Employment offer numbers become invalid after any work permit decision
On This Page You Will Find:
- Why your $230 employer compliance fee disappears after any work permit decision
- The exact steps to submit a new employment offer after refusal
- How to avoid costly mistakes that delay your worker's application
- Timeline expectations for resubmitting under the International Mobility Program
- Essential documentation requirements for your fresh application
Summary:
If you're an employer whose worker just received a work permit refusal under the International Mobility Program, you're facing an expensive reality: your original offer of employment number is now permanently unusable. This means starting completely over with a new $230 compliance fee, fresh documentation, and a brand-new 7-digit offer number. Understanding this "no reuse" policy could save you weeks of confusion and help you get your international worker back on track faster. Here's everything you need to know about navigating this frustrating but necessary process.
🔑 Key Takeaways:
- Once any decision is made on a work permit application, the employment offer number becomes permanently invalid
- You must pay the $230 employer compliance fee again for each new employment offer submission
- The "no reuse" policy applies to both approved AND refused applications
- A completely new 7-digit offer number must be generated through the Employer Portal
- This policy maintains application integrity but creates additional costs for employers
Maria Santos thought she was being smart. When her company's software developer from Brazil received a work permit refusal last month, she assumed she could simply resubmit the application using the same offer of employment number. After all, nothing had changed about the job or the worker's qualifications.
She was wrong.
What Maria discovered—along with thousands of other Canadian employers each year—is one of the most frustrating aspects of the International Mobility Program: once an immigration officer makes any decision on a work permit application, that offer of employment number dies forever.
The Iron-Clad No Reuse Rule
The policy couldn't be clearer: once an officer renders a decision on any work permit application, the associated offer of employment number becomes permanently invalid. This rule applies whether your worker's application was approved, refused, or even withdrawn.
Think of it like a concert ticket. Once it's been scanned at the gate—regardless of whether the person actually entered the venue—that ticket can never be used again.
For employers, this means facing some harsh financial realities. If your worker's application gets refused, you're looking at:
- Another $230 employer compliance fee (unless you qualify for an exemption)
- Additional processing time for the new offer submission
- Potential delays while gathering updated documentation
- The frustration of essentially starting from square one
How the Employment Offer System Actually Works
When you submit an offer of employment through the Employer Portal, the system generates a unique 7-digit number. This number becomes the digital DNA that connects your job offer to your worker's specific application.
Immigration officers use this number to verify that the employment offer is legitimate, current, and tied to a real employer who has met all compliance requirements. Once they've made their decision—whether it's a stamp of approval or a letter of refusal—the system flags that number as "used" and locks it permanently.
This isn't a bug in the system; it's a feature designed to maintain the integrity of the immigration process. It prevents employers from recycling old offers for new workers or reusing outdated employment information.
What This Means for Your Wallet
The financial impact hits employers particularly hard. The $230 employer compliance fee isn't just a one-time cost—it's a per-application expense that you'll need to pay every time you submit a fresh offer of employment.
Let's say you're a growing tech company that hired three international developers last year, and two of their initial applications were refused due to documentation issues. You're now looking at:
- Original compliance fees: $690 (3 × $230)
- Additional fees for resubmissions: $460 (2 × $230)
- Total cost: $1,150 just in compliance fees
For smaller businesses operating on tight margins, these unexpected costs can be significant. It's why many employers now build potential resubmission costs into their international hiring budgets.
The Step-by-Step Resubmission Process
If you're facing a work permit refusal and need to start over, here's exactly what you need to do:
Step 1: Review the Refusal Letter Before rushing to resubmit, carefully analyze why the application was refused. Common issues include incomplete documentation, questions about the job offer's legitimacy, or concerns about the worker's qualifications. Address these issues before moving forward.
Step 2: Access the Employer Portal Log into your Immigration, Refugees and Citizenship Canada (IRCC) Employer Portal account. You'll need to submit a completely new offer of employment—you cannot modify or reactivate the previous one.
