full legal name

Date of bith

Country of residence

Country of citisenship

Occupation

Marital status

If deceased the date of death-Many embassies will request a copy of the death certificate so it’s a good idea to have one ready for deceased family members

If spouse and children will be travelling with you a seperate application will be required for each person. It will depend on your own personal situation if you are applying for your spouse and/or children at the same time.

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Employment Certificate Details

This is the area that the majority of candidates have a problem with. It is up to the individual to complete this task independently and ensure all the information is correct.

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All employment certificates MUST have:

1. The name of the business

2. Complete Address

3. Phone number

4. Email address

5. Name of contact person

You need to double check the email account, phone number, and address yourself. You can do this by phoning and emailing the address supplied to ensure you receive a response within 48 hours. 

[/et_pb_accordion_item][et_pb_accordion_item title=”2. What to include in the Employment Reference Letter?” _builder_version=”3.0.106″ open=”off”]

Employment Reference Letter must have

  1.  to be printed on the letterhead of the company, and including the company’s ​contact information (e-mail, phone number, and address),
  2.  to include the name, title and signature of your superior or the company’s Human Resources (HR) officer, and
  3.  to incorporate your name, the title of all occupations held at the company with the subsequent details for each one: list of duties, beginning and ending date of employment (if applicable), number of work hours/week, and salary and benefits per year.

A company stamp on the letter is generally not legally required so if the company does not have a stamp on the letter don’t worry about that.

[/et_pb_accordion_item][et_pb_accordion_item title=”3. How to get the Employment Reference Letter from my employer?” _builder_version=”3.0.106″ open=”off”]

For your current employer: You could begin talking with your manager about his thoughts on moving to Canada, what they think about it, if they have experience and/or advise on the matter. This will establish confidence with your manager.

You can go to your HR department and see if they are willing to provide you with the letter with the required information.

If they refuse, you can ask your manager to talk with HR about the situation, and reassure them that the process will take at least a year. You should contact them by email and request a response, so that you can add the email in your supporting documents as proof your company refused to provide you with the required letter.

If all of this does not work, which can happen, your last option is to ask your manager to sign a letter on his behalf, even without the company letter, that will include most if not all of the information required. You will have to also add a copy of their business and/or company card, and have their signature notarized.

In addition to the Employment Letter signed by the manager, you should add copies of any document you have that relates to your employment: contract, pay stubs, certificate of employment and/or salary, promotion letters, etc.

Remember that the burden of proof is on you, the candidate and not the Canadian Embassy.

[/et_pb_accordion_item][et_pb_accordion_item title=”4. What to include in the Duties and Responsibilities section of the Letter?” _builder_version=”3.0.106″ open=”off”]

First find your NOC (National Occupational Classification) code.

Indeed, each NOC code has a list of ​duties and responsibilities and you must find the one NOC code that corresponds the most to your job. You must perform approximately 80% of the duties set out in the NOC code page. 

Do not copy the duties in the NOC code page and put them in the Reference Letter. The embassy will know that and will doubt that the letter is genuine, which will most probably result in further investigations that might extend processing times and/or end in a refusal and a possible ban from applying to Canada

It is advisable that you first prepare a reference letter on your own and provide that sample to your employer.  Often there is a disconnection between titles and job duties are often labelled differently from other countries and what is common in Canada.

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Once you have your documents it’s time to get serious about finding an employer

First double check all of the information on all of your documents. If you have not contacted all of your previous employers to let them know that you are applying to Canada you MUST do this now. The embassy may only have time to make one call and if the person who answers the phone does not provide the embassy with the same information that you provided your application may be refuded and you may be banned from applying to Canada for 1-5 years or more.

[/et_pb_text][et_pb_accordion open_toggle_background_color=”#ffffff” closed_toggle_background_color=”#ffffff” icon_color=”rgba(83,91,124,0.4)” _builder_version=”3.0.106″ toggle_text_color=”#535b7c” toggle_level=”h3″ toggle_font=”Roboto Mono|700|||||||” toggle_text_align=”left” toggle_font_size=”18px” body_font=”Roboto Mono||||||||” body_text_color=”#989db0″ body_font_size=”13px” custom_margin=”||100px|” custom_padding=”|||” border_radii=”on|4px|4px|4px|4px” border_width_all=”0px” border_color_all=”#d9d9d9″ border_style_all=”solid” box_shadow_style=”preset3″ box_shadow_color=”rgba(34,56,101,0.12)” use_border_color=”on” border_width=”0px” locked=”off”][et_pb_accordion_item title=”1. Contact details required on employment letters/certifiates” open=”on” _builder_version=”3.0.106″]

All employment certificates MUST have:

1. The name of the business

2. Complete Address

3. Phone number

4. Email address

5. Name of contact person

You need to double check the email account, phone number, and address yourself. You can do this by phoning and emailing the address supplied to ensure you receive a response within 48 hours. 

