How to upload documents for Canada visa

Whether you’re applying for a Canadian student visa, work visa or visitor visa, you’ll be asked to upload your documents.

Now, the list of documents you’ll upload depends on the type of visa you’re applying for.

For example, when I applied for my student visa years ago, I uploaded documents like an SOP, but when I applied for a visitor visa months back, there was nothing like an SOP.

Read also: Should you keep your passport on you when travelling?

So, I want to believe you already know the documents you’re required to upload, if you don’t, you can search the IRCC website – you’ll find the list there.

When you have the list of documents, here’s how you can upload your documents for your Canadian visa.

How to upload documents for Canada visa

You can upload your documents through your IRCC Portal account by following the steps below:

• Save all the documents on your device

This is to avoid any mistakes. A single mistake can delay your visa processing, and I learned this the hard way.

As I already said, each visa type has its specific list of documents.

Although some of the documents are general, you need them no matter the visa type you’re applying for.

Read also: What happens when you report someone to immigration in Australia?

When I applied for my visa, I remember spending an entire weekend just double-checking that I had every document ready.

I even had a checklist to make sure I didn’t miss anything. I recommend you do the same.

Most importantly, your documents must be in digital form.

Step 2: Scan the documents

The next step is to scan your documents.

I know this sounds straightforward, but there are guidelines you need to follow:

• File format: Your documents must be in PDF, JPG, TIFF, PNG, or DOCX format.
• Size: Each document should not exceed 4 MB. If any document is larger, you can use online tools to compress the file.
• Clarity: All your documents must be clear – all text and images on the documents must be clear. Blurred or unclear documents will delay your visa.

When it comes to scanning your documents, quality matters.

Read also: How many times can I visit Canada in one year?

I recommend using a reliable scanner or a good smartphone scanning app – Camscanner is a personal favourite.

Make sure your scanned copies are clear, legible, and in an acceptable file format, usually PDF or JPEG.

I’ve found it helpful to organize my documents into separate folders on my computer, labelling each one according to what it represents.

This small step can save you a lot of time and stress when uploading them.

Step 3: Log in to your IRCC account

Once you have all your documents ready, the next step is to log in to your Immigration, Refugees, and Citizenship Canada (IRCC) account.

If you don’t have an account yet, you need to create one.

• Go to the IRCC website: http://www.canada.ca or here: https://www.canada.ca/en/immigration-refugees-citizenship/services/application/account.html
• Log in: Enter your username and password  – if you already have an account.

When I logged into my IRCC account for the first time, it felt a bit overwhelming.

The site has many options and sections. I’m sure you’re already familiar with this.

Step 4: Uploading the documents

In your account:

• Find your application under the “View the applications you submitted” section.
• In the “Action” column, select “Check full application status”.
• At the top of the page, choose “View submitted application or upload documents”.
• Scroll down and click “Continue”. On this page, you can upload your documents.

Step 5: Upload one by one

Each type of document has its upload section (e.g., passport, photographs, proof of funds).

Make sure you’re uploading each document in the correct section.

Before you upload, double-check that the file size and format are correct – we’ll talk about the required file size according to IRCC below.

To upload a document, go to the document section and click upload, it will prompt you to select the file from your device, select it and click the upload button.

Read also: Where to send your passport for a Canada visa stamping in the USA?

I remember holding my breath every time I uploaded a document.

After uploading the documents, it’s a good idea to double-check each upload before moving on to the next one.

Step 6: Check your uploads

After uploading all the documents, review them thoroughly.

Please, don’t joke with this!

Reviewing your uploads is important because making changes won’t be easy once you submit your application.

Here’s what I always check for, after uploading my documents.

• I ensure the right document is in the right place.
• I make sure I haven’t missed any required documents.
• I open each uploaded file to check that it’s clear and readable.

During my first application, I almost submitted it without realizing I had uploaded the wrong version of my bank statement.

Read also: Where to send passport for a Canada visa stamping outside Canada

Thankfully, I caught it during this review stage.

Step 7: Submit your application

Once you’ve reviewed everything and are confident all is in order, the final step is to submit your application.

• Click “Submit”: Once you click this button, your application, along with all uploaded documents, will be sent for processing.
• Confirmation: You’ll receive a confirmation message and email from IRCC. Keep this for your records.

Here’s something that always happens to me when I get to this stage.

I always feel a huge sense of relief after submitting my application.

Read also: Cost of living in Canada for a single person with rent?

But remember, after submission, regularly check your IRCC account for updates.

Sometimes, IRCC will send a request for additional documents or clarification on something you’ve submitted.

