Immigration delays affecting hundreds of thousands of Canadian applicants
On This Page You Will Find:
- Warning signs your application is classified as complex or non-routine
- Specific reasons IRCC flags applications for extended review
- How 2026's tighter immigration targets affect your processing time
- Actionable steps to prevent delays and respond to IRCC requests
- What to do if your background check has been pending for months
Summary:
Maria Santos watched her Express Entry application sit in "Background Verification - In Progress" for 18 months, wondering if she'd done something wrong. She hadn't - but her file had been flagged as complex, joining over 900,000 backlogged applications in Canada's immigration system. With only 380,000 permanent resident spots available in 2026 (down from the previously projected 500,000), understanding why applications get stuck and how to avoid common pitfalls could mean the difference between approval and indefinite delays. This guide reveals the five main triggers that push applications into non-routine processing and provides specific strategies to keep your file moving forward.
🔑 Key Takeaways:
- Over 900,000 immigration applications are currently backlogged, exceeding IRCC service standards
- Five main categories trigger complex processing: documentation issues, procedural problems, family changes, medical complications, and security screening
- Canada's 2026 immigration target dropped to 380,000 spots, making accuracy more critical than ever
- Never withdraw and resubmit your application - this resets processing time and triggers the same delays
- Responding immediately to IRCC requests is your best defense against extended processing times
When David Kim submitted his Provincial Nominee Program application in early 2024, he expected the standard 27-month processing time. Fifteen months later, his online portal still shows "Background Verification - In Progress" with no updates. David's experience isn't unusual - it's become the new reality for hundreds of thousands of immigration applicants whose files have been classified as "complex" or "non-routine."
If you've been waiting longer than the posted processing times, or if certain sections of your application seem frozen, your file may have triggered one of several red flags that push applications into extended review. Understanding these triggers - and knowing how to respond - could save you months or even years of uncertainty.
What Pushes Your Application Into the Complex Category?
Immigration, Refugees and Citizenship Canada (IRCC) classifies applications as complex when they require additional review beyond standard processing procedures. With over 2.2 million applications currently in the system and more than 900,000 exceeding service standards, these classifications have become increasingly common.
The classification isn't necessarily negative - it simply means your file needs extra attention. However, it does mean significantly longer wait times, often with little to no communication from IRCC during the extended review period.
The Five Main Triggers for Complex Processing
1. Documentation Red Flags
Your application enters complex processing when IRCC identifies gaps or inconsistencies in your paperwork. The most common documentation triggers include:
Missing or Incomplete Documents: If IRCC requests additional residence documents, updated police certificates, or supplementary forms, your file immediately moves to non-routine processing. Even if you eventually provide everything requested, the complex classification typically remains.
Missed Deadlines: Failing to submit requested documents within IRCC's specified timeframe - usually 30 to 90 days - automatically triggers complex processing. Unlike routine applications, there's rarely a second chance to meet the original deadline.
Communication Breakdowns: Outdated contact information creates processing delays when IRCC can't reach you or your family members. If important correspondence bounces back or goes unanswered, your file gets flagged for manual review.
2. Procedural Complications
Missing scheduled appointments or failing to complete required steps pushes your application into extended review:
Missed Appointments: Whether it's a citizenship test, interview, or hearing, missing any scheduled appointment triggers non-routine classification. Even with valid reasons, rescheduling typically adds months to your processing time.
Admissibility Concerns: Any criminal, security, or medical admissibility issues require extensive review. This includes minor infractions, traffic violations in some cases, or gaps in your travel history that IRCC can't verify independently.
3. Family Situation Changes
Life changes that occur after you submit your application often trigger complex processing:
Age-Out Issues: When dependent children turn 18 or 22 (depending on the program) during processing, IRCC must reassess their eligibility and your family composition.
New Family Members: Adding dependents after submission - whether through marriage, birth, or adoption - requires complete reassessment of your application, including new medical exams and background checks for all family members.
Custody Documentation: Providing legal documents related to child custody, divorce, or marital status changes triggers additional verification procedures that can extend processing by 6 to 12 months.
4. Medical Examination Complications
Health-related delays are increasingly common as medical exam backlogs affect processing:
Expired Medical Exams: All family members' medical exams must be valid simultaneously when IRCC makes the final decision. If one person's exam expires, everyone may need to repeat the process.