[/et_pb_accordion_item][et_pb_accordion_item title=”2. What to include in the Employment Reference Letter?” _builder_version=”3.0.106″ open=”off”]

Employment Reference Letter must have

  1.  to be printed on the letterhead of the company, and including the company’s ​contact information (e-mail, phone number, and address),
  2.  to include the name, title and signature of your superior or the company’s Human Resources (HR) officer, and
  3.  to incorporate your name, the title of all occupations held at the company with the subsequent details for each one: list of duties, beginning and ending date of employment (if applicable), number of work hours/week, and salary and benefits per year.

A company stamp on the letter is generally not legally required so if the company does not have a stamp on the letter don’t worry about that.

[/et_pb_accordion_item][et_pb_accordion_item title=”3. How to get the Employment Reference Letter from my employer?” _builder_version=”3.0.106″ open=”off”]

For your current employer: You could begin talking with your manager about his thoughts on moving to Canada, what they think about it, if they have experience and/or advise on the matter. This will establish confidence with your manager.

You can go to your HR department and see if they are willing to provide you with the letter with the required information.

If they refuse, you can ask your manager to talk with HR about the situation, and reassure them that the process will take at least a year. You should contact them by email and request a response, so that you can add the email in your supporting documents as proof your company refused to provide you with the required letter.

If all of this does not work, which can happen, your last option is to ask your manager to sign a letter on his behalf, even without the company letter, that will include most if not all of the information required. You will have to also add a copy of their business and/or company card, and have their signature notarized.

In addition to the Employment Letter signed by the manager, you should add copies of any document you have that relates to your employment: contract, pay stubs, certificate of employment and/or salary, promotion letters, etc.

Remember that the burden of proof is on you, the candidate and not the Canadian Embassy.

[/et_pb_accordion_item][et_pb_accordion_item title=”4. What to include in the Duties and Responsibilities section of the Letter?” _builder_version=”3.0.106″ open=”off”]

First find your NOC (National Occupational Classification) code.

Indeed, each NOC code has a list of ​duties and responsibilities and you must find the one NOC code that corresponds the most to your job. You must perform approximately 80% of the duties set out in the NOC code page. 

Do not copy the duties in the NOC code page and put them in the Reference Letter. The embassy will know that and will doubt that the letter is genuine, which will most probably result in further investigations that might extend processing times and/or end in a refusal and a possible ban from applying to Canada

It is advisable that you first prepare a reference letter on your own and provide that sample to your employer.  Often there is a disconnection between titles and job duties are often labelled differently from other countries and what is common in Canada.

[/et_pb_accordion_item][/et_pb_accordion][et_pb_text _builder_version=”3.27.4″ text_font=”Nunito Sans||||||||” text_text_color=”#959baf” text_font_size=”18px” text_line_height=”1.8em” header_font=”||||||||” header_2_font=”Nunito Sans|700|||||||” header_2_text_color=”#535b7c” header_2_font_size=”35px” header_2_line_height=”1.3em” header_3_font=”Nunito Sans|700|||||||” header_3_text_color=”#535b7c” header_3_font_size=”25px” header_3_line_height=”1.3em” max_width=”700px” module_alignment=”center” locked=”off”]

Interview with employer

Give yourself the best chance of success by preparing for your interview.

[/et_pb_text][et_pb_accordion open_toggle_background_color=”#ffffff” closed_toggle_background_color=”#ffffff” icon_color=”rgba(83,91,124,0.4)” _builder_version=”3.0.106″ toggle_text_color=”#535b7c” toggle_level=”h3″ toggle_font=”Roboto Mono|700|||||||” toggle_text_align=”left” toggle_font_size=”18px” body_font=”Roboto Mono||||||||” body_text_color=”#989db0″ body_font_size=”13px” custom_margin=”||100px|” custom_padding=”|||” border_radii=”on|4px|4px|4px|4px” border_width_all=”0px” border_color_all=”#d9d9d9″ border_style_all=”solid” box_shadow_style=”preset3″ box_shadow_color=”rgba(34,56,101,0.12)” use_border_color=”on” border_width=”0px” locked=”off”][et_pb_accordion_item title=”1. Update all information and double check all details” open=”on” _builder_version=”3.0.106″]

Review all of your information and double check it. Update your resume and cover letter if needed.

[/et_pb_accordion_item][et_pb_accordion_item title=”2. Search for jobs online” _builder_version=”3.0.106″ open=”off”]

Search for job online. Use our site or any other site you desire.

