Send all evidence that supports your claim for refugee protection as early as possible.
You can only submit documents and evidence after your claim has been referred to the RPD.
If you received a
confirmation of referral (COR) in the IRCC portal or from the CBSA, your claim has been referred to the RPD. The COR includes the date your claim was referred.
The RPD must receive your evidence
by the deadline. If the RPD does not receive your evidence by the deadline, it may decide not to accept it.
Important: As of November 3, 2026, personal evidence deadlines have changed
The deadline to submit personal evidence depends on when your refugee claim was referred to the RPD.
See
Step 4: Collect your evidence for information on the types of evidence and deadlines for submitting your documents.
On this page
Send documents and evidence to the RPD
The documents you send must be typed in at least 12‑point font or be photocopies of original documents. Print all documents on 8½ inches by 11 inches (21.5 centimetres by 28 centimetres) paper. All photocopies must be clear and easy to read.
1. Translate your documents
Your documents must be in English or French.
If you send translated documents, include a:
- copy of the document in the original language
- translation of the document into English or French
- signed translator’s declaration
The translator's declaration is a written statement that includes:
- the translator's name
- the translated language and dialect (if any)
- a statement that the translation is accurate
If you send the declaration on paper, the translator must sign and date it. If you send it in using an electronic method, the translator only needs to enter the date.
Online translation tools, such as Google Translate or other software, cannot be used on their own. A human translator must review the translation and provide a declaration of accuracy. The translator must also state whether artificial intelligence (AI) was used to assist with the translation.
For more information, see
the IRB's Practice notice: Use of artificial intelligence in IRB proceedings.
2. Organize your documents
Organize your documents together in one package:
- put them in the order you want them to appear
- number each page as if they are a single document: 1,2,3,4
- make a list of the documents
- add the page number and a title or description for each document just like a table of contents. You can use the form
List of claimant’s documents
- add a cover page with your name and address, the date, your RPD file number, and the list of documents
3. Make copies
Make a copy of your entire document package, including the front page. You will keep a copy for yourself and send the other to the RPD.
4. Send your documents to the RPD
We encourage you to send documents, letters, and evidence to the RPD using electronic methods.
Send documents using the My Case portal
My Case is a secure online portal that lets you exchange documents with the IRB and stay informed about your case. We are gradually inviting claimants to sign up for My Case.
Using the My Case portal
If you have counsel:
- they must use the My Case portal to submit documents, letters, and evidence on your behalf
- once you register, you will be able to view documents related to your case
If you do
not have counsel, you can use My Case to:
- send documents to support your claim (such as forms and evidence)
- receive communications from the RPD, including:
- your Notice to Appear for your hearing
- your decision
When you receive an invitation to register, see the
My Case user guide for more information on how to register and for technical help.
Until you receive an invitation to register for My Case, you can continue to send documents by email or use another channel.
See the
Practice notice: Providing documents to the RPD and the RAD electronically or by fax for more information on sending documents.
Send documents by email
When sending documents by email:
- make sure your documents are in
PDF format
- attach your documents to the email
- put this information in the subject line of the email:
- your RPD file number
- If you do
not have your RPD file number yet, you can also use your
UCI (Unique Client Identifier) number that was given to you by Immigration, Refugees and Citizenship Canada (IRCC) or the Canada Border Services Agency (CBSA)
- the date of the hearing, if you have one scheduled
- the type of document you are sending
- do not include general questions, applications, or other requests in the body of your email. You can send those messages by the My Case portal, regular mail, or you can deliver them in-person to an IRB office
Email your documents to the
RPD office in the region where your case is being processed. See
How to submit documents electronically or by fax to the RPD for more information.
Send documents by fax
A claimant who is detained may send documents to the RPD by fax. This exception recognizes that people in detention may have limited options for submitting documents, even though fax is generally no longer accepted under the
RPD Rules.
Send documents by regular mail or deliver in person
You can send your documents by regular mail or bring them in person to the RPD in the region in the region where your case is being processed.
5. Send a copy of your evidence package to
IRCC or the
CBSA
If IRCC or the CBSA (Minister’s counsel) participates in your claim, they will let you know by sending you a
Notice of Intent to Intervene.
If the Minister’s counsel is participating in your claim, you must:
- send a copy of your evidence package to them. Their address will be on the notice that you get
- write a letter to the RPD saying that you have sent a copy of your evidence package to the Minister’s counsel. Include in your letter how you sent your evidence to them (for example, by mail, or in-person)
6. Have your evidence with you at your hearing
Have all your documents with you for your hearing.
Have the original documents and copies. The member may ask to see them. If you are appearing for your hearing virtually, the member may ask you to send them to the RPD so that the member can review the documents.
Sending evidence after the deadline
If you miss a deadline, you must ask the RPD for permission to send your evidence late.
This is called
late disclosure. Late disclosure is evidence to support your refugee claim that the RPD receives after the due date. The RPD may decide that you cannot use evidence sent late, so it's best to send your evidence as soon you can.
Apply to submit late evidence
You can apply to send late disclosure. Apply as soon as you can.
Do not wait until the day of the hearing to present documents to the RPD.
To apply, you must use the
Application to submit late disclosure to the Refugee Protection Division form.
If you do not have counsel, the RPD may be flexible about this rule. If the Minister has intervened on your claim, you must also send a copy to them.
When deciding whether they will accept the evidence, the RPD will consider whether it:
- was sent as soon as it reasonably could
- brings new information to support your claim
- proves or demonstrates something relevant to your claim
Find out if your late evidence is accepted
After the RPD reviews your application and documents, the RPD will let you know whether you can use the documents at your hearing.
Sometimes, the member can tell you at the beginning of your hearing whether your documents are accepted or refused.
If your application is refused:
- you will have to go ahead with your hearing
- you won't be able to use the documents you sent late
the RPD will dispose of these documents if they were sent electronically, but will return them to you if they were delivered by mail, courier, or in person
For questions, call an IRB representative at 1-833-931-5121.