Medical Surveillance: Certain health conditions require ongoing monitoring or specialist assessments, automatically classifying your application as complex regardless of the final medical determination.
5. Security Screening Delays
The most unpredictable category involves referrals to the Canadian Security Intelligence Service (CSIS):
Enhanced Security Checks: Certain factors - including travel history to specific countries, employment in sensitive industries, or military service - trigger comprehensive security reviews that can take 12 to 24 months or longer.
Name-Based Delays: Unfortunately, sharing a name with someone on security watch lists can trigger extended screening, even when you're clearly not the person of interest.
The 2026 Reality: Why Accuracy Matters More Than Ever
Canada's immigration landscape has shifted dramatically for 2026. The government's decision to welcome 380,000 new permanent residents represents a significant reduction from previously projected targets of 500,000 annual admissions. This means fewer available spots and increased competition for each immigration stream.
The implications are clear: IRCC can afford to be more selective. Applications with any irregularities, missing documents, or inconsistencies face higher refusal rates than in previous years. What might have been overlooked or easily corrected in 2023 could now result in application refusal.
Processing officers are under pressure to maintain quality standards while managing unprecedented application volumes. The result is more thorough initial reviews and less tolerance for incomplete submissions.
What You Can Do Right Now
If Your Application Is Already in Progress
Never Withdraw and Resubmit: This is the most common mistake applicants make when facing long delays. Withdrawing your application and starting over resets your processing time to zero and subjects you to the same security checks and reviews that caused the initial delay.
Monitor Your Online Account Daily: Check for updates, messages, or document requests at least once per day. IRCC correspondence often has tight deadlines, and missing them by even one day can add months to your processing time.
Respond Immediately to Any Requests: When IRCC asks for additional documents, medical exams, or interview attendance, treat it as urgent. Submit requested materials within days, not weeks, even if the official deadline allows more time.
If You Haven't Applied Yet
Triple-Check Everything: Review every document, form, and declaration multiple times before submission. Consider hiring an immigration consultant or lawyer for complex cases, especially if you have any admissibility concerns.
Prepare Backup Documents: Gather additional supporting documents beyond the minimum requirements. Having extra proof of residence, employment, or relationships can prevent requests for additional evidence later.
Update Contact Information Proactively: Ensure IRCC has current phone numbers, email addresses, and mailing addresses for all family members. Update this information immediately if it changes during processing.
Managing the Waiting Period
Set Realistic Expectations: If your application has been classified as complex, prepare for processing times that may exceed posted standards by 50% to 100%. The current backlog means even routine applications are taking longer than advertised.
Document Everything: Keep detailed records of all communications with IRCC, including dates, reference numbers, and copies of all submitted documents. This documentation becomes crucial if you need to follow up or escalate concerns.
Stay Informed About Policy Changes: Immigration policies and processing priorities can shift quickly. Following official IRCC updates and understanding how changes might affect your specific situation helps you make informed decisions about your application.
The reality is that immigration to Canada has become more complex and competitive in 2026. While you can't control IRCC's processing times or the overall application volume, you can control how well you prepare your application and how quickly you respond to requests.
Your immigration journey may take longer than expected, but understanding why applications get delayed - and taking proactive steps to avoid common pitfalls - gives you the best chance of success in Canada's increasingly selective immigration system. The key is patience, preparation, and immediate action when IRCC reaches out.
FAQ
Q: How do I know if my immigration application has been flagged as complex or non-routine?
Several clear indicators suggest your application has entered complex processing. The most obvious sign is when your processing time exceeds the posted service standards by 25% or more without explanation. For example, if Express Entry applications typically take 6 months and yours has been processing for 8+ months, it's likely been classified as complex. Other warning signs include your online status remaining unchanged for months (especially "Background Verification - In Progress"), receiving requests for additional documents or medical exams, or being asked to attend interviews or hearings. IRCC may also send correspondence mentioning "additional review required" or "non-routine processing." Currently, over 900,000 applications exceed service standards, so extended delays have become increasingly common rather than exceptional.
Q: What specific documentation issues most commonly trigger complex processing in 2026?
