How to avoid errors in PGWP submissions

by Michael Scott

It is difficult enough to complete post-graduate studies in Canada without facing additional challenges in the submission of Post Graduate Work Permit applications following graduation. It is easy for many graduates to make errors that can cause delays, refusals, or even the loss of eligibility. In keeping with the warnings provided in the IRCC website we are writing to warn applicants about some of the more common PGWP application mistakes and how to avoid them. Our purpose is to warn applicants to be well prepared before they apply or to warn them to address problematic items in their in-process applications before it is too late.

Submission of an incomplete application

One of the more frequent errors is to fail to submit required PGWP documents. Key items include a Letter of Completion and a final transcript. Both must be included and be free of errors. These documents are necessary to confirm that you have complete all program requirements or the submission can be delayed or refused. Other requirements include proof of complete of studies, proof of admission, copy of applicant’s passport, and proof of language proficiency, digital photo, and additional documents as required by the student’s circumstances.

Designated Learning Institution

The submission must include evidence that the course of studies the student followed was with a Designated Learning Institution (DLI), which permits the graduate to apply for a PGWP. At the time of enrolment, the student should have confirmed the status of their studies, and this step can be repeated at the time of the submission of the PGWP application submission.

English or French language confirmation

Language competence must be demonstrated by all applicants, regardless of their level study, from an officially designated institution. In 2024 IRCC added two new requirements for PGWP applicants and their study requirements. The language of proficiency must be provided according to Canadian Language Benchmarks (CLB) for example if Level of Study is College Bachelor’s Degree CLB 7, University Bachelor, Master’s or Doctoral studies all CLB 7 and non-university level studies CLB 5.

Response to IRCC

Application submission is only the start. If you are asked to explain something or provide additional documents, ensure that you respond in a timely fashion. You need to monitor your submission to ensure that you respond to such requests. Failure to respond can lead to delays and possible refusal (non-compliance).

Follow PGWP deadlines

Applicants have 180 days from your time of graduation (actual date of completion not the date of the graduation ceremony) to submit a complete application for the PGWP. It would be wise to prepare the submission even before graduation to ensure that requirements are present. This is important to avoid seasonal surges, which can cause delays.

Errors in personal information

If you rush the submission at the last moment, you risk making simple mistakes in recording your personal information, such as name, date of birth, or passport number. Double check every field and cross-reference your information with the official document. Canada Immigration normally uses the valid passport as the source for personal information.

Explain study gaps

If your study history includes gaps such as a leave of absence, a part-time semester, or transfer of a program, these should be explained in your application. Unexplained gaps can raise questions about your eligibility or lead to additional scrutiny or even refusal. You should be prepared to explain any gaps with a clear explanation. The best solution is to have the educational institution provide both a University Acknowledgement Letter, which references the gap or an additional Letter of Explanation to clarify your unique circumstances.

Existing submissions with missing information

If you think your submission was incomplete you must notify IRCC of the error. The web form is available to you to inform IRCC. Start by navigating to “ask about or update your application.” Choose the option “Add a document to your application form.” When you are asked “Who are you?” choose “I am the principal applicant.” Make sure you include your application number and UCI number as well as explaining the application you submitted, such as PGWP. You need to inform IRCC that you want to add the document to the existing application.

The responsibility to submit a complete, correct application rests with the applicant. IRCC will measure your submission by the items listed above and either issue the work permit or reject the submission.

Michael Scott is a Regulated Canadian Immigration Consultant (RCIC, R525678) who has 30 years of experience with Immigration Canada and the Manitoba Provincial Nominee Program. He currently works as a licensed consultant with Immigration Connexion International Ltd. Contact him at 204-691-1166 or 204-227-0292. E-mail: mscott.ici@gmail.com.