Lost your Canadian work permit? Here's how to get it replaced quickly
On This Page You Will Find:
- Step-by-step process to replace your lost, stolen, or destroyed work permit
- Essential documents you must gather before applying
- Police report requirements that could delay your application
- Immediate alternatives available at IRCC offices nationwide
- Critical mistakes that cause 40% of replacement applications to fail
Summary:
Losing your work permit in Canada doesn't have to derail your career or legal status. Whether it was stolen from your car, destroyed in a house fire, or simply misplaced during a move, you can obtain a replacement through Immigration, Refugees and Citizenship Canada (IRCC). This process involves completing specific forms, gathering supporting documents, and paying required fees. For stolen permits, you'll need a police report with an official report number. The entire replacement process typically takes several weeks, but immediate verification options are available at local IRCC offices, including those at major airports. Understanding these requirements upfront can save you months of delays and ensure you maintain your legal work status throughout the replacement process.
🔑 Key Takeaways:
- You must file a police report and obtain the report number if your work permit was stolen
- Form IMM 5545 is required for all replacement applications, along with government-issued ID
- IRCC offices at airports can provide immediate verification while you wait for your replacement
- Address changes during processing must be reported immediately to avoid lost documents
- Only current and valid permits are eligible for replacement through this process
Maria Santos stared at her empty wallet in disbelief. Her work permit – the document that allowed her to legally work as a software developer in Toronto – was gone, along with her credit cards and cash. The theft had happened so quickly at the subway station that she barely had time to process what occurred. Now, three days later, the reality was setting in: without that permit, her employer couldn't verify her work authorization, and her entire career in Canada hung in the balance.
If you've found yourself in a similar situation, you're not alone. Thousands of temporary residents lose their work permits each year through theft, natural disasters, or simple misplacement. The good news? Canada's immigration system has a clear process for replacing these critical documents, and you can maintain your legal status throughout the replacement period.
Understanding the Replacement Process
When your work permit goes missing, you're not applying for a new permit entirely. Instead, you're requesting either a Verification of Status (VOS) document or a replacement copy of your existing valid document. This distinction matters because it means you don't need to prove your eligibility for a work permit all over again – you just need to prove who you are and that you had a valid permit.
The process centers around one key form: Application for a Verification of Status (VOS) or Replacement of an Immigration Document (IMM 5545). This single application handles all types of temporary resident document replacements, whether you've lost a work permit, study permit, or visitor record.
Step 1: File a Police Report (If Stolen)
Here's where many applicants hit their first roadblock. If your work permit was stolen – not just lost or destroyed – you absolutely must file a police report before submitting your replacement application. This isn't optional, and failing to include a police report number will result in your application being returned unprocessed.
Contact the police service in the jurisdiction where the theft occurred. If you were robbed in downtown Toronto, contact Toronto Police Services. If it happened in Vancouver, reach out to the Vancouver Police Department. The location of the theft, not where you live, determines which police service to contact.
When filing your report, ask for two things: a complete copy of the police report and the official report number. While IRCC only requires the report number for your application, having the full report can be helpful if questions arise later in the process.
Step 2: Gather Your Supporting Documents
The documentation requirements might seem straightforward, but small oversights cause significant delays. You'll need to provide photocopies (not originals) of several documents:
Government-issued identification forms the foundation of your application. This can be a driver's license, provincial health card, or any federal or provincial government-issued ID. The photo requirement is flexible – cards without photos are acceptable as long as they're government-issued.
Your original work permit copy proves you had a valid document. If you don't have a photocopy, don't panic – many people don't keep copies of their permits. However, if you have any photos of your permit (perhaps from when you first received it), include those.
Passport pages containing your entry stamps, visa, and biographical information help IRCC verify your identity and immigration history. Include copies of all relevant pages, not just the photo page.
