How to Write an Explanation Letter to Immigration Officer – Free Sample

Do you need to write an explanation Letter to Immigration Officer? Perhaps you want to immigrate to Canada through express entry, provincial nominee programs, or other visa applications. In any case, a letter of explanation (LOE) may be required. Applicants use this document to provide additional information and context for their application to IRCC through the visa officer. In addition, a Letter of Explanation (LOE) can help explain certain aspects of your situation that may not be clear from your other documents. Let us take a closer look at this letter, why you need it, and how to write it!

What is a Letter of Explanation?

As far as Canadian immigration is concerned, a letter of explanation (LOE) is a document that an applicant writes to provide further clarification on a specific aspect of their case. A well-written LOE may be addressed to a border services officer or a Canadian immigration officer. It should include any pertinent information relevant to the decision-making process.

Why Write a Letter of Explanation?

Our experience working with visa applicants from different countries suggests several key reasons why an applicant may choose to write a letter of explanation, LOE.

Canada immigration officers attach great importance to LOEs, as they allow the applicant to clarify any issues or concerns that may have been raised during the assessment process. Some reasons for adding an LoE include:-

1. In some instances, a letter of explanation may be required to prove that an individual is admissible to Canada. This may be due to a criminal conviction or misrepresentation on an immigration application.
2. Another common reason for writing a letter of explanation is to provide more information on an applicant’s education or work experience. This can be helpful, for example, when an officer is assessing an application for Express Entry and requires additional documentation to support the claim that the individual has the necessary skills and qualifications to meet Canada’s labor market needs.
3. Further to the above, an Explanation Letter to Immigration Officer can clarify any gaps in an individual’s work history, education, or travel history.
4. Additionally, an LOE can also be used to provide a more detailed explanation as to why an applicant is choosing to immigrate to Canada.

Who Should Write the Letter of Explanation?

The letter of explanation should be written by the visa applicant only. Acceptable letter of circumstantial explanation document for moving to Canada is not to be written by a friend, family member, or representative on behalf of the applicant.

What to Include in Your Letter of Explanation?

Generally, a standard LOE should be no more than one page in length and should include the following information:

• Reason for writing the letter.
• Details of any criminal convictions, including dates and places.
• Explanation of any gaps in work history, education, or travel history.
• Details of any misrepresentations made on the immigration application.
• An explanation as to why the applicant is choosing to immigrate to Canada.

How to Address the Letter of Explanation?

The letter of explanation should be addressed to the Canadian immigration officer handling your case.

What Does a Sample Letter of Explanation Look Like?

Below is an example of an explanation letter written by an applicant convicted of a criminal offense. As you can see from the Canada explanation letter to the immigration officer sample below, this candidate detailed his offense (theft under $5000), explained the offense, and included information on how he had since turned his life around.

Explanation letter to immigration officer sample (free copy 1)

March 23, 2023.

Immigration Officer.

Canada Border Services Agency.

Dear Immigration Officer, 

I am writing concerning my application for permanent residence in Canada. 

As you will see from my file, I have a criminal conviction for theft of $5000. I understand that this may be cause for concern, and I would like to provide you with additional information regarding the offense. 

I committed the act of theft to feed my family. At the time, I could not find work, and we struggled to make ends meet. I fully accept responsibility for my actions and have since taken steps to improve my life. 

I have been sober for the past four years and am currently employed as a cook at a local restaurant. I am also enrolled in school, where I am studying to become a chef. I am confident that I can be a contributing member of society, and I am eager to start my new life in Canada. 

If you have any additional questions, please do not hesitate to contact me. 

Thank you for your time and consideration. 

Sincerely, 

John Doe

As you can see, the letter of explanation should be concise and to the point. Providing all relevant information while still being respectful and polite is essential.

Explanation letter to immigration officer sample (free copy 2)

Our second example of a re-usable (upon modification) Canada immigration letter of explanation is by Singh from India. Singh was convicted of Driving Under Influence in 2021, according to his Police Character Certificate (PCC). See his explanation letter to Canadian Embassy for the DUI entry ban below.

January 15, 2021. 

The Honourable Ahmed Hussen. 

Minister of Immigration, Refugees and Citizenship. 

Ottawa, ON KIA 0A0. 

Dear Minister Hussen, 

I am writing to you regarding my application for permanent residence in Canada through Express Entry. 

