Core Documents: What Almost Everyone Needs

Most Canadian visa applicants start with a standard document pack. Ensure your full name, DOB, and passport number are consistent, scans are clear, and plans/funding are properly documented.

Photo & Passport Specifications

Photo Guidelines

• Plain background, centered face, eyes open, no shadows.
• Head size/dimensions as per portal instructions.
• No sunglasses; religious headwear allowed if face fully visible.

Passport Rules

• At least 6 months validity; no torn pages, water damage, or unreadable info.
• Scan full biographic page with readable text.
• Names must match across all documents.

Purpose-Wise Documents

After the core pack, attach purpose-specific proofs. Keep them concise, clear, and relevant.

Tourist (Leisure / Family & Friends)

• Hotel bookings or host letter with address/ID.
• Simple itinerary (city-wise or day-wise plan).
• Funding proof to cover stay, transport, and activities.
• If visiting family, relationship proof and contact info.

Business

• Invitation letter from Canadian company.
• Employer letter confirming role and purpose.
• Company registration proof (your or inviter’s) if requested.
• Confirmation you will not take local employment.

Conference

• Conference registration, schedule, and organizer contact.
• Invitation/confirmation emails with role, dates, venue.

Medical

• Hospital/clinic letter with diagnosis, treatment, duration, and cost.
• Appointment confirmation, doctor/department contact.
• Funding/insurance proof.
• Medical attendants: relationship proof and mirrored plan.

Student / Research

• Admission letter or research supervisor acceptance.
• Fee receipts/scholarship letter and funding plan.
• Accommodation proof (campus or host/lease).
• If research, attach topic summary and approvals.

Employment / Intern

• Offer/appointment letter with role and duration.
• Company registration or approvals if needed.
• Professional qualifications and CV.

Journalist / Media

• Assignment letter, media card/press ID.
• Filming permits and equipment list if professional gear carried.

Entry / Miscellaneous

• Relationship or special-purpose documents (spouse/children of Canadian residents, etc.).
• Supporting civil documents: marriage/birth certificates, IDs.

Transit

• Confirmed onward ticket and visa for final destination.
• Short layover plan; follow airport/visa restrictions.

eTA vs Regular Visa: Document Expectations

eTA: online form, upload passport scan/photo, digital purpose proofs. Carry approval for travel. Regular visa: submit printed form, passport, and documents at VAC/Mission; may require biometrics/interview.

• eTA uploads: passport page, photo, concise proofs.
• Regular visa: organized physical set + copies.
• At arrival: keep printouts of accommodation, purpose letters, and return plan.

Financial Proofs

Show enough funds to cover stay, transport, meals, and activities. Clarity matters more than volume.

• Recent 3–6 months statements with name and account number.
• Sponsor letter + statements if trip funded externally.
• Tax returns or payslips help strengthen profile.

Document Quality & Consistency

• Naming: 01_Passport.pdf, 02_Photo.jpg, 03_Invitation.pdf
• Order: Identity → Photo → Travel plan → Purpose proofs → Funding → Ties/Return plan
• Readability: scan 300 dpi, crop clutter
• Consistency: same name across all docs
• Relevance: avoid unnecessary pages

Travel History & Supporting Context

• Mini travel log: Country – Month/Year – Purpose – Returned on.
• Past refusals: briefly note and show improvement.
• Avoid social media contradictions with purpose/timeline.

Health Insurance & Local Compliance

• Insurance valid in Canada.
• Special permits if needed (drones, filming, restricted areas).
• Emergency contacts: hospital, embassy, local friends.

One-Page Mini Checklist

• Passport + eTA/visa + 2 spare photos
• Hotel/host, meeting confirmations
• Funds access method + recent statements
• Return/onward plan + brief itinerary
• Emergency contacts + insurance
• Purpose-specific letters (invitation, hospital, admission, etc.)

Visa Documents Checklist – Printable Version

Use this embedded checklist to mark your documents as ready before submission. Keep a digital copy and a printed copy for convenience.

• Valid Passport
• Recent Photograph
• Travel & Stay Plan
• Financial Evidence / Sponsor Proof
• Purpose-Specific Letters (Invitation, Admission, Hospital, etc.)
• Return / Onward Proof
• Insurance Coverage
• Emergency Contacts
• Translation / Notarization of Non-English Documents

Common Mistakes to Avoid

• Submitting blurry or low-resolution scans of documents.
• Incorrect photograph dimensions or background color.
• Mismatched names across passport, tickets, and invitation letters.
• Insufficient proof of funds or unclear sponsorship letters.
• Attaching irrelevant or excessive documents that clutter the application.

Translation & Notarization Guidelines

All documents not in English or French must be accompanied by a certified translation.

• Use a professional translator or accredited translation service.
• Include both original and translated copies when submitting.
• Attach a translator declaration or stamp if required.

Document Security & Backup

• Store digital copies on cloud and offline drives.
• Use clear filenames like 01_Passport.pdf for easy retrieval.
• Keep sensitive info secure; avoid sharing over unsecured email.
• Bring original documents and extra copies to your visa interview or travel.

Latest Updates & News

• eTA application rules may be updated from time to time. Check embassy/consulate updates.
• Travel requirements may change due to health or immigration policies.
• Visa processing times vary; always submit well in advance.

Tips for Specific Travelers

• Family / Dependent Travelers: Carry relationship proofs and school/employment letters for dependents.
• Students: Include proof of tuition payment, accommodation, and health coverage.
• Business Travelers: Attach corporate letters, invitations, and local contact details.

Interactive Checklist (Optional)

Mark your documents as ready below. Checkboxes help ensure nothing is missed.

• Passport & Visa / eTA
• Photographs
• Travel Plan
• Accommodation / Meeting Confirmations
• Funds & Bank Statements
• Purpose-Specific Letters
• Insurance & Emergency Contacts

Documents – FAQs (Canada)