CAIPS Notes Processing Time- What You Should Know

CAIPS notes play a very crucial role when it comes to knowing your Canada visa application status or finding out the reasons why there is refusal in the case of Canada.

These notes can be processed through a CAIPS expert who conducts all the vital and relevant procedures for you in order to get you the CAIPS notes.

In this article, you will find out more about CAIPS notes, the application procedure, as well as the processing time.

What are CAIPS Notes in Canada?

Computer Assisted Immigration Processing System (CAIPS) is an automated system for visa application processing to Canada. The system is an expert web portal that can conduct the entire process of visa application accurately and with utmost transparency.

Usually, information is entered into the system from the application forms and other supporting documents submitted by applicants. The CAIPS notes are used for storing information on applications like visitor visas, student visas, returning residence permits, and employment authorizations.

CAIPS notes are monitored by the CIC, whose role is to ensure proper documentation and safety of details of various applicants. The details contained in CAIPS notes include the location where your application was submitted, assessment results, as well as the remarks of the visa officer about the application.

CAIPS notes provide a means by which all Canadian visa applicants can receive necessary details about their application. The notes usually come out bulky and written in ambiguous language applicants may find difficult to understand. However, there are tips on how applicants can go about locating the very important information about their applications from the CAIPS notes. Also, interpretation services exist, if you must, you can make use of any of them to fully interpret your CAIPS notes.

Why are CAIPS Notes Important?

Your notes contain all information that is very important during your visa application. They can therefore serve to perform the following functions:

Knowing your Status

CAIPS notes play a very crucial role in determining your Canada visa application status. Sometimes, you wait in vain to receive a response from the IRCC about your visa application. Even if IRCC is going to approve a visa application, it may take months before the process is finally complete. Sometimes, applicants wait for long, hoping to receive positive feedback only to discover their application was denied.

In situations like this, you can apply for your CAIPS notes, from which you can get tangible information about the status of your visa application. By requesting your CAIPS notes, you can determine your prospects for a successful visa application.

Accessing Information about your Filed Documents

Sometimes, the reason for a delay in feedback on your visa application can be a result of not properly filing your documents. CAIPS notes can help you detect if this the case. The note contains details of all the documents you submitted and the information they contain. You can therefore check the note to see if you had provided all necessary documents for your application.

Refusal of Application

Should your visa application be refused, CAIPS notes can point to your reasons for the refusal. You can access all the information you submitted earlier for the visa application, including personal details from your CAIPS notes. As you check through these details again, you discover what was lacking in your application, and the errors you made that resulted in denial of visa.

Reapplication for Visa

If you have cause to reapply for a visa, looking into your CAIPS notes can help you to avoid mistakes made in the previous application. The notes provide you with enough details on past applications and the shortcomings. These shortcomings, since you now know them can be readily avoided in your new application.

CAIPS Notes Processing Time

Usually, CAIPS notes processing time takes at least 30 working days. The processing time can be affected by the load of requests the Immigration Refugee and Citizenship Canada (IRCC) has for CAIPS notes.

If there is any need to extend the processing time for your CAIPS notes, the IRCC will notify you about the extension. You should also expect to receive feedback on how long the new extension will take.

Generally, CAIPS notes can take anything from 30 to 60 working days to finally before you finally receive them.

You can also request for interpretation service for your CAIPS notes. This will be made available to you about 5 to 6 working days after your notes arrive.

When to Order for CAIPS Notes in Canada

There are certain periods during your visa application process that you can request CAIPS notes and expect to receive them. If your application has not been processed to a certain stage, there will not be enough information to be included in your notes so they will not be made available to you.

Depending on the type of visa application, these are the times when you can order CAIPS notes in Canada.

Application for Permanent Residence (PR)

If you applied for Permanent Residence in Canada, you can request your CAIPS notes after the R10 completeness check stage. This stage is one of the regulation stages of the Immigration and Refugee Protection Act. At this stage, IRCC checks to see if all the information you provided and all the documents you submitted are complete.

The R10 stage is usually done about 1 month after you’ve applied to the IRCC for permanent residence. it is, therefore, best to apply for CAIPS notes about 2 to 3 months after applying for Canadian permanent residence.

You can also order CAIPS notes after receiving a response from the CIC on your visa application.

If you receive negative feedback after applying for any visa type, requesting your CAIPS notes will help you discover the reasons why your application was denied.

How to Apply for CAIPS Notes in Canada

The term ‘CAIPS’ has been replaced with ‘GCMS’ which is an abbreviation for the Global Case Management System. The notes are issued under the Privacy Act or the Access to Information act. This act was enacted by federal law and allows any individual to have access to their personal information.

You do not need to hire a lawyer or consultant to apply for CAPIS notes. Even if you do, it will not speed up the processing time.

However, a legal consultant can offer professional guidance on things you need to know. Even so, the application process is not tasking and can be performed by a layman.

You can request CAIPS notes from the CIC or IRCC by taking the following steps:

  • Download the application kit for GCMS notes.
  • Fill and sign the CAIPS FileCheck Application Form, as well as the Consent Form (IMM5744).
  • Send the completed forms through any of the following means:
  • Mail:

Patricia Bridson

BOX 2231



V8L 3S8


  • Fax:


  • Email:

[email protected]

  • Make necessary payments using PayPal.

Requirements for CAIPS Application in Canada

To apply, you need to provide two numbers that are unique to your visa application. They are:

Application Number

Your application number is compulsory when requesting CAIPS notes in Canada. You get an application number as soon as you file a visa request with the IRCC.

If you have made multiple applications with the IRCC or CIC, you are going to have multiple application numbers.

You need to provide the application number for the particular application you want to receive notes for.

The application number is made of one letter, followed by 9 different digits.

  • Your application number begins with C if you applied for Canadian citizenship.
  • It begins with D if you applied for a temporary resident permit.
  • It begins with E if you applied for Express Entry or other economic immigration applications.
  • It begins with EP if you applied for a visa through a Provincial Nominee Program (PNP).
  • It begins with F if you applied or family sponsorship applications.
  • It begins with G if you made refugee resettlement applications.
  • It begins with L if you made refugee claimant applications.
  • It begins with RHB if you applied for rehabilitation in Canada
  • It begins with S if you applied for a study permit.
  • It begins with W if you applied for a work permit.
  • It begins with V if you applied for a Temporary Resident Visa (TRV) or Electronic Travel Authorization (eTA).

Unique Client Identifier (UCI) Number

Your UCI number is also important for processing your CAIPS notes. However, it is not mandatory. You receive the UCI number on your application only after processing has started. Unlike the application number, you only have one UCI number irrespective of how many applications you have made to the CIC. This implies the UCI number is client-specific. Whereas, your application number is application-specific.

The UCI number is not hard to recognize. It consists of 8 numbers separated by a hyphen or 10 digits separated by two hyphens.

FAQs About CAIPS Notes Processing Time

Q. Who can Apply for CAIPS Notes in Canada?

Ans. You can request CAIPS notes if you have ever made an application to the IRCC or CIC in the past. Your database is always with the immigration service and you can request it at any time.

If you apply for any of these Canadian immigration options, you can order for your CAIPS notes if:

This includes Permanent residence: Express entry; Start-up visa; Family sponsorship, etc.

Or Temporary residence: Study permits; Work permits; Tourist visa and visitor visa, etc.