Complete guide to document requirements for Canadian work permits. Learn what documents you need for LMIA-based, open, and closed work permits, and where a commissioned declaration or certified copy actually fits.
Understanding Canadian Work Permits
A work permit allows foreign nationals to work legally in Canada for a specific employer, occupation, or duration. Document requirements vary based on the type of permit and your personal circumstances.
This guide covers all major work permit categories and their document requirements.
Types of Work Permits
Employer-Specific (Closed) Work Permits
Tied to a specific employer. Most require a Labour Market Impact Assessment (LMIA) from the employer.
Common examples:
- LMIA-supported work permits
- Intra-company transferees
- International agreements (CUSMA/NAFTA professionals)
Open Work Permits
Allow you to work for any employer in Canada.
Common examples:
- Spousal open work permit
- Post-graduation work permit (PGWP)
- Bridging open work permit
- International Experience Canada (IEC)
Universal Document Requirements
Regardless of work permit type, you'll typically need:
1. Identity Documents
| Document | Requirement |
|---|---|
| Valid passport | Original for travel; a clear scan or photocopy of the pages your checklist asks for |
| Photos | IRCC specifications |
| Birth certificate | Scan or photocopy (a certified copy only if your checklist asks) |
| National ID (if applicable) | Scan or photocopy |
Passport Validity: Must be valid for the entire duration of your intended work permit.
2. Proof of Current Status
If applying from within Canada:
- Current visa/permit
- Study permit (if transitioning from student status)
- Visitor record
If applying from outside Canada:
- Entry visa (if required for your nationality)
3. Police Certificates
May be required if:
- Working in healthcare, education, or with vulnerable populations
- You've lived in certain countries
- IRCC specifically requests it
Keep a copy for your records; IRCC's police-certificate page explains how to submit the certificate itself.
LMIA-Based Work Permit Documents
The most common employer-specific work permit requires these documents:
From Your Employer
| Document | Description |
|---|---|
| Positive LMIA | Letter from Employment and Social Development Canada |
| Job offer letter | On company letterhead with detailed job description |
| Employment contract | Terms, salary, duration, benefits |
| LMIA number | Must match your application |
From You
| Document | What to submit |
|---|---|
| Educational credentials | Scans or photocopies of diplomas and degrees (a certified copy only where a checklist or assessor asks) |
| Professional licenses | Scan or photocopy |
| Work experience letters | Originals on letterhead preferred |
| Skills certificates | Scan or photocopy |
Reference Letters
Each letter should include:
- Your job title and duties
- Dates of employment
- Hours worked per week
- Supervisor's name and contact information
Tip: If you can't get a reference letter, a statutory declaration explaining why, combined with supporting evidence (pay stubs, tax documents), may be accepted.
Intra-Company Transfer Documents
For employees transferring within a multinational company:
| Document | Requirement |
|---|---|
| Proof of continuous employment | 1+ year with the company |
| Letter from parent company | Confirming employment history |
| Letter from Canadian entity | Job offer and position details |
| Organizational charts | Showing relationship between entities |
| Company registration documents | Copies, as the checklist describes |
| Executive/managerial proof | Job descriptions showing qualifying duties |
CUSMA/NAFTA Professional Documents
For professionals from the US or Mexico under trade agreements:
Document Checklist
| Document | Requirement |
|---|---|
| Proof of citizenship | US or Mexican passport |
| Educational credentials | Scans or copies of degrees |
| Professional licenses | Where applicable (e.g., engineers, accountants) |
| Job offer letter | Specifying CUSMA profession |
| Proof of qualifications | Matching CUSMA occupation list |
Professional Categories
Common CUSMA professions include:
- Engineers
- Accountants
- Scientists
- Computer systems analysts
- Management consultants
- Architects
Each profession has specific credential requirements.
Open Work Permit Documents
Spousal Open Work Permit
If your spouse/partner has a valid work or study permit:
| Document | What to submit |
|---|---|
| Spouse's valid permit | Scan or photocopy |
| Marriage certificate | Scan or photocopy |
| Common-law proof | Statutory declaration + evidence |
| Proof of cohabitation | Joint documents, lease, bills |
| Relationship photos | Throughout relationship |
See our guide on proving your relationship for spousal sponsorship for more details.
Post-Graduation Work Permit (PGWP)
For international students who completed studies in Canada:
| Document | Requirement |
|---|---|
| Official transcript | From your institution |
| Completion letter | Confirming graduation |
| Study permit | Valid or expired (apply within 180 days) |
| Passport | Valid for permit duration |
PGWP Tip: Apply before your study permit expires or within 180 days of receiving your final marks.
