Lost immigration documents? Get them replaced fast in Canada
On This Page You Will Find:
- Complete list of replaceable immigration documents inside and outside Canada
- Step-by-step replacement process with exact forms and fees
- Police report requirements and how to file them properly
- Timeline expectations and urgent processing criteria
- Critical travel restrictions you must know about
- How to maintain legal status during replacement process
Summary:
Lost your study permit or immigration documents? Don't panic. Immigration, Refugees and Citizenship Canada (IRCC) offers a streamlined replacement process for stolen, destroyed, or lost immigration documents. Whether you're inside or outside Canada, you can obtain a Verification of Status (VOS) document or replacement copy within approximately two weeks for just $30. This comprehensive guide reveals exactly which documents qualify for replacement, the mandatory police report requirements, and crucial restrictions that could impact your ability to work, study, or travel. Most importantly, you'll discover how to maintain your legal status while waiting for replacements and when you might qualify for urgent processing.
🔑 Key Takeaways:
- Six types of immigration documents can be replaced while inside Canada, including study permits and various orders
- Police report numbers are mandatory for stolen documents - file immediately with local police services
- Replacement costs $30 and takes approximately two weeks through standard processing
- You cannot leave Canada until receiving your replacement study or work permit
- Continue working/studying legally while your replacement documents are being processed
Maria Santos stared at her empty backpack in disbelief. Her study permit, the document that allowed her to pursue her engineering degree in Toronto, was gone along with her laptop and wallet. The theft happened on a Friday evening, and by Monday morning, she was frantically googling whether she'd have to abandon her studies and return to Mexico.
If you've ever faced a similar nightmare scenario, you're not alone. Thousands of international students, workers, and permanent residents lose crucial immigration documents each year. The good news? Canada's immigration system has a well-established replacement process that won't derail your plans.
Which Documents Can Actually Be Replaced?
The replacement process isn't a one-size-fits-all solution. Your eligibility depends entirely on your current location and document type.
Inside Canada: Six Document Types Qualify
If you're currently in Canada, IRCC can replace these specific documents:
Study permit (IMM 1208) - Your ticket to continuing education without interruption. This is the most commonly replaced document among international students.
Exclusion order (IMM 1214) - Required if you've been ordered to leave Canada but need proof of the specific terms.
Deportation order (IMM 1215) - Critical for understanding your removal conditions and potential return eligibility.
Departure order (IMM 5238) - Necessary for voluntary departure compliance and future entry applications.
Permit to come into or remain in Canada (IMM 1263) - Essential for those with special circumstances requiring extended stays.
Authorization to return to Canada pursuant to section 52(1) of the Immigration and Refugee Protection Act (IMM 1203) - Vital for individuals previously removed who've received return authorization.
Outside Canada: Three Document Categories
If you're outside Canada, your replacement options are more limited but cover the most essential documents:
Temporary resident visa counterfoil - The visa sticker in your passport that proves your right to enter Canada.
Permanent resident visa counterfoil - For new permanent residents who haven't yet landed in Canada.
Confirmation of permanent residence - The document that proves your PR status during your first entry.
The Replacement Process: Your Step-by-Step Roadmap
Step 1: Complete Form IMM 5009
Every replacement application starts with the same form: IMM 5009 (Request to Amend Record of Landing, Confirmation of Permanent Residence or Valid Temporary Resident Documents). This comprehensive form captures all necessary information about your lost documents and current status.
The form asks for specific details about when and how you lost your documents, so gather this information before starting. You'll need exact dates, locations, and circumstances surrounding the loss.
Step 2: Obtain Police Report Number (For Stolen Documents)
Here's where many applicants hit their first roadblock. If your documents were stolen (not just lost), you must provide a police report number. This isn't optional - it's a mandatory requirement that IRCC uses to verify the legitimacy of your claim.
Contact the police service in the jurisdiction where the theft occurred. In Toronto, that's Toronto Police Services, but if you were traveling when the theft happened, contact the local police force in that area. File your report immediately, as some police services have time limits for theft reporting.
The police report serves two purposes: it protects you from potential identity theft and provides IRCC with official documentation of the incident.
Step 3: Pay the Processing Fee
The replacement fee is $30 CAD, regardless of which document you're replacing. You must include proof of payment with your application. IRCC accepts various payment methods, but ensure you keep your receipt as evidence of payment.
Step 4: Submit Your Application
Mail your completed application to the Operations Support Centre in Ottawa, Ontario. Include all required documents and payment proof. For regular processing, expect your replacement documents to arrive within approximately two weeks.
Critical Restrictions That Could Affect You
The Travel Trap
Here's what catches many people off guard: you cannot leave Canada until you receive your replacement study or work permit. This restriction exists because you need valid documentation to re-enter the country.
