Avoiding Delays: The Complete ITA Document Checklist for Express Entry | MDC Canada

April 7, 2025

Sinethemba Phongolo

Receiving an Invitation to Apply (ITA) for permanent residence through Canada’s Express Entry system is a major milestone for skilled workers. But the journey is not over yet. Missing, inaccurate, or outdated documentation is one of the most common reasons for delays or refusals in Express Entry applications. Whether you are a principal applicant or accompanying family member, staying organized and informed is essential to avoid costly delays.

This checklist will guide you through every document you must submit after receiving an ITA, explain key requirements, and offer tips to avoid common pitfalls.

Complete ITA Documents Checklist For Express Entry Application

The following list outlines the core documents typically required for an Express Entry application after receiving an ITA. Remember that your specific document requirements may vary based on your circumstances and the immigration program you are applying under:

Federal Skilled Worker Program (FSWP),
Federal Skilled Trades Program (FSTP), or
Canadian Experience Class (CEC), and the
Information you provided in your Express Entry profile.

Proof of Identity and Civil Status Documents

You must provide identity and civil status documents for yourself and any accompanying family members. These include:

Valid Passport or Travel Document

This is a primary identification and proof of citizenship. Ensure your passport is valid for several months beyond your intended entry date into Canada. Include copies of all pages, including blank ones, as IRCC may look for entry/exit stamps. Research indicates that passport validity is a frequent cause of application delays.

Birth Certificate

Provide a copy of your original birth certificate and a certified translation if it is not in English or French. If a birth certificate is unavailable, provide acceptable alternative documents, such as baptismal certificates or family registers, along with an explanation for the absence of the original.

Common-law Partnership Proof

If you are in a common-law relationship, you must provide substantial evidence demonstrating that you have lived together in a conjugal relationship for at least one continuous year. This typically includes:

Joint bank account statements,
Joint lease agreements or property ownership documents,
Joint utility bills,
Official letters addressed to both partners at the same address, abnd
Other credible documents proving cohabitation and shared responsibilities.

Marriage Certificate

If you are married, include a copy of your marriage certificate with your application. You must also provide a certified translation if the document is not English or French.

Divorce Certificate or Legal Separation Agreement

Previous marriages that ended in divorce or legal separation submit official documentation as proof. This helps verify your current marital status for immigration purposes.

Death Certificate of Former Spouse

If your previous spouse has passed away, include their death certificate with your application. This serves as a legal confirmation of your marital history and current status.

Education Documents

Your educational credentials play a key role in your Express Entry application, as they help determine your eligibility and Comprehensive Ranking System (CRS) score. Here are the education documents you should submit.

Educational Credential Assessment (ECA) Report

For education obtained outside of Canada, an EducatIonal Credential Assessment (ECA) from a designated organization is required under the FSWP and is often beneficial for other programs to earn CRS points. Ensure the ECA report is valid and matches the information provided in your Express Entry profile.

Diplomas, Degrees, and Transcripts

If you completed your education in Canada, you must include copies of your diplomas, degrees, and official transcripts with your application. These documents prove your academic qualifications and help IRCC verify your educational background. Ensure that all copies are clear and legible to avoid any processing delays.

Work Experience Documents

Your work experience documents are important for proving your eligibility and earning valuable CRS points in your Express Entry application. Below are the work experience documents you should submit.

Letters of Employment

For each work experience claimed in your Express Entry profile, you must provide a letter of employment from your employer(s). These letters must be on company letterhead and include specific details:

Company name, address, and telephone number,
Name and title of the person writing the letter,
Your exact job title(s) during your employment,
Dates of employment (start and end dates),
Number of hours worked per week,
Main duties and responsibilities in each position held (these should align with the National Occupational Classification (NOC) code you selected),
Your current salary and benefits (if still employed),
The letter should be signed and dated by an authorized company representative.

Pay Stubs and Bank Statements

While not always explicitly requested, providing recent pay stubs and bank statements showing salary deposits can serve as additional supporting evidence of your work experience and claimed salary.

Tax Documents

Tax documents, such as T4 slips in Canada or their equivalent in other countries, help verify your employment history and income. Including these can strengthen your application by supporting the details in your work experience section.

Self-Employment Documents

If you have claimed self-employment, you must submit supporting evidence such as business registration certificates, client invoices, service contracts, financial statements, and proof of income. These documents are essential for proving the legitimacy and duration of your self-employment.