[/et_pb_accordion_item][et_pb_accordion_item title=”3. Start practicing!!! ” _builder_version=”3.0.106″ open=”off”]

Start mock interivew practicing. Most people are not confident when talking to an employer about themselves. This just means that you need to practice, practice and practice some more.

Ask your coworkers, family and friends to help you with this. Most people set up a video camera to record their sessions, this is a great idea because you can see what you would like to change and see how much better you get at the interview after you become more confortable with it.

If you have not done your video interview then you can do this now. When doing a video resume YOU are the only one talking about yourself, your work experience, and your desire to relocate to Canada.

[/et_pb_accordion_item][et_pb_accordion_item title=”4. Test your media!” _builder_version=”3.0.106″ open=”off”]

If you can interview on Skype test your OWN account. Never use anyone else’s account.

If you use Facebook then use that account.

Many employers will only interview using on specific medium. If an employer requests a medium you are not familiar with then test it out before the interview to make use you know how to use it.

[/et_pb_accordion_item][et_pb_accordion_item title=”5. Check your time zone and the time zone of the employer” _builder_version=”3.0.106″ open=”off”]

Sadly many people do not take the one minute to check the time zone and miss the interview. It such as simple thing to do and you don’t want to miss any opportunity you can get.

CHECK TIME ZONES HERE

[/et_pb_accordion_item][et_pb_accordion_item title=”6. Use a computer NOT a phone” _builder_version=”3.0.106″ open=”off”]

When doing an interview with the employer USE a computer. Be in a quiet spot where there is no background noise. No one should be in the same room as you during the interview. Do not eat during the interview and keep a glass of water with you in case you need to wet your mouth.

Test your presence before the interview. volumn, and make sure you are dressed for an interiew. 

[/et_pb_accordion_item][et_pb_accordion_item title=”7. Speak slowly ” _builder_version=”3.0.106″ open=”off”]

Rapid speach is very counterproductive so speak slowly. Watch some newspersons from Canada or US to have an idea of the rate of speach that works the best.

Speak each word seperately.

This is another reason why your practice interviews are so important!

[/et_pb_accordion_item][et_pb_accordion_item title=”8. Do your research on the company” _builder_version=”3.0.106″ open=”off”]

Once you are contacted for an interview start your research.

Go online and find out everything you can about the employer, business, location, churches, ammenidies that you can. The more you know about these items the better your interview will go and it will impress your employer that you are serious about your job.

[/et_pb_accordion_item][et_pb_accordion_item title=”9. Have your questions for the employer prepared” _builder_version=”3.0.106″ open=”off”]

It is expected that you will have several questions for the employer after they have conducted their part of the interview.

You should write these down after you have done your research on the company. If questions more arise during your interview then you won’t have much problem remembering them as you will be prepared with the majority of questions.

In many cases the employer answers most of your questions during the interview.

[/et_pb_accordion_item][et_pb_accordion_item title=”10. Smile often” _builder_version=”3.0.106″ open=”off”]

laughing There is nothing better than a great smile. Most employers are looking for candidates who will fit into their business model and happy people fit in better than unhappy people.

[/et_pb_accordion_item][et_pb_accordion_item title=”11. Ask the employer how they think you did and what you can impove on” _builder_version=”3.0.106″ open=”off”]

Just ask! If you think the interview went well ask the employer how they think you did on the interview and ask them to make suggestions on what you can improve on. The majority of employers will give you feedback if you ask for it.

Ask the employer if they will follow up with you and what time frame you can expect to hear back from them and how they will communicate with you. Most employers will send you a response via email but you might get a SMS message through cell phone, whats app, Skype or other media.

You may be the first person they interview and they may have 100 more candidates to interview before making a hiring decision.

[/et_pb_accordion_item][et_pb_accordion_item title=”12. After the interview DO NOT contact the employer. Let them contact you!” _builder_version=”3.0.106″ open=”off”]

To maintain a professional image DO NOT contact the employer after the interview until after their follow-up date. This may be hard for some as their excitement becomes overwhelming.

It is simple! Just let the employers do their jobs and follow-ups have been the cause of many people being removed from the employers eligable candidate list.

[/et_pb_accordion_item][/et_pb_accordion][et_pb_text _builder_version=”3.27.4″ text_font=”Nunito Sans||||||||” text_text_color=”#959baf” text_font_size=”18px” text_line_height=”1.8em” header_font=”||||||||” header_2_font=”Nunito Sans|700|||||||” header_2_text_color=”#535b7c” header_2_font_size=”35px” header_2_line_height=”1.3em” header_3_font=”Nunito Sans|700|||||||” header_3_text_color=”#535b7c” header_3_font_size=”25px” header_3_line_height=”1.3em” max_width=”700px” module_alignment=”center” locked=”off”]

Job Offer From Employer AND next Steps

If you have been provided a job offer from the employer, follow these steps. To save yourself time and avoid the risk of having a job offer resinded then you should be fully prepared before you accept and offer of employment.