International Experience Canada (IEC)
For youth from participating countries:
| Document | Requirement |
|---|---|
| Proof of citizenship | Passport from participating country |
| Police certificate | From countries lived 6+ months |
| Resume | Optional but recommended |
| Proof of funds | Bank statements |
| Travel insurance | Full duration of permit |
Work Permit Extensions
When extending your work permit, include:
| Document | Requirement |
|---|---|
| Current/previous work permit | Scan or photocopy |
| Updated passport | If passport was renewed |
| New LMIA (if required) | From employer |
| Updated job offer | If terms changed |
| Recent pay stubs | Proving current employment |
| T4s or tax documents | Showing Canadian income |
Where a Notary Fits
IRCC does not generally require notarized or certified documents for a work permit — it takes scans or photocopies of your originals. A notary fits in a few specific places:
Where a Notary Is Used
- Certified copies — only where your checklist, a credential assessor, or a foreign authority specifically asks for one (in person)
- Statutory declarations for common-law relationships (IMM 5409)
- Affidavits for missing documents
- Translator's affidavit — where a translation is done by someone who is not a certified translator, the translator swears an affidavit of translation before a commissioner or notary (a commissioning act, available online)
When to Get Affidavits
Prepare an affidavit if:
- You can't obtain a reference letter from a previous employer
- Documents from your home country are unavailable
- You need to explain gaps in employment
- You're claiming work experience without traditional documentation
Translation Requirements
Documents not in English or French must be translated. IRCC accepts either a translation by a certified translator (a member in good standing of a provincial or territorial organization of translators and interpreters) — no affidavit needed — or a translation by someone who is not certified, accompanied by the translator's affidavit swearing to their language proficiency and the accuracy of the translation. You and your family members may not do the translation yourselves. The translation package is:
- A copy of the original document
- The translation
- The certified translator's certification, or, for a non-certified translator, an affidavit of translation commissioned by a commissioner or notary
Common Work Permit Mistakes
❌ Incomplete Job Offer Letters
Job offers must include:
- Specific job title matching LMIA (if applicable)
- Detailed duties and responsibilities
- Salary and benefits
- Start date and duration
- Work location
❌ Mismatched Information
Your name, job title, and dates must match across:
- LMIA (if applicable)
- Job offer
- Employment contract
- Application forms
❌ Expired Documents
Watch validity periods:
- Police certificates: IRCC's police-certificate page sets when yours must have been issued
- Medical exams: 12 months
- LMIA: 6 months from issue
❌ Missing Proof of Qualifications
If the job requires specific credentials:
- Include ALL relevant diplomas and licenses
- Include clear scans of foreign credentials (a certified copy only if asked)
- Include ECA if education is from abroad
❌ Applying Too Late
- Apply at least 2-3 months before you need to start work
- If extending, apply 30+ days before current permit expires
Processing Times and Fees
| Application Type | Processing Time | Government Fee |
|---|---|---|
| Work permit (outside Canada) | 4-16 weeks | $155 |
| Work permit (inside Canada) | 4-16 weeks | $155 |
| Open work permit holder fee | — | $100 |
| Biometrics | — | $85 |
| LMIA (employer pays) | 2-6 months | $1,000 |
Processing times vary significantly based on country of residence and application complexity.
Government fees and processing times change. Confirm the current amounts on the official IRCC pages — pay your fees and check processing times — before you rely on them.
Document Preparation Timeline
| Timeline | Action |
|---|---|
| 3-4 months before | Gather credentials, request reference letters |
| 2-3 months before | Arrange translations (and any certified copy a checklist asks for) |
| 1-2 months before | Obtain police certificates if needed |
| 1 month before | Complete forms, organize application |
| Submit | Upload all documents |
Biometrics Requirement
Most work permit applicants must provide biometrics (fingerprints and photo):
- Fee: $85 (individual) or $170 (family)
- Validity: 10 years
- Complete within 30 days of receiving instruction letter
How We Can Help
What a notary can and cannot do: A notary public commissions declarations and affidavits and certifies copies. A notary does not advise on which permit to apply for, whether you qualify, what to include, or how to respond to IRCC. That is the role of an immigration lawyer or a regulated Canadian immigration consultant (RCIC).
At Minute Notary, we commission and certify what a work permit file actually calls for:
- Certified True Copies — In person, only where a checklist or assessor asks for one
- Statutory Declarations — For common-law relationships, missing documents
- Affidavits — For employment verification when letters are unavailable
- Translator's Affidavits — Commissioned for translations by a non-certified translator
We understand work permit timelines and offer same-day service to keep your application on track.
Ready to Apply?
Don't let document issues delay your work permit. Book an appointment with Minute Notary for the declaration, affidavit or certified copy your checklist asks for.
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About the author
Kai Mai
Co-founder & Chief Technology Officer, Minute Notary
Kai Mai writes and edits the Minute Notary guides, working from the published federal and Ontario guidance each article links, and from what Ottawa clients actually run into with certified copies, affidavits, statutory declarations, travel consent letters, and immigration paperwork. These guides are general information written by our editorial team — not legal advice, and not a professional opinion on your document. The receiving authority always has the final say.