Plan accordingly if you have upcoming travel. That spring break trip or family visit might need to be postponed if your replacement documents haven't arrived. The two-week processing time can extend during peak periods, so factor in potential delays.
Maintaining Your Legal Status
The silver lining? You can continue working and studying while your replacement documents are being processed. Your legal status doesn't disappear just because your physical documents are missing. However, you should carry a copy of your application submission as proof that you've initiated the replacement process.
This continuation of rights is crucial for international students approaching exam periods or workers with project deadlines. You won't need to pause your life while waiting for replacements.
When You Might Qualify for Urgent Processing
Not all situations are created equal. IRCC recognizes that some circumstances require faster processing, though they're selective about what qualifies as "urgent."
Urgent processing criteria typically include:
- Medical emergencies requiring immediate travel
- Death in the family necessitating urgent departure
- Critical work situations where delayed documentation could result in job loss
- Court appearances or legal proceedings requiring specific immigration documentation
If your situation meets urgent processing criteria, write "Urgent" clearly on your envelope and mail your application by registered mail to the Operations Support Centre. Include detailed explanation and supporting documentation for your urgent circumstances.
Common Mistakes That Delay Processing
Incomplete Police Reports
Many applicants submit police report numbers without ensuring the report contains sufficient detail. The report should clearly state that immigration documents were among the stolen items. Generic theft reports mentioning only "personal belongings" may not satisfy IRCC requirements.
Wrong Fee Amounts
The $30 processing fee is specific to document replacement. Don't confuse this with other IRCC fees, which can range from $100 to several hundred dollars for different services.
Inadequate Documentation
Your application must clearly explain the circumstances of loss or theft. Vague descriptions like "lost somewhere in the city" won't suffice. Provide specific details about when you last saw the documents, where you believe they were lost, and what steps you've taken to locate them.
Planning for Prevention
While replacement processes exist, prevention remains your best strategy. Consider these protective measures:
Digital copies - Scan all immigration documents and store them securely in cloud storage. These won't replace physical documents but can expedite the replacement process.
Secure storage - Don't carry original immigration documents unless absolutely necessary. Leave them in a secure location at home and carry photocopies for daily activities.
Regular updates - Ensure IRCC has your current address. Replacement documents are mailed to your address on file, and postal delays can occur if your information isn't current.
What Happens After Submission
Once IRCC receives your application, they'll begin processing immediately. You won't receive confirmation of receipt unless you've sent your application by registered mail with tracking.
During the two-week processing period, avoid submitting duplicate applications unless specifically requested by IRCC. Multiple applications for the same replacement can actually slow down processing as officers need to reconcile the duplicates.
Your replacement documents will arrive by regular mail to the address you've provided on your application. If you've moved recently, update your address with IRCC before submitting your replacement request.
Moving Forward with Confidence
Losing immigration documents feels catastrophic in the moment, but Canada's replacement system is designed to minimize disruption to your life. The process is straightforward, affordable, and relatively quick when you follow the proper steps.
Remember Maria from our opening story? She filed her police report on Monday morning, submitted her replacement application by Tuesday afternoon, and received her new study permit exactly 12 days later. She never missed a single class and went on to complete her engineering degree successfully.
The key is acting quickly and following the process precisely. Don't let document loss derail your Canadian dreams - the replacement system exists to keep you on track toward your goals.
FAQ
Q: What immigration documents can I replace if I'm currently inside Canada, and are there any documents that cannot be replaced?
If you're inside Canada, IRCC can replace six specific document types: study permits (IMM 1208), exclusion orders (IMM 1214), deportation orders (IMM 1215), departure orders (IMM 5238), permits to come into or remain in Canada (IMM 1263), and authorization to return to Canada under section 52(1) of the Immigration and Refugee Protection Act (IMM 1203). However, work permits cannot be replaced through this process - you'd need to apply for a new one entirely. Permanent resident cards also require a separate renewal process, not replacement. Tourist visas and visitor records fall under different procedures as well. The replacement service is specifically designed for these six document types because they represent ongoing legal status or specific orders that need exact replication of original terms and conditions.
Q: Do I really need a police report for lost documents, and what specific information must be included in the report?
Police reports are mandatory only if your documents were stolen, not if they were simply lost or destroyed in accidents like house fires or floods. The police report must specifically mention that immigration documents were among the stolen items - generic reports listing only "personal belongings" won't satisfy IRCC requirements. You need the actual police report number (not just a case number), and the report should include the date, location, and circumstances of the theft. File with the police service in the jurisdiction where the theft occurred, not necessarily where you live. For example, if you were robbed in Vancouver but live in Toronto, contact Vancouver Police. Some police services allow online reporting for thefts under certain dollar amounts, which can expedite the process. Keep a copy of the police report for your records, as IRCC may request additional details during processing.