The most frequent documentation triggers include incomplete police certificates from all countries where you've lived for 6+ months, missing or expired medical exams for any family member, and inconsistencies in employment or education history. IRCC has become particularly strict about proof of funds documentation - bank statements must show consistent balances over 6 months, and large deposits require detailed explanations. Translation errors also trigger delays; all documents in languages other than English or French must be translated by certified translators with proper attestations. Additionally, missing signatures, outdated forms (IRCC frequently updates forms), and insufficient proof of relationship for family members consistently push applications into extended review. With 380,000 spots available in 2026 versus previously projected 500,000, officers can afford to be more thorough in their initial document review.
Q: Why do security screenings take so long, and what factors trigger enhanced security checks?
Security screenings involve multiple government agencies, primarily the Canadian Security Intelligence Service (CSIS), which operates independently from IRCC with its own timelines and priorities. Enhanced security checks are triggered by several factors: travel history to countries with security concerns, employment in sensitive industries (defense, telecommunications, government), military or police service, certain educational backgrounds in nuclear science or engineering, and unfortunately, sometimes simply having a name similar to someone on security watch lists. These comprehensive reviews typically take 12-24 months because they involve international coordination with security agencies in other countries. The process cannot be expedited, and IRCC has no control over CSIS timelines. Approximately 15-20% of applications undergo some form of enhanced security screening, and this percentage has increased as global security concerns have grown.
Q: If my application is already delayed, should I withdraw and resubmit with updated documents?
Absolutely not - this is one of the most costly mistakes applicants make. Withdrawing and resubmitting resets your processing time to zero and subjects your new application to the exact same security checks, medical reviews, and verification procedures that caused your initial delay. You'll lose your place in the processing queue and face the same or potentially longer delays. Instead, if IRCC requests updated documents (like expired medical exams or police certificates), submit them through the existing application. The only exception is if there's been a fundamental change in your circumstances (like a significant increase in CRS score through additional education or language improvement) that would substantially improve your chances. Even then, consult with an immigration lawyer before withdrawing. Remember, your current application maintains your priority date and any processing already completed.
Q: How have Canada's reduced 2026 immigration targets affected application processing and approval rates?
The reduction to 380,000 permanent residents in 2026 (down from previously projected 500,000) has created a more competitive environment with higher refusal rates and stricter scrutiny. IRCC can now afford to be more selective, meaning applications with minor inconsistencies or missing documents that might have been approved in previous years now face refusal. Processing officers are spending more time on initial reviews, contributing to longer processing times even for routine applications. The backlog of over 900,000 applications combined with reduced targets means IRCC is prioritizing quality over speed. This shift particularly affects economic immigration streams like Express Entry, where CRS score requirements have remained high, and Provincial Nominee Programs, where provinces are being more selective in their nominations. The practical impact is that applicants need near-perfect applications to avoid delays or refusals.
Q: What immediate steps should I take if I receive a request for additional documents from IRCC?
Treat any IRCC correspondence as urgent, regardless of the stated deadline. First, read the entire request carefully and identify exactly what's needed - don't assume you understand based on the subject line alone. Create a checklist of required documents and begin gathering them immediately. Submit documents as soon as possible, ideally within 1-2 weeks rather than waiting until the deadline. Use IRCC's online portal for submissions when possible, as it provides confirmation of receipt. If you cannot obtain a requested document, submit a detailed explanation with evidence of your attempts and alternative documents that serve the same purpose. Include a cover letter clearly identifying your application number and listing each document being submitted. Keep copies of everything and note submission dates. If you need additional time, contact IRCC before the deadline expires with a specific timeline for submission - never let deadlines pass without communication.
Q: How can I prevent my application from being classified as complex before I submit it?
Prevention starts with meticulous preparation and exceeding minimum requirements. Use IRCC's document checklist as a starting point, then gather additional supporting evidence for employment, education, and relationship claims. Ensure all family members complete medical exams around the same time so they don't expire at different dates. Obtain police certificates from all required countries well in advance, as these often take months to receive. Have all documents professionally translated by certified translators, even if you're confident in your own translation abilities. Double-check that all forms are the most current versions available on IRCC's website. Maintain consistent contact information and update it immediately if it changes. Consider hiring an immigration consultant or lawyer if you have any admissibility concerns, complex family situations, or extensive travel history. Most importantly, review everything multiple times before submission - the cost of professional review is minimal compared to months or years of processing delays.
