How to Replace a Lost Immigration Document in Canada
Status Extension in Canada may involve more than extending temporary resident status; in some cases, applicants first need to replace a lost, stolen, or destroyed immigration document. Replacement of an Immigration Document usually applies to valid temporary resident documents such as work permits, study permits, visitor records, or temporary resident permits. Older records, such as a Record of Landing or Confirmation of Permanent Residence, may require Verification of Status instead of a simple replacement copy. PR cards, passports, eTAs, amendments, extensions, and restoration requests follow separate processes. Visa counterfoil issues should be checked carefully because the correct process may depend on whether the applicant is inside or outside Canada and what document was lost.
Replacement of an Immigration Document: Which Process Applies?
When an immigration document is lost, stolen, or destroyed, the next step depends on the type of document and the purpose of the request. Some documents can be replaced, while others may require Verification of Status or a separate application process. This process may apply when IRCC already issued an immigration document and the applicant needs a replacement copy or proof of historical immigration information. It is not the same as applying for a new permit, extending temporary status, restoring expired status, replacing a PR card, or correcting an error on an immigration document.
Replacement vs Verification of Status
Replacement of an immigration document means requesting another copy of a current and valid temporary resident document that was lost, stolen, or destroyed. This may apply to documents such as a work permit, study permit, visitor record, or temporary resident permit.
Verification of Status (VOS) is different from applying for a replacement. A Verification of Status document confirms immigration information from IRCC records, such as details from a Record of Landing, Confirmation of Permanent Residence, work permit, study permit, visitor record, or other immigration document. A Verification of Status document is not always a new original version of the old document and cannot be used as a travel document.
IRCC reviews these requests using its immigration records and the applicable rules under Canadian immigration law, including the Immigration and Refugee Protection Act.
Documents usually handled through this application
The IRCC Verification of Status or Replacement of an Immigration Document application may be relevant for:
- a lost work permit
- a lost study permit
- a lost visitor record
- a lost temporary resident permit
- a request for Verification of Status based on past immigration records
Other immigration records may also be covered if they are listed in IRCC’s official application package.
Lost work permit, study permit, visitor record, or temporary resident permit
A current and valid temporary resident document may be replaced if it was lost or stolen. IRCC lists visitor records, work permits, study permits, and temporary resident permits as documents that can be replaced under this process.
Replacement gives another copy of the document that was already issued. It does not extend the expiry date, renew status, or change the conditions of the original document.
Lost PR card
A lost PR card follows a separate PR card replacement process. It is not replaced in the same way as a temporary resident document.
If a permanent resident is outside Canada without the appropriate documentation to prove status, IRCC says a travel document may be needed to show that the person is entitled to re-enter Canada as a permanent resident.
Lost COPR, Record of Landing, or landed immigrant document
A lost Record of Landing, Confirmation of Permanent Residence, or older landed immigrant record may be handled differently depending on the document, the applicant’s past status in Canada, and the purpose of the request. In many cases, the applicant may need Verification of Status to confirm historical immigration information from Immigration, Refugees and Citizenship Canada (IRCC) records.
A Verification of Status document may show information that appeared on the original immigration record, but it is not always a new original version of the old document. The applicant should use the official IRCC guide to confirm whether Verification of Status, amendment, PR card replacement, or another process applies.
Lost passport, TRV, or eTA
A lost passport is usually replaced through the passport authority, embassy, or consulate of the country that issued it.
If the lost passport contained a Canadian visa counterfoil or was linked to an eTA, replacing the passport may not be enough for travel to Canada. After receiving a new passport, the applicant should confirm whether a visa counterfoil replacement, new visa application, eTA update, or another travel document step is required.
Documents handled through a different process
Some situations are not simple document replacement cases:
- PR card replacement
passport replacement - TRV or eTA issues
- status extension
- restoration of expired status
- amendments to correct errors on an immigration document
How to Replace an Immigration Document in Canada
The replacement process should begin with the correct document category. Before completing any form, the applicant should confirm whether the case is a replacement request, a Verification of Status request, or a different process such as PR card replacement, extension, restoration, or amendment.
Confirm which document was lost
The applicant should first confirm whether the missing document is a temporary resident document, a PR card, a passport, or an older immigration record. This step is important because the same application is not used for every document problem.
Use the correct application
For many lost immigration documents, the relevant IRCC package is the Verification of Status or Replacement of an Immigration Document application.