Q: How long does the replacement process actually take, and what factors might cause delays beyond the standard two-week timeline?
Standard processing time is approximately two weeks from when IRCC receives your complete application, but several factors can extend this timeline. Peak periods like September (when students return) or January (after holiday document losses) often see delays of 3-4 weeks. Incomplete applications requiring additional documentation can add 1-2 weeks to processing time. If you're requesting urgent processing due to medical emergencies or family deaths, processing can be expedited to 3-5 business days with proper supporting documentation. Applications from outside major urban centers may experience slight postal delays. During COVID-19 impacts and similar disruptions, processing times have occasionally extended to 4-6 weeks. To avoid delays, ensure your application includes all required documents, correct fees ($30 CAD), and legible photocopies. Applications with unclear handwriting or missing signatures frequently get returned, restarting the entire timeline.
Q: Can I travel outside Canada while waiting for my replacement documents, and what are the specific risks if I do?
You absolutely cannot leave Canada while waiting for replacement study or work permits because you need valid documentation to re-enter the country. This is a hard rule with no exceptions - even urgent family situations don't override this restriction. If you leave Canada without your replacement documents, you'll be stuck outside the country until you can apply for new temporary resident documents from abroad, which takes significantly longer (often 4-12 weeks) and costs more. However, if you're replacing documents while outside Canada (like a temporary resident visa counterfoil), you can continue traveling to other countries but cannot enter Canada until you receive the replacement. The travel restriction only applies to leaving Canada when you're replacing documents that prove your right to return. Many people mistakenly think carrying a photocopy or having their application receipt allows travel - it doesn't. Airlines won't accept these as valid travel documents, and Canadian border officers cannot admit you without proper documentation.
Q: Will losing my immigration documents affect my legal status to work or study in Canada, and what proof should I carry during the replacement process?
Your legal status remains completely intact while your replacement documents are being processed - losing physical documents doesn't invalidate your underlying immigration status. You can continue working, studying, and living in Canada normally during the 2-week replacement period. However, carry specific proof of your ongoing legal status: a copy of your replacement application submission, your application receipt showing the $30 payment, and any existing photocopies of your lost documents. Some employers or educational institutions may request confirmation that you've applied for replacements, so keep your application documentation easily accessible. If questioned by authorities, explain that you're awaiting replacement documents and show your application proof. This situation is common enough that most employers, schools, and officials understand the process. Your Social Insurance Number, health coverage, and other services tied to your immigration status continue uninterrupted. The key is demonstrating that you've taken proper steps to replace your documents rather than ignoring the situation.
Q: What qualifies for urgent processing, and how do I properly request expedited handling of my replacement application?
Urgent processing is reserved for genuine emergencies, not convenience. Qualifying situations include: medical emergencies requiring immediate travel for treatment, death of immediate family members necessitating urgent departure, critical work situations where document delays would result in job loss, mandatory court appearances requiring specific immigration documentation, and humanitarian crises affecting your home country. To request urgent processing, write "URGENT" clearly on your envelope in red ink and send via registered mail with tracking to the Operations Support Centre. Include a detailed cover letter explaining your emergency with specific dates and consequences of delayed processing. Attach supporting documentation: medical certificates for health emergencies, death certificates for family deaths, employer letters for work situations, or court summons for legal proceedings. IRCC scrutinizes urgent requests carefully - false claims can result in application delays or refusals. Processing time for approved urgent cases is typically 3-5 business days. Vacation plans, expired passports, or general travel convenience don't qualify for urgent processing under any circumstances.
Q: What are the most common mistakes that cause replacement applications to be delayed or returned, and how can I avoid them?
The most frequent mistake is submitting incomplete police report information - reports must specifically list immigration documents as stolen items, not just "personal belongings." Many applicants also submit incorrect fees; the replacement cost is exactly $30 CAD regardless of document type, not the original application fee which could be $150-$500. Illegible handwriting on Form IMM 5009 causes numerous returns - print clearly or type the form if possible. Providing outdated addresses delays delivery since IRCC mails replacements to your address on file. Missing signatures or dates on applications result in automatic returns. Some applicants submit multiple applications thinking it speeds processing, but duplicates actually slow the system as officers must reconcile them. Using the wrong mailing address is surprisingly common - applications go to the Operations Support Centre in Ottawa, not your local IRCC office. Finally, insufficient explanation of loss circumstances raises red flags; provide specific details about when, where, and how documents were lost rather than vague descriptions like "lost somewhere downtown."