As you will see from my file, I have a criminal conviction for Driving Under the Influence (DUI). I understand that this may be cause for concern, and I would like to provide you with additional information regarding the offense. 

I committed the act of DUI to celebrate with friends after completing my final exams at university. I fully understood the risks involved in driving under the influence of alcohol but made the reckless decision to do so anyway. 

Since then, I have reflected on my actions and realized how foolish they were. I have also taken steps to ensure this will never happen again; I have not had any run-ins with the law since that night, and I am now a member of a support group for people struggling with addiction. 

I know that my criminal record may cause problems with my application, but I hope you will consider all the mitigating factors in this case. I believe I have learned from my mistake and am now a better, more responsible person. 

I would be grateful if you could grant me an opportunity to explain my situation in person. I am available to travel to Ottawa at any time for an interview. 

Thank you for your time and consideration. 

Sincerely, 

John Doe.

LOE Sample Letter to IRCC (free copy 3)

This final LOE sample for Canadian immigration was by an applicant from Nigeria who got married after creating his profile on the IRCC website. He is writing to explain the change in marital status and having a child added to the application. See below.

123 Fake Street

Lagos, Nigeria 23456

March 28, 2021. 

The Honourable Ahmed Hussen. 

Minister of Immigration, Refugees and Citizenship. 

Ottawa, ON KIA 0A0. 

Dear Minister Hussen, 

I am writing to update you on my application for permanent residence in Canada. My application is currently under process, and I am attaching a copy of my current file for your reference. 

As you will see, there have been some changes in my situation since I first applied. I got married late last year after creating my profile on the IRCC website, and I am now the father of a beautiful baby boy, Emmanuel Adebisi Chinedu. I want to take this opportunity to explain the circumstances around these changes. 

My wife and I got married out of love, not because we needed to get a visa. We both come from extended families, and we wanted our child to grow up surrounded by aunts, uncles, and cousins. We also wanted him to be raised in a safe, healthy environment, and we believe Canada is the best place. 

I understand that having a child may raise some concerns about my application, but I can assure you that my wife and I are both fully committed to our family. We will provide all the necessary support for our son and make sure that he attends school and follows all the laws and regulations in Canada. 

I would be grateful if you could grant me an opportunity to explain my situation in person. I am available to travel to Ottawa at any time for an interview. 

Thank you for your time and consideration. 

Sincerely, 

John Doe.

Countries that require a letter of explanation for immigrating to Canada

There is no legal requirement to include a letter of explanation (LOE) when applying for Canadian immigration. However, adding a letter to explain one’s unique situation may be helpful to citizens of Nigeria, India, the Philippines, Pakistan, Bangladesh, and many other countries.

Can I download the sample explanation letter to the immigration officer above?

Yes – the LOE samples provided above may be downloaded in plain text, word, or PDF formats and can be downloaded for free. However, we advise you to use them as examples and modify them according to your situation.

Do I need a Letter of Explanation for Temporary Visa Applications?

Yes and no – a letter of explanation is not typically required for temporary visa applications. However, a brief letter explaining your unique situation may be helpful, especially if you are from a country that typically requires an LOE. For example, check out LOE samples for study visas here if you’re applying to study in Canada.

Is a Letter of Explanation required for PGWP?

No – a letter of explanation is not typically required for Post-Graduate Work Permit (PGWP) applications. However, adding a brief letter explaining your unique situation can be beneficial if you overstayed your visa duration or violated any part of your study permit rules.

Does a Letter of Explanation to the immigration officer need to be notarized?

No – a letter of explanation does not typically need to be notarized. However, if you are from a country that requires an LOE, it is best to check with the Canadian embassy or consulate in your home country to confirm what is needed.

How to send a Letter of Explanation to IRCC?

The easiest way to send a Letter of Explanation (LOE) to IRCC is to upload it alongside other documents such as a passport, education certificates, work experience proofs, and other papers in the IRCC portal during submission. Therefore, it is advisable to include LOEs on the first page of the supporting document, somewhere the visa officer can see it.

If you have already applied, you can either mail your LOE with your other application materials to the office handling your application or use the web form to send it to CIC.

We hope this guide for writing an explanation letter to support your Canada immigration application is helpful. Please use the sample LOEs provided for knowledge sake only – to help you write yours. If you have any questions, please feel free to comment below. We’d love to hear from you!