This package can be used for two different purposes:
- replacing a valid temporary resident document, such as a work permit, study permit, visitor record, or temporary resident permit
- requesting Verification of Status for immigration information from IRCC records
A PR card, passport, visa counterfoil, eTA, extension, restoration, or amendment may require a different process.
Complete IMM 5009
The main form is IMM 5009, Verification of Status or Replacement of an Immigration Document.
If a representative is helping with the application, IMM 5476 may also be required. The applicant should complete the form based on the purpose of the request. For example, replacing a lost valid study permit is different from requesting proof of an old landing record.
Pay the fee
As of the latest IRCC application package check, IRCC lists the fee for Verification of Status or replacement of an immigration document as CAD $30 per document, with some exceptions. Applicants should confirm the current fee on the official IRCC application package before submitting.
Send the application to IRCC
IRCC’s guide provides mailing instructions for the Operations Support Centre in Ottawa, Ontario. The official guide should be checked before submission to confirm the latest instructions and whether the document can be replaced. The application package should include the completed form, required supporting documents, and payment receipt if a fee applies.
Do not use replacement for the wrong issue
Replacement is not the correct process for every situation.
- If the document is expiring soon, an extension may be needed.
- If temporary status has already expired, restoration of status may need to be reviewed.
- If the document has an error, an amendment may be needed instead of replacement. For example, an incorrect name, date of birth, or other record error may require an amendment request.
Replacement of an Immigration Document Checklist
The applicant should prepare the documents required by IMM 5009 and the official IRCC guide. The required documents depend on whether the request is for replacement of a current valid temporary resident document or Verification of Status based on historical immigration records.
For many applications, the checklist may include:
- completed and signed IMM 5009
- payment receipt, if a fee applies
- passport or travel document copy
- government-issued identity document
- copy of the missing immigration document, if available
- police report number, if the document was lost or stolen and IRCC requires it
The exact documents depend on whether the applicant is requesting replacement or Verification of Status. For replacement requests, details of the lost, stolen, or destroyed document are important. For Verification of Status requests, the applicant should provide as much historical immigration information as possible, such as the date and place of entry to Canada, document type, document number if known, and any copy of the previous document if available.
If the document was lost or stolen
For replacement of a current and valid temporary resident document, IRCC requires a police report number related to the lost or stolen document. If a police report number cannot be obtained, the applicant should explain the situation clearly and follow the official IRCC checklist instructions.
If a police report number cannot be obtained, the applicant should explain the situation clearly and follow the official IRCC checklist instructions.
If a representative is helping
If an immigration representative is helping with the application, IMM 5476, Use of a Representative, may need to be included. The form may ask for details such as the type of document, document number if known, passport number, and information about when the document was issued or lost.
If documents are not in English or French
Documents that are not in English or French may require translation. The applicant should follow IRCC’s instructions for translations, affidavits, and certified copies where applicable.
Before submission
Before sending the application, the applicant should confirm that:
- the correct request type is selected
- all required sections are completed
- the form is signed and dated
- the fee receipt is included, if required
- identity and passport documents are attached
- the police report number is included, if required
- translations or certified copies are included, if applicable
Replacement of an Immigration Document Processing Time
The processing time for Verification of Status or Replacement of an Immigration Document is not fixed. Applicants should check IRCC’s current processing-time tool under the category for replacing or amending documents and verifying status. Because IRCC updates processing estimates, applicants should check the current processing-time tool before relying on a specific timeline.
Urgent processing
Urgent processing is not guaranteed. IRCC may consider urgent treatment only in specific situations and only when the request is supported with evidence.
Examples may include:
- proof needed for pension or benefits
- urgent travel because of death or serious illness in the family
- immediate loss of employment or an employment opportunity
Urgent processing is not guaranteed. IRCC may consider urgent processing only in specific circumstances and only when the request is supported with evidence. If urgent processing is requested, the mailing envelope should be clearly marked “URGENT”, and the application should include proof explaining why urgent treatment is needed.
Replacement does not extend status
Replacing an immigration document does not extend temporary resident status, renew a permit, or change the document’s conditions. If the lost document is expiring soon, the applicant may need a separate extension application. If status has already expired, replacement is not the same as restoration of status.
Travel while waiting
A replacement request does not replace a passport, PR card, visa counterfoil, eTA, or travel document. Before travelling, the applicant should confirm whether they have the correct document to leave Canada, re-enter Canada, or return by commercial transportation.