Step 3: Complete Form IMM 5545
The Application for a Verification of Status or Replacement of an Immigration Document might reference form IMM 5009 in some older guides, but IMM 5545 is the current, correct form. Download the most recent version from the IRCC website to avoid processing delays.
Pay careful attention to the address section. Your contact information – including your email address – must remain valid throughout the entire processing period, which can take several weeks. If you're planning to move or change your email, either wait until after you receive your replacement or be prepared to notify IRCC immediately of any changes.
Step 4: Pay the Required Fees
Processing fees must be paid online through the IRCC website before submitting your application. Keep your payment receipt – you'll need to include a copy with your application package. The fee structure covers the administrative costs of verifying your status and producing your replacement document.
Step 5: Submit Your Complete Application
Before mailing your application, double-check that you've included all required documents. Incomplete applications are returned unprocessed, adding weeks to your timeline. Create a checklist:
- Completed IMM 5545 form
- Photocopy of government-issued ID
- Photocopy of original work permit (if available)
- Police report number (if stolen)
- Copy of fee payment receipt
- Copies of relevant passport pages
Immediate Alternatives for Urgent Situations
If you need immediate verification of your work status – perhaps because your employer requires proof before your next paycheck – visit any local IRCC office. This includes offices located at major international airports like Toronto Pearson, Vancouver International, and Montreal-Trudeau.
IRCC staff can verify your identity and immigration status on the spot. After confirmation, they'll arrange for a new work permit card to be mailed to your legal address in Canada. This option doesn't replace the formal application process, but it can provide the immediate documentation you need to continue working while waiting for your replacement.
Critical Mistakes That Cause Delays
Address changes represent the biggest risk to successful replacement. If you move after submitting your application but before receiving your new permit, your replacement document could be delivered to your old address. IRCC isn't responsible for documents lost during mail delivery, which means you'd need to start the entire process over with new fees.
Incomplete police reports cause unnecessary back-and-forth with IRCC. When filing your theft report, ensure the police officer includes all relevant details about your stolen documents. A vague report might prompt IRCC to request additional information, extending your processing time.
Outdated forms seem like a minor issue but can derail your application entirely. Immigration forms are updated regularly, and using an outdated version will result in your application being returned. Always download forms directly from the IRCC website on the day you plan to submit.
What Happens Next
Once IRCC receives your complete application, they'll begin processing your request. During this time, your legal status in Canada remains unchanged – losing your physical work permit doesn't invalidate your authorization to work. However, you may face practical challenges if employers or other organizations need to verify your status.
Your replacement document will be mailed to the address you provided in your application. This is why keeping your address current is so critical. If you're concerned about mail security, consider using a trusted friend or family member's address where someone is usually available to receive mail.
Protecting Your Replacement Document
Once you receive your new work permit, take steps to prevent future losses. Make several photocopies and store them in different locations – your home, workplace, and with a trusted friend or family member. Consider taking a clear photo with your smartphone and storing it in a secure cloud service.
Some temporary residents also choose to carry a photocopy instead of their original permit for daily activities, keeping the original in a secure location at home. While a photocopy isn't always sufficient for official purposes, it can help in many routine situations and reduces the risk of losing your original document.
Conclusion
Losing your work permit feels overwhelming, but Canada's replacement process is designed to help you maintain your legal status without starting from scratch. Whether your permit was stolen from your car, destroyed in a flood, or simply misplaced during a move, following these five steps will get you back on track. Remember to file that police report if your permit was stolen, gather all supporting documents before starting your application, and keep your address current throughout the process. For immediate needs, don't forget that IRCC offices can provide same-day verification while you wait for your replacement to arrive by mail.
FAQ
Q: How long does it take to get a replacement work permit in Canada, and can I continue working while I wait?