 

[/et_pb_text][et_pb_accordion open_toggle_background_color=”#ffffff” closed_toggle_background_color=”#ffffff” icon_color=”rgba(83,91,124,0.4)” _builder_version=”3.0.106″ toggle_text_color=”#535b7c” toggle_level=”h3″ toggle_font=”Roboto Mono|700|||||||” toggle_text_align=”left” toggle_font_size=”18px” body_font=”Roboto Mono||||||||” body_text_color=”#989db0″ body_font_size=”13px” custom_margin=”||100px|” custom_padding=”|||” border_radii=”on|4px|4px|4px|4px” border_width_all=”0px” border_color_all=”#d9d9d9″ border_style_all=”solid” box_shadow_style=”preset3″ box_shadow_color=”rgba(34,56,101,0.12)” use_border_color=”on” border_width=”0px” locked=”off”][et_pb_accordion_item title=”1. Review the offer of employment” open=”on” _builder_version=”3.0.106″]

If you have been provided a job offer from an employer then you need to review it.

If the offer is in English or French and your language ability is not that high simply use a translate service like Google transalte

This way you can understand more about the offer and make the best decision for yourself and your family.

[/et_pb_accordion_item][et_pb_accordion_item title=”2. Ask questions” _builder_version=”3.0.106″ open=”off”]

Don’t be afraid to ask questions. It is important to have all of your questions answered before you sign the offier of employment.

If you don’t like something about the job offer, location, employer, etc it would take you several months to qualify for a new job and be provided another work permit PLUS you would need to find a new sponsoring employer before you qualify to apply.

Prepare all of your quesitons and send them to employer in ONE email. Make sure your questions are valid and related to the job and not something that you can find out yourself with a simple internet search such as bus routes, grocery stores etc.

You will be working for the employer, not the other way around. Don’t make or expect the employer to do research that you can do yourself. In many cases this type of behaviour may end up with the job offer being refused.

[/et_pb_accordion_item][et_pb_accordion_item title=”3. If everything is acceptable for your then proceed to the nex step” _builder_version=”3.0.106″ open=”off”]

Once there is a contract signed you can proceed to the submission of your application.

[/et_pb_accordion_item][et_pb_accordion_item title=”4. How to Apply for a Work Permit” _builder_version=”3.0.106″ open=”off”]

You have two options to apply from outside Canada, either  online, or on paper: (READ THIS SECTION COMPLETELY BEFORE YOU START)

  • To apply online, you need to have access to a scanner or camera, and a credit or debit card to pay for your CIC Fees and Biometrics. Begin your application here. Create a GCKey account (make sure you write down and memorize your 4 questions and answers you choose, as each time you connect to your account, you will be asked one of these questions after entering your login and password). You will need to fill in the forms, sign them, scan them and upload them. You will also have to upload all required supporting documentation.

 

  • To apply on paper, you will need to fill in the forms and sign them and the VAC will provide you a list of the forms and allow you to purchase them for a small cost. Then find your country’s Visa Application Center (Vfs.Global) and bring them with all required supporting documentation.

If you need a medical do your medical before you submit your application.

 

[/et_pb_accordion_item][et_pb_accordion_item title=”5. Why VAC’s are the best!” _builder_version=”3.0.106″ open=”off”]

Applying in paper is much easier and reassuring than online.

  1. Visa Application Centers can answer questions in local languages and make sure that applications are complete.
  2. Visa Application Centers can provide application photographs and photocopies for a fee, thus making sure your photographs are acceptable.
  3. You can pay in cash in Visa Application Centers.
  4. If applying online and need a temporary resident visa, you will still need to bring your passport to the Visa Application Center (for them to send it to the Canadian Embassy) and pay a fee almost the same as when applying directly with them.
  5. Most VAC’s can answer question related to your application and ensure that your application is complete before sending it to the embassy.
  6. VAC’s have experience working with candidates and that experience can be extremely valuable to you.

 

[/et_pb_accordion_item][et_pb_accordion_item title=”6. After you apply-Processing Times” _builder_version=”3.0.106″ open=”off”]

After you have submitted your application it make take several week or months for the embassy to review your application and get a result for you.

Keep an eye on the Processing Times to find out when you can expect and answer from the embassy.

[/et_pb_accordion_item][et_pb_accordion_item title=”7. Don’t quit your job/notice period” _builder_version=”3.0.106″ open=”off”]

One of the most devastating events is being refused at the Canadian Embassy. 

It is STRONGLY ADIVSED that you DO NOT quit your current job until you have received an approval from the Canadian Embassy. This is even more important if you are currently working outside your country of citizenship.

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Ready To Get Started?

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