How to Request Your IRCC File and Notes After an H&C Refusal
Updated: Oct 26
The short answer: After a refusal, the decision letter may not tell you everything an officer considered. IRCC's own instructions say that officer notes requested after a refusal require a formal Access to Information and Privacy (ATIP) request. For your own personal information, that request is made under the Privacy Act, and IRCC's page says there is no fee. You can apply through IRCC's online portal or by mail. IRCC's help centre says it has 30 days to respond to formal requests, though that can be extended and high volumes may affect timelines. Notes help you understand reasons; they do not change the decision, and a decision remains with IRCC.
This article is part of our humanitarian and compassionate (H&C) application guide.
What are "GCMS notes"?
GCMS is IRCC's Global Case Management System, where records and officer recommendations about applications are kept. People often use "GCMS notes" to mean the officer's recorded notes about their file. IRCC's pages we reviewed do not use that exact phrase on the request forms, so on your request you can simply ask for all personal information held about you, including officer notes, for the relevant application number.
Which law should I use?
Privacy Act. This covers your own personal information. IRCC's page says citizens, permanent residents and foreign nationals, regardless of location, can request it, and that there are no fees.
Access to Information Act. This covers other government records. IRCC's page says the fee is $5.00, and it limits who can use it: citizens, permanent residents, and individuals or corporations in Canada. Someone outside Canada who is not a citizen or permanent resident needs a representative in Canada.
For notes about your own application, the Privacy Act route is the usual starting point. If you are unsure which Act fits your request, ask a qualified representative.
How do I make the request?
Choose online or mail. IRCC says the online ATIP portal is the fast and convenient way to apply.
If mailing, use IRCC's form IMM 5563, the Treasury Board form TBC/CTC 350-57, or a letter stating that the request is made under the Privacy Act. Send to the Access to Information and Privacy Division, IRCC, Ottawa, Ontario, K1A 1L1.
Give enough detail to find the file. IRCC's instructions list full name including aliases, date of birth, application or file number and unique client identifier (UCI).
Add consent if someone else files for you. The Consent form IMM 5744 is needed for each person on the file who is 16 or older, per IRCC's page on Privacy Act requests.
Identity. IRCC's page asks for supporting identity documents only for certain older passport or travel document files. Check the current page.
How long does it take?
IRCC's help centre says it has 30 days to respond to formal requests, and that it can extend this in situations such as large volumes of records. For Privacy Act requests, the help centre says an extension is capped at 30 days for certain reasons, and IRCC must tell you about it within the first 30 days. IRCC also notes that higher volumes may affect its ability to meet legal timelines. Do not assume a particular wait, and plan the rest of your steps with that uncertainty in mind. If you do not receive a response within 30 days, the help centre says you can contact the ATIP Division at ATIP-AIPRP@cic.gc.ca.
What might I receive?
Expect some records to be released and some to be withheld. IRCC says only its ATIP Division can exempt information under either Act. The package may help you understand how the officer viewed your evidence, which facts were questioned, and whether something was missed.
How do notes help after a refusal?
They can show which parts of your evidence the officer focused on.
They can help you decide whether a new application would add something real. See reapplying after a refusal.
A lawyer reviewing a possible judicial review can use them to look at the officer's reasoning.
Time limits for judicial review are short, 15 days for a matter arising in Canada and 60 days for a matter arising outside Canada (IRPA s. 72), and they do not wait for an ATIP response. Speak to a lawyer quickly. A lawyer can file for you; an RCIC cannot appear in Federal Court.
Frequently asked questions
Do I need a representative to ask?
No. You can make the request yourself. If a representative submits it, include the required consent.
Can I ask for notes before a decision?
IRCC's guidance says information should not be released outside the official correspondence for an application unless requested through the ATIP process. If you are waiting on a decision, see our guide on procedural fairness letters.
Does this affect my pending application?
We have not seen IRCC say it does. Still, keep your case file in order and be accurate in everything you submit.
Next steps
Gather your application number, UCI and passport details, decide whether to file online, and set a calendar reminder for day 30. Every H&C situation is different. E-Pathway Immigration can help you assess whether H&C considerations may be relevant, identify the evidence and questions that need attention, and understand your options. A decision remains with IRCC.
Related guides: Reapplying after a refusal · Refused H&C: your options · Procedural fairness letters · H&C approval rate and chances · H&C complete guide · H&C guide index
Last reviewed: October 2026
Sources: IRCC: How to make a request under the Privacy Act · IRCC: How to make a request under the Access to Information Act · IRCC: Responding to requests under the Access to Information Act and Privacy Act · IRCC Help Centre: response times · IRPA s. 72
This article provides general information only and is not legal advice. Immigration options and outcomes depend on individual circumstances. Consult a qualified representative for advice about your situation.
About the author
Domonic Cheung is a Regulated Canadian Immigration Consultant (RCIC), licence R711344, with E-Pathway Immigration in Vancouver, BC. You can verify his licence on the College of Immigration and Citizenship Consultants (CICC) public register.
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