Step 3: Complete the New Offer Fill out all required fields as if this were your first time hiring this worker. Even if the job details are identical to your previous submission, you must enter everything fresh.
Step 4: Pay the Compliance Fee Submit your $230 payment (unless you qualify for an exemption). This fee is non-refundable, regardless of the outcome of your worker's subsequent application.
Step 5: Receive Your New Number Once processed, you'll receive a new 7-digit offer of employment number. This is what your worker will use in their fresh work permit application.
Common Mistakes That Cost Time and Money
Many employers make critical errors during resubmission that lead to further delays:
Using Outdated Information: Just because you're resubmitting doesn't mean you can use old wage data or job descriptions. Make sure everything reflects current market conditions and your company's current situation.
Rushing the Process: Take time to address the specific reasons for the initial refusal. Simply resubmitting identical information often leads to another refusal.
Forgetting About Timing: Some employment offers have expiration dates. Make sure your new submission accounts for realistic processing times.
Inadequate Documentation: Use the refusal as an opportunity to strengthen your application with additional supporting documents that might help your case.
Why This Policy Exists
While frustrating for employers, the no-reuse policy serves several important purposes in Canada's immigration system. It ensures that each work permit application is evaluated based on current, accurate information rather than potentially outdated employment offers.
The policy also helps prevent fraud by making it impossible for employers to recycle employment offers for multiple workers or to use old offers that no longer reflect genuine job opportunities.
From an administrative perspective, it creates a clear paper trail that helps immigration officers track the history of employment offers and identify any patterns that might indicate compliance issues.
Planning for Success on Your Next Application
Given the costs and delays associated with refusals, it's worth investing extra time and resources in getting your resubmission right the first time.
Consider working with an immigration lawyer or consultant who can review your application before submission. While this adds to your upfront costs, it's often less expensive than paying multiple compliance fees and dealing with extended delays.
Make sure your worker understands any changes or improvements you've made to the employment offer. They'll need to reference the new offer number and may need to provide additional documentation to support the fresh application.
Document everything carefully. Keep detailed records of your employment offer submissions, compliance fee payments, and any correspondence with IRCC. This information becomes valuable if you face questions about your hiring practices down the road.
Looking Ahead: What This Means for Your Hiring Strategy
The no-reuse policy should factor into your international hiring planning. When budgeting for foreign workers, consider building in contingency funds for potential resubmissions. Industry data suggests that roughly 15-20% of work permit applications face initial refusals, though rates vary significantly by country of origin and occupation type.
Some employers are also exploring alternative immigration pathways that might be less susceptible to refusal, such as intra-company transfers or provincial nominee programs, depending on their specific circumstances.
The key is understanding that hiring international workers involves inherent risks and costs beyond just the obvious fees. The most successful employers are those who plan for these contingencies rather than being caught off guard by them.
Moving Forward After Refusal
While discovering that you need to start over with a new employment offer can be frustrating, it's not the end of the road for your international hiring plans. Many employers successfully bring their workers to Canada on the second attempt, especially when they take time to address the specific issues that led to the initial refusal.
The most important thing is to view the refusal as valuable feedback rather than just a setback. Immigration officers don't refuse applications arbitrarily—there are always specific reasons, and addressing those reasons significantly improves your chances of success on the next attempt.
Remember that your worker is likely just as frustrated as you are, if not more so. Maintaining open communication about your plans to resubmit and your timeline for doing so helps preserve the employment relationship and demonstrates your commitment to bringing them to Canada.
The International Mobility Program's no-reuse policy may seem harsh, but understanding and planning for it is simply part of the cost of doing business in today's global economy. With proper preparation and realistic expectations, you can navigate this challenge and successfully bring the international talent your business needs to Canada.
FAQ
Q: What happens to my employment offer number if my worker's permit application gets refused?
