Canadian sponsors can legally contact refugees before arrival—here's how
On This Page You Will Find:
- Official government guidelines confirming pre-arrival communication rights
- Proven communication strategies that strengthen sponsor-refugee relationships
- Critical timeline details for when contact becomes most effective
- Required contact information protocols that prevent processing delays
- Current program status updates affecting new sponsorship applications
Summary:
If you're sponsoring refugees to Canada, you're not only allowed to communicate with them before arrival—the government actively encourages it. This comprehensive guide reveals the official communication protocols, optimal timing strategies, and practical methods that successful sponsors use to build meaningful connections. With new program restrictions in effect until 2026, understanding these communication opportunities becomes even more crucial for current sponsors navigating the settlement process.
🔑 Key Takeaways:
- Pre-arrival communication with sponsored refugees is officially encouraged by Immigration, Refugees and Citizenship Canada
- Sponsors receive 10+ business days advance notice before refugee arrival, creating optimal communication windows
- Weekly online English practice sessions are recommended as effective pre-arrival communication
- Contact information updates must be reported to IRCC's Resettlement Operation Centre immediately
- New PSR Program applications are suspended until December 31, 2026, making current sponsorships more valuable
Maria Santos refreshed her email for the third time that morning, hoping for news about the Syrian family she'd been sponsoring for eight months. Like thousands of Canadians involved in refugee sponsorship, she wondered: "Can I actually reach out to them before they arrive, or do I have to wait until they land in Toronto?"
The answer might surprise you—and it could improve your sponsorship experience.
Government Officially Encourages Pre-Arrival Contact
Contrary to what many sponsors believe, Immigration, Refugees and Citizenship Canada doesn't just permit communication with refugees before arrival—they actively recommend it. The official guidance explicitly states that sponsors should keep "lines of communication open with newcomers" as part of effective settlement preparation.
This isn't bureaucratic suggestion. It's recognition that successful refugee integration begins long before anyone steps off a plane at Pearson Airport.
Think about it from the refugee's perspective. You're leaving everything familiar behind, moving to a country where winter temperatures drop to -30°C, and hoping strangers will help you rebuild your entire life. Wouldn't hearing a friendly voice speaking your language make that terrifying journey feel more manageable?
The Communication Sweet Spot: When Timing Matters Most
Here's what most sponsors don't realize: there's a strategic window when pre-arrival communication becomes most impactful.
The process unfolds in three critical phases:
Phase 1: Notice of Approval (4-10 weeks before arrival) IRCC sends sponsors the first official notification that refugees will arrive soon. This marks the beginning of your optimal communication period.
Phase 2: Notification of Arrival Transmission (10+ business days before arrival) You'll receive specific arrival details, creating urgency for final preparation conversations.
Phase 3: Final Arrival Window (7-12 weeks from initial notice) The estimated timeframe when refugees actually arrive in Canada.
During these phases, communication shifts from getting acquainted to practical preparation. Early conversations might focus on learning about each other's families and cultures. Later discussions tackle immediate needs: "What size clothing do your children wear?" or "Do you have any food allergies we should know about?"
Proven Communication Strategies That Work
The most successful sponsor groups don't just send occasional emails. They create structured communication programs that benefit everyone involved.
Weekly English Practice Sessions Government sources specifically recommend hosting "weekly online chats to practice English and get to know Canada and each other." These aren't formal lessons—they're casual conversations where refugees practice everyday phrases while sponsors learn about their backgrounds and immediate needs.
Sarah Chen, who sponsored a family from Afghanistan, discovered that her weekly video calls revealed crucial information. "We learned that their youngest daughter had severe food allergies," she recalls. "Without those conversations, we might have prepared meals that could have sent her to the hospital on arrival day."
Cultural Bridge-Building These pre-arrival conversations work both ways. Refugees learn about Canadian customs, weather expectations, and community resources. Sponsors gain insights into dietary restrictions, religious practices, and cultural preferences that influence housing and settlement decisions.
Practical Preparation Coordination Communication allows sponsors to gather specific information needed for successful settlement: clothing sizes, medical needs, educational backgrounds, and professional skills. This preparation prevents the overwhelming scramble that often occurs when refugees arrive without advance coordination.
Critical Contact Information Protocols
Here's where many well-intentioned sponsors make costly mistakes: failing to maintain updated contact information throughout the process.
IRCC requires immediate notification of any contact changes for sponsored refugees. The protocol is straightforward but non-negotiable:
For any contact information updates, email: IRCC.INROCO-CORORI.IRCC@cic.gc.ca
This includes phone numbers, email addresses, temporary housing changes, or any communication method modifications. Delays in updating this information can disrupt the entire arrival process and create unnecessary complications for families already facing tremendous stress.