The replacement process typically takes 4-8 weeks from the time IRCC receives your complete application, though processing times can vary based on current application volumes. The good news is that losing your physical work permit doesn't invalidate your legal authorization to work in Canada - your status remains unchanged throughout the replacement process. However, you may face practical challenges if your employer needs to verify your work authorization. For immediate verification, visit any local IRCC office, including those at major airports like Toronto Pearson or Vancouver International, where staff can confirm your status on the spot and arrange for expedited mailing of your replacement document. Keep documentation of your replacement application submission as proof that you're taking appropriate steps to replace your lost document.
Q: What's the difference between filing for a stolen work permit versus a lost or destroyed one?
The key difference lies in the police report requirement, which is mandatory for stolen permits but not required for lost or destroyed documents. If your work permit was stolen, you must file a police report with the jurisdiction where the theft occurred and include the official report number in your replacement application. Failure to provide this police report number will result in your application being returned unprocessed, adding weeks to your timeline. For lost or destroyed permits (such as those damaged in house fires, floods, or simply misplaced), you can proceed directly to completing Form IMM 5545 without any police documentation. When filing a theft report, specifically mention that your work permit was among the stolen items and request both the official report number and a complete copy of the report for your records.
Q: What documents do I need to include with my replacement application, and what if I don't have copies of my original work permit?
Your replacement application requires several key documents: a completed Form IMM 5545, photocopies of government-issued identification (driver's license, provincial health card, or any federal/provincial ID), copies of relevant passport pages including your photo page and entry stamps, proof of fee payment, and the police report number if stolen. If you don't have a copy of your original work permit, don't panic - this won't prevent you from getting a replacement. IRCC has access to your immigration records and can verify your permit details internally. However, if you have any photos of your original permit on your phone or stored digitally, include those as supporting evidence. The government-issued ID requirement is flexible - cards without photos are acceptable as long as they're issued by federal or provincial authorities. Never send original documents, as IRCC only accepts photocopies for replacement applications.
Q: Can I get immediate help if I need to prove my work status urgently before my replacement arrives?
Yes, IRCC offers same-day verification services at local offices nationwide, including convenient locations at major international airports. Visit any IRCC office with government-issued identification, and staff can verify your identity and immigration status immediately using their internal systems. This service is particularly valuable if your employer requires immediate proof of work authorization or if you're facing urgent situations like payroll verification. After confirming your status, IRCC staff will arrange for a new work permit card to be mailed to your Canadian address, though you'll still need to submit the formal replacement application with all required documents and fees. This immediate verification doesn't replace the official replacement process but provides the documentation bridge you need while waiting for your new permit to arrive by mail.
Q: What are the most common mistakes that cause replacement applications to be rejected or delayed?
Address changes represent the biggest risk, affecting nearly 40% of problematic applications. If you move after submitting your application but before receiving your replacement, your new permit could be delivered to your old address, and IRCC isn't responsible for mail delivery issues. Other critical mistakes include using outdated forms (always download Form IMM 5545 directly from the IRCC website), submitting incomplete police reports for stolen permits, and providing invalid contact information. Many applicants also fail to include the fee payment receipt or submit original documents instead of photocopies. To avoid delays, create a checklist before mailing: completed IMM 5545, government ID photocopy, passport page copies, police report number (if applicable), and payment receipt. Double-check that your email address will remain active throughout the processing period, as IRCC may need to contact you for additional information.
Q: How much does it cost to replace a lost work permit, and what payment methods does IRCC accept?
Work permit replacement fees must be paid online through the IRCC website before submitting your application. The current processing fee covers administrative costs for verifying your status and producing your replacement document. IRCC only accepts online payments through their secure portal using major credit cards or debit cards. You cannot pay by cash, money order, or personal check. After completing your online payment, you'll receive a digital receipt that must be printed and included with your application package. Keep multiple copies of this receipt, as it serves as proof of payment and contains a reference number that IRCC uses to match your payment to your application. If you're having technical difficulties with online payment, contact the IRCC call center for assistance, but note that payment must still be completed online - there are no alternative payment methods accepted for replacement applications.
