letter of explanation for visa officer
Canada, Immigration

How to Write an Explanation letter to the Canadian Immigration Officer – Sample Included

Last Updated on December 18, 2022 by Visa Journal

A letter of explanation (LOE) is a document that an applicant writes to explain more about a certain part of their case. A well-written LOE can be sent to either a border services officer or a Canadian immigration officer, and it should include any information that may be important to the decision-making process.

Why should you write an explanation letter?

LOEs are very important to Canada’s immigration officers because they give the applicant a chance to answer any questions or concerns that may have come up during the assessment process. Some of the reasons to add a LOE are:

  • A letter of explanation may be needed to show that a person can go to Canada. This could be because of a criminal record or a lie on an immigration application.
  • Another common reason to write a letter of explanation is to give more information about an applicant’s education or work experience. This can be helpful, for example, when an officer is looking at an application for Express Entry and needs more proof that the person has the skills and qualifications needed to meet the needs of Canada’s job market.
  • A letter of explanation (LOE) can also be used to give a more detailed explanation of why a person wants to move to Canada.
  • In addition to what has already been said, an Explanation Letter to Immigration Officer can be used to explain any gaps in a person’s work, school, or travel history.

Who is supposed to write the letter?

Only the applicant who has applied for the visa should write the letter of explanation. Acceptable letters of explanation of circumstances for moving to Canada should not be written on behalf of the applicant by a friend, family member, or representative.

What should be the length of LOE?

In general, a standard LOE shouldn’t be longer than a maximum of two page, ideally just one page.It must include the following:

  • A statement about why the applicant wants to move to Canada.
  • Information about any criminal convictions, such as when and where they happened (if any).
  • Describe any gaps in your work, school, or travel history.
  • Information about any misrepresentation that happened on the previous immigration application.
  • Any other information as required.

Does Letter of explanation to immigration officer need to be notarized?

No, a letter of explanation does not have to be notarized most of the time. But if you are from a country that needs an LOE, it is best to check with the Canadian embassy or consulate in your home country to find out what is needed.

How do I send IRCC a Letter of Explanation?

The easiest way to send a Letter of Explanation (LOE) to IRCC is to upload it along with other documents like a passport, educational certificates, proof of work experience, and other papers in the IRCC portal when submitting. It is best to put the letters of support on the first page of the supporting document, where the visa officer can see them.

If you have already applied, and the explanation was requested later, you can send your LOE to the office that is handling your application by mail or use the web form to send it to CIC.

Sample Letters

Sample # 1:  Format of the Letter

{City, Date}


{Address of IRCC Office}

{Phone Number}

Subject: Letter of Explanation –  {Main Subject Title}

Dear Officer,

I am writing you this letter to explain some points that might have caught your attention when considering the attached documents relating to {Appropriate Section}. Please find the explanations below:

  • {Problem statement and Explanation 1}
  • {Problem statement and Explanation 2}
  • {Problem statement and Explanation 3}

I am of course at your disposal to provide you with any additional documents that you deem useful for the processing of my electronic Application for Permanent Residence (e-APR).

Thank you in advance for the time devoted to the treatment of my e-APR.


{Applicant Name}


(1) {document name 1},

(2) {document name 2},

(3) {document name 3}


Sample # 2:  Letter Explaining Reasons

{City, Date}


{Address of IRCC Office}

{Phone Number}

Subject: Letter of Explanation –  {Explanation of Criminal Record}


I’m writing to express my concerns about the status of my application for Canadian permanent residence.

As you can see from my criminal record, I was convicted of $5000 theft. I realise this may raise some concerns, so I’d want to elaborate on the nature of the crime.

To provide for my family, I robbed a store. I was unemployed at the time, and we were barely making ends meet. Accepting responsibility for my acts, I’ve subsequently made progress toward a more fulfilling future for myself.

A neighbourhood restaurant employs me as a cook after I’ve been clean and sober for the past four years. I am also pursuing formal education toward my ultimate career goal of being a chef. I am confident in my ability to contribute to Canadian society and am looking forward to beginning a new chapter in my life here.

Please don’t hesitate to contact me if you have any further inquiries.

Thank you for taking the time to read this.


(Applicant name and signature)

Sample # 2: An example of a letter to be written to an immigration officer

{City, Date}


{Address of IRCC Office}

{Phone Number}

Subject: Letter of Explanation –  {Explanation of DUI Record}


I am writing to inquire about the status of my Express Entry application for permanent residency in Canada.

The records check will reveal that I have a DUI conviction on my record . Given the potential for alarm, I’d want to fill you in on certain details about the crime.

I got a DUI so I could party with my pals after finishing my finals at college. I was aware of the potential consequences of driving drunk, but I chose to ignore them.

I have thought a lot about my behaviour since then and recognised how stupid it was. I have joined a programme for addicts and I haven’t had any trouble with the authorities since that night, so I know I can prevent this from happening again.

I understand that my criminal history could be a detriment to my application, but I would appreciate it if you would take into account all of the mitigating circumstances. I like to think that the experience has made me a more mature and responsible person.

Your consideration of my request for a personal meeting is greatly appreciated. If an interview in Ottawa is necessary, I am willing to fly there whenever it is scheduled.

We appreciate you taking a look at this.


(Applicant name and signature)

At times its important to seek professional help for submitting explanation letter to canadian immigration officer. If you wish to seek such help, you must hire a Regulated Canadian Immigration Consultant(RCIC) for the purpose. You may wish to contact with a RCIC at Shariq Immigration for help with drafting an explanation letter for your canadian immigration application.

Read More: Work Experience Letter For Canada Express Entry