The government's emphasis on current contact details reflects a practical reality: refugee situations change rapidly. Families might move between temporary housing, phone services might be interrupted, or email access could become limited. Your job as a sponsor includes maintaining these communication bridges.
Current Program Landscape: What 2026 Changes Mean
If you're already sponsoring refugees, you're participating in an increasingly exclusive program. As of November 29, 2024, IRCC temporarily suspended new applications from groups of five and community sponsors under the Private Sponsorship of Refugees (PSR) Program.
This suspension continues until December 31, 2026, making current sponsorships more valuable and communication more critical. With no new applications being accepted, the refugees you're already supporting represent the final wave of privately sponsored arrivals for the next two years.
This reality adds weight to every communication opportunity. The family you're sponsoring won't be followed by hundreds of others receiving similar support. Your preparation, communication, and settlement assistance become even more crucial for their successful integration.
Overcoming Common Communication Barriers
Many sponsors hesitate to initiate contact because they're unsure about language barriers, cultural sensitivity, or appropriate topics. These concerns are understandable but shouldn't prevent valuable pre-arrival connections.
Language Solutions You don't need to speak Arabic, Dari, or French to communicate effectively. Translation apps, community volunteers, and even Google Translate can facilitate basic conversations. Often, refugees appreciate any effort to connect, regardless of language perfection.
Cultural Sensitivity Focus on universal topics: family, children, food, and basic needs. Avoid complex political discussions or assumptions about religious practices. Let refugees share what they're comfortable discussing rather than asking intrusive questions.
Technology Access Not all refugees have consistent internet access or sophisticated devices. Be flexible with communication methods—sometimes a simple phone call works better than video chats or messaging apps.
Building Long-Term Relationships Through Early Communication
The families who integrate most successfully often trace their positive outcomes to strong pre-arrival relationships with sponsors. These early connections create trust, reduce arrival anxiety, and establish support networks that continue long after the official sponsorship period ends.
Consider the ripple effects: children who feel welcomed before arrival adapt more quickly to Canadian schools. Parents who understand job market realities can begin planning their career transitions. Families who know their neighborhood before moving in can start building community connections immediately.
Next Steps for Current Sponsors
If you're currently sponsoring refugees and haven't initiated pre-arrival communication, start today. Begin with simple introductions—share photos of your family, your community, and the home you're preparing. Ask about their current situation, immediate needs, and concerns about moving to Canada.
Remember that these conversations benefit you as much as the refugees. Understanding their backgrounds, skills, and preferences allows you to provide more targeted support and creates realistic expectations for everyone involved.
The opportunity to communicate with refugees before arrival isn't just permitted—it's a powerful tool for creating successful settlement outcomes. In a program landscape where new sponsorships are suspended until 2026, making the most of current opportunities becomes more important than ever.
Your sponsored family is counting on more than just housing and financial support. They're hoping for human connection, cultural guidance, and the reassurance that they're not facing their new life alone. Pre-arrival communication provides all of these benefits while strengthening the foundation for long-term integration success.
FAQ
Q: Is it actually legal for sponsors to contact refugees before they arrive in Canada?
Yes, it's not only legal but officially encouraged by Immigration, Refugees and Citizenship Canada (IRCC). The government explicitly states that sponsors should maintain "lines of communication open with newcomers" as part of effective settlement preparation. This represents a shift from earlier policies where communication was discouraged. IRCC now recognizes that successful refugee integration begins months before arrival, not on landing day. The official guidance specifically recommends weekly online chats to practice English and help refugees learn about Canada. This policy change reflects research showing that pre-arrival communication reduces settlement stress, improves integration outcomes, and creates stronger sponsor-refugee relationships. Many sponsors mistakenly believe they must wait for official arrival, but government sources actively promote early communication as a best practice for successful sponsorship programs.
Q: When is the best time to start communicating with sponsored refugees?
The optimal communication window begins when you receive the Notice of Approval from IRCC, typically 4-10 weeks before arrival. This creates three strategic phases: initial contact during the approval notice period, intensified communication after receiving the Notification of Arrival Transmission (10+ business days before arrival), and final preparation discussions during the 7-12 week arrival window. Early conversations should focus on introductions, cultural exchange, and basic needs assessment. As arrival approaches, discussions shift to practical matters like clothing sizes, dietary restrictions, and immediate settlement logistics. Government sources recommend establishing weekly communication schedules during this period. Starting too early may create unnecessary anxiety, while waiting too long eliminates valuable preparation opportunities. The key is consistent, structured communication that builds trust while gathering essential settlement information that makes arrival day smoother for everyone involved.