Once an immigration officer makes any decision on a work permit application—whether it's approved, refused, or withdrawn—the associated employment offer number becomes permanently invalid and cannot be reused. This means your original 7-digit offer number is essentially "dead" and you'll need to start completely over with a new submission through the Employer Portal. The system flags used numbers to maintain application integrity and prevent fraud. Unfortunately, this also means you'll need to pay the $230 employer compliance fee again for each new employment offer submission, making refusals particularly costly for employers.
Q: How much will it cost me to resubmit after a work permit refusal?
Resubmitting after a refusal requires paying the full $230 employer compliance fee again, unless you qualify for specific exemptions. This fee is per application, so if you're hiring multiple international workers, costs can add up quickly. For example, if you hired three workers and two faced initial refusals, you'd pay $1,150 total in compliance fees ($690 for original submissions plus $460 for resubmissions). Industry data shows roughly 15-20% of work permit applications face initial refusals, so many employers now build contingency funds into their international hiring budgets to account for potential resubmission costs and processing delays.
Q: Can I modify my existing employment offer instead of creating a completely new one?
No, you cannot modify or reactivate a previous employment offer once any decision has been made on the associated work permit application. The IRCC system requires you to submit a completely fresh offer of employment through the Employer Portal, filling out all required fields as if hiring this worker for the first time. Even if the job details, salary, and working conditions are identical to your previous submission, you must enter everything from scratch. This generates a new 7-digit offer number that your worker will use in their fresh work permit application. Think of it like needing a completely new concert ticket rather than just modifying an old one.
Q: What's the step-by-step process for resubmitting an employment offer after refusal?
First, carefully review the refusal letter to understand specific issues that need addressing—common problems include incomplete documentation or questions about job legitimacy. Next, log into your IRCC Employer Portal and submit a completely new offer of employment, ensuring all information reflects current conditions and addresses refusal reasons. Pay the $230 compliance fee (non-refundable regardless of outcome), then wait to receive your new 7-digit offer number. The entire process typically takes several weeks, so factor this into your hiring timeline. Avoid common mistakes like using outdated wage information or rushing without addressing the original refusal reasons, as this often leads to another refusal.
Q: Why does this no-reuse policy exist if it's so expensive for employers?
The no-reuse policy serves several critical functions in Canada's immigration system. It ensures each work permit application uses current, accurate information rather than potentially outdated employment offers that might no longer reflect genuine job opportunities. The policy prevents fraud by making it impossible to recycle offers for multiple workers or reuse old offers inappropriately. From an administrative perspective, it creates a clear audit trail helping immigration officers track employment offer history and identify compliance issues. While frustrating and costly for employers, this system maintains the integrity of the International Mobility Program and protects both workers and the Canadian labor market from potential abuse.
Q: How can I improve my chances of success when resubmitting after a refusal?
Start by thoroughly analyzing the refusal letter to identify specific deficiencies, then address each issue systematically in your new submission. Consider hiring an immigration lawyer or consultant to review your application—while this adds upfront costs, it's often less expensive than multiple compliance fees and delays. Ensure all information reflects current market conditions, including updated wage data and job descriptions. Strengthen your application with additional supporting documentation that addresses the refusal reasons. Take time to properly prepare rather than rushing, as simply resubmitting identical information often leads to another refusal. Document everything carefully for future reference and maintain clear communication with your prospective worker throughout the process.
Q: Are there any alternatives to going through the IMP resubmission process after a refusal?
Depending on your specific circumstances, you might explore alternative immigration pathways that could be less susceptible to refusal. Options include intra-company transfer programs if you have international offices, Provincial Nominee Programs (PNP) if your province has suitable streams, or other work permit categories under different programs. Some employers also consider whether the worker might qualify for permanent residence programs that could bypass temporary work permit requirements entirely. However, each alternative has its own eligibility requirements, processing times, and costs. Consult with an immigration professional to evaluate whether these alternatives make sense for your situation, as they're not always available or appropriate for every employer-worker combination.