Language Proficiency Test Results

Your language test scores directly impact your CRS points and overall eligibility for Express Entry. Make sure you gather and submit the following language proficiency tests.

Valid Language Test Results

You must provide valid results from a designated language testing organization .e.g., IELTS General Training or CELPIP-General for English, TEF Canada, or TCF Canada for French. Ensure your test results meet or exceed the minimum language proficiency requirements for the immigration program you are applying under.

Proof of Funds

Submitting proper proof of funds is required for most Express Entry candidates to demonstrate you can financially support yourself and your family in Canada. You must submit the following proof of funds documents.

Official Bank Letters and Statements

Unless you have a valid job offer in Canada or are applying under the CEC, you must demonstrate sufficient funds to support yourself and your accompanying family members upon arrival in Canada. You will need to obtain official letters from your financial institutions that include:

The institution's name, address, and telephone number,
Your name(s) as account holder(s),
The account number(s),
The currency,
The average balance for the past six months,
The current balance,
Details of any outstanding debts, such as credit card balances or loans.
Include copies of bank statements covering the past six months.

Medical Examination

In some cases, IRCC may request that you undergo a medical examination before submitting your application. If so, you must provide proof that you have completed this examination with a panel physician designated by IRCC.

Police Clearance Certificates

You and your accompanying family members (if applicable) aged 18 and over must provide police clearance certificates from every country where you have lived for six months or more since you were 18. These certificates must be original and issued recently. Obtaining police clearance certificates can be time-consuming, so start this process as soon as you receive your ITA.

Photographs

You and any accompanying family must submit digital photographs with your application. To avoid processing delays, these photos must strictly follow IRCC's size, format, and background specifications requirements.

Spouse/Common-law Partner Documents

If your spouse or common-law partner is accompanying you, you will need to provide their:

Identity documents,
Proof of relationship,
Education and
Work experience documents (if they are also applying as skilled workers),
Language test results,
Police clearance certificates, and
Medical examination results.

What Should I Do After Submitting My Express Entry Application?

After compiling the required documents and submitting your Express Entry application, you must:

Monitor your online account for updates and notifications.
Maintain a digital record of all communication with IRCC, noting dates and reference numbers.
Avoid significant changes to your circumstances (employment, marital status, address) without informing IRCC, as this necessitates updates
Prepare for potential verification processes, including background checks and medical exams.
Ensure your contact information is current, and
Exercise patience and refrain from unnecessary contact with IRCC.

Best Practices for Avoiding Delays in Your Express Entry Application

Below are some of the best strategies to avoid delays in your Express Entry application. Make sure you:

Prioritize accuracy and completeness.
Provide all required documentation in the specified format and language, including official translations.
Carefully check your personal information for any inconsistencies.
Upload clear scanned copies.
Follow document specifications (file size, type).
Obtain ECAs and language test results (IELTS/CELPIP) beforehand.
Ensure accurate work history with compliant reference letters.
Proactively address potential inconsistencies.
Double-check all uploads before submission.
Respond promptly to IRCC requests.

FAQs

Is My Spouse Required to Take a Language Test or Get an ECA?

Your spouse is not required to take a language test or obtain an ECA for your Express Entry application. However, if they do, their language test results (IELTS, CELPIP, or TEF) and ECA can earn you additional CRS points, improving your overall score. Without these, your application will still be processed, but you may miss out on potential points.

What if My Work Reference Letter Does Not Match My NOC Exactly?

If your work reference letter does not perfectly match your chosen NOC code, IRCC may reject your application. To avoid this, ensure your letter includes key duties that align with your NOC’s lead statement and primary responsibilities. Ask your employer to revise the letter or provide additional supporting documents (like contracts or pay stubs) to clarify your role.

Can I Use the Same Language Test I Used to Enter the Express Entry Pool?

Yes, you can use the same language test results for your ITA if they are valid (within two years of the test date). However, if your test results expire before you submit your final application, you must retake the test. Always double-check expiry dates to avoid delays or refusal.

What Format Should I Use When Uploading Documents?

IRCC accepts PDF, JPEG, or PNG documents, but PDF is preferred for text-heavy files (like reference letters or certificates). Ensure scanned documents are clear, legible, and not password-protected. If a document is multi-page (like a passport), combine all pages into a single file for easier processing.