Key takeaways
- Your IRCC online account gives the official document list for your case; use this to start early
- Express Entry reference letters must show job title, duties, hours per week, salary and dates, on company letterhead
- Common-law partners use IRCC form IMM 5409, not a homemade declaration
- Documents not in English or French need a certified translation
- Print or copy your list; nothing is stored
Why start your documents early
Many IRCC applications have tight deadlines. After an Express Entry invitation to apply (ITA), you have 60 days to submit a complete application. Police certificates can take weeks or months in some countries, and employers can be slow to write reference letters. Starting early avoids a rushed or incomplete application, which IRCC can refuse.
This tool gives you a starting list for six common applications. When you open your application in your IRCC online account, IRCC generates the official list for your exact situation. Use both.
What an Express Entry reference letter must include
IRCC asks for proof of each job you claim points for. A reference or experience letter from your employer should:
- Be on company letterhead with the company’s address, phone and email
- Be signed by your supervisor or a human resources officer, with their name and title
- Show your job title(s) and the dates you held each one
- List your main duties and responsibilities
- State your hours of work per week and your salary and benefits
The duties should match the main duties of the National Occupational Classification (NOC) code you claim, but must describe your real work. Do not copy the NOC description. Find your code with the NOC code finder.
If your employer will not write a letter, IRCC may accept a letter from you explaining why, plus other proof such as contracts, pay slips and tax records.
About the templates
- Work reference letter: the structure IRCC expects for Express Entry and many work permits. Your employer writes and signs it.
- Employment letter for a visitor visa: shows you have a job, approved leave and a return date. This helps prove you will leave Canada at the end of your visit.
- Statutory declaration: a written statement of facts that you sign in front of a commissioner for oaths, notary or lawyer. Useful for small issues, such as different spellings of your name. For a common-law relationship, use IRCC’s form IMM 5409 instead.
- Relationship evidence list: the kinds of proof that show a real relationship for spousal or common-law sponsorship.
Templates are fill-in-the-blank starting points, not legal advice. Never sign or submit anything that is not true. Misrepresentation can lead to a 5-year ban.
Worked example
Ana received an Express Entry invitation. She is married, her husband is coming with her, and they have no children. She chooses Express Entry, Married, No children and the Work reference letter template. Her list has 12 items, including a marriage certificate and translations, and she sends the template to her two past employers on day 1.
Next steps
- Check your proof of funds: Express Entry proof of funds.
- Estimate total costs: cost of PR calculator.
- Sponsoring a partner? Read family sponsorship.
- Need help? Lawyer or licensed consultant, and check their licence.