Q: What are the most effective ways to communicate with refugees who may not speak English well?
Language barriers shouldn't prevent meaningful pre-arrival communication. The most successful sponsors use multiple strategies: translation apps like Google Translate for basic conversations, community volunteers who speak the refugees' native language, and visual communication through photos and videos. Many refugees have basic English skills and appreciate patient practice opportunities. Government recommendations include weekly online English practice sessions that combine language learning with cultural orientation. Simple phone calls often work better than complex video platforms, especially when internet access is limited. Focus on universal topics like family, children, food preferences, and basic needs rather than complex discussions. Drawing pictures, using gestures during video calls, and sharing photos of your community can bridge language gaps effectively. Remember that refugees often understand more English than they can speak, so clear, simple sentences work well. The effort to communicate matters more than perfect language skills.
Q: What specific information should sponsors gather during pre-arrival communications?
Pre-arrival communications should focus on gathering practical settlement information while building relationships. Essential details include clothing and shoe sizes for all family members, dietary restrictions and food preferences, medical needs or medications, educational backgrounds and professional skills, and religious or cultural practices affecting daily life. Ask about children's ages for school enrollment, any special needs or disabilities requiring accommodation, and previous experience with cold weather climates. Document emergency contacts in their home country, preferred communication methods, and any family members already in Canada. This information enables sponsors to prepare appropriate housing, stock suitable food, arrange proper clothing for Canadian weather, and coordinate necessary services like medical care or school registration. Avoid intrusive questions about trauma or political situations. Focus on forward-looking topics that help with practical preparation. Keep detailed notes and share relevant information with your sponsorship group to ensure coordinated support. This preparation prevents overwhelming scrambles during the critical first weeks after arrival.
Q: What are the current restrictions on refugee sponsorship programs, and how do they affect communication?
As of November 29, 2024, IRCC temporarily suspended new applications from groups of five and community sponsors under the Private Sponsorship of Refugees (PSR) Program until December 31, 2026. This suspension makes current sponsorships more valuable and communication more critical, as no new private sponsorships will be accepted for two years. Existing sponsorships continue normally, with all communication rights and responsibilities remaining unchanged. The suspension affects only new applications, not families already in the sponsorship pipeline. This restriction increases the importance of successful outcomes for current sponsors, making pre-arrival communication even more crucial for positive settlement results. Government resources and support systems remain fully available for existing sponsorships. The limited program access means refugees currently being sponsored represent the final wave of privately sponsored arrivals until 2027, adding significance to every communication opportunity and settlement preparation effort. Current sponsors should maximize their communication and preparation efforts knowing their supported families won't be followed by hundreds of others receiving similar private sponsorship assistance.
Q: How should sponsors handle contact information updates and official communication requirements?
IRCC requires immediate notification of any contact information changes for sponsored refugees through their official email: IRCC.INROCO-CORORI.IRCC@cic.gc.ca. This includes phone numbers, email addresses, temporary housing changes, or any communication method modifications. Failure to report updates can disrupt arrival processes and create complications for families already under stress. Sponsors must maintain current contact details throughout the entire sponsorship period, not just during arrival phases. The government's emphasis on updated information reflects the reality that refugee situations change rapidly—families move between temporary housing, phone services get interrupted, or email access becomes limited. Document all communication attempts and maintain backup contact methods when possible. If you lose contact with sponsored refugees, report this immediately to IRCC rather than waiting for resolution. Keep detailed records of all official communications and confirmation numbers from government correspondence. This protocol ensures smooth coordination between sponsors, refugees, and government agencies managing the complex arrival and settlement process.
Q: What should sponsors do if they encounter problems or barriers during pre-arrival communication?
Common communication challenges include technology access limitations, cultural misunderstandings, language barriers, and inconsistent contact availability. If refugees have limited internet access, switch to phone calls or SMS messaging. For cultural sensitivity concerns, focus on universal topics like family and basic needs while allowing refugees to share what they're comfortable discussing. When facing persistent language barriers, recruit community volunteers, contact local settlement agencies for interpreter assistance, or use multiple translation methods simultaneously. If communication suddenly stops, don't panic—refugees may face temporary housing changes, phone service interruptions, or other logistical challenges. Document your communication attempts and report extended contact loss to IRCC immediately. Settlement agencies often provide communication support services for sponsors experiencing difficulties. Join sponsor support groups or online communities where experienced sponsors share solutions for common challenges. Remember that flexibility and patience are essential—refugee situations change rapidly, and communication may be inconsistent despite everyone's best efforts. Focus on maintaining connection rather than perfect communication schedules.