• Check your email: IRCC will notify you by email if they need anything else.
• Log in to your account: Regularly check your IRCC account for any messages or updates.

In my case, I had to submit an additional medical exam, which delayed my application by a few weeks.

If you have any issues uploading your documents through your IRCC account, you can contact the IRCC through their web form here.

The web form is not designed to upload your documents, however, you can use it to reach IRCC if you’re having any issues with uploading your documents.

When you contact them through the web form, explain your challenges (that you’re having issues uploading your documents) and they’ll get back to you.

Sometimes, IRCC can send you an email, requesting your documents, in this situation, they’ll explain how they want you to send the documents.

It can be through your email address (as an attachment) or your IRCC account.

Follow the instructions in such an email.

What file formats are accepted for document uploads?

The Canadian government accepts PDF and JPEG formats for document uploads. Stick to these unless instructed otherwise.

Between PDF and JPEG formats, the best format to submit your visa application document is the PDF format.

Is there a size limit for document uploads?

Yes, there is a 4MB size limit for document upload. Keep your files under 4MB. The authorities imposed a 4MB file size limit for document uploads.

If your documents are too large, you can resize or compress them to 4MB or less.

How to resize and merge your Canadian visa documents

To convert, merge, and resize (or reduce) your Canadian visa documents, use online tools or Microsoft Word.

I find online tools better because they’re faster and more efficient.

How to resize your Canadian visa documents (Word document)

To resize your Word documents:

• Open the Word document that you need to resize.
• In the Microsoft Word toolbar, click on the “Page Layout” tab.
• Find the “Size” option within the Page Layout tab, and click on it.
• A drop-down menu will appear.
• From the drop-down menu, choose the appropriate page size for your Canadian visa document. Common options include Letter (8.5 x 11 inches) or A4 (8.27 x 11.69 inches), both of which are widely accepted.
• Upon selecting the page size, Word will automatically adjust the document to fit the new dimensions.
• Save the document with a new file name. You’re now done!

How to resize your Canadian Visa documents (PDF)

To resize your Canadian visa documents in PDF format, use online tools.

• Search for a good online PDF resizing tool like Smallpdf, ilovepdf.com, or PDF24.
• Upload your PDF document, specify the size you want and click continue.
• Upon clicking “continue or “resize”, your file will be automatically resized.
• Download the document in PDF format.

How to merge your Word documents for Canada visa application

If you have multiple Word documents that need to be merged into one, follow these steps:

• Organize and save all the Word documents you want to merge.
• Open a blank Word document.
• Go to the “Insert” tab, click on “Object” and select “Text from File.” Find and insert your first document.
• Insert other documents you want to merge in the same manner. Ensure they appear in the correct order.
• Check the merged document, if accurate, save the file with a new name and you’re done.

How to upload multiple documents for a Canada visa

To upload multiple documents:

• Properly name and organize your documents on your device.
• Log in to your IRCC account
• Go to the specific visa application you’ve started.
• In the “Upload Documents” section, you’ll see different categories for each required document.
• Click on each category, choose the appropriate file from your computer, and upload it.
• Continue uploading each document one by one into its designated section till you’re done.
• After uploading all the documents, place them appropriately and submit them.

How to upload a digital photo for a Canada visa

To upload a digital photo for a Canada visa:

• Save the photo on your device in the correct format and size
• Sign in to your IRCC account.
• In your visa application, go to the photo section
• Click the “upload option”, select your photo file from your computer, and upload it.
• After uploading the photo, save your progress and continue with the rest of your application.

Common mistakes to avoid when uploading documents for a Canada visa

Here are some common mistakes to avoid when uploading documents:

• Uploading incorrect file format: Always stick to the accepted formats (PDF, JPG, TIFF, PNG, DOCX).
• Uploading large files: Make sure your documents aren’t bigger than 4 MB.
• Uploading in the wrong section: Ensure that each document is uploaded in the correct section.
• Uploading unclear scans: Make all your scanned documents clear and legible.

I learned from others who shared their experiences with me during my application process.

One friend of mine had his application delayed because he uploaded his passport photo in the wrong section.

Don’t let these simple errors affect your visa processing time.

Do I need to submit original documents or copies?

No, you don’t need to submit original documents or copies of your documents. Scanned or photocopies of the original documents are acceptable, provided they are clear.

If you want your application processed fast, ensure you upload all the required documents in the right size and format and in the right sections.

Read also: How to submit passport for a Canada visa

Avoid mistakes when uploading your documents.

If you have any questions or issues while uploading your documents, don’t hesitate to reach out for help.

Good luck with your application!