IRCC submission confirmation records for RCICs

Answers are general operational information only — not legal, tax, regulatory, clinical, privacy, immigration, or professional advice. Requirements vary by matter, client, and regulator.

Frequently asked questions

What IRCC portal acknowledgements should RCICs save?

Immediate submission confirmation (screen/PDF/email), payment or transaction receipt where applicable, later AOR when issued, and application number / UCI once available. Verify what your program generates — portals differ.

Is the immediate submission email the same as an AOR?

Often no. IRCC materials for several online pathways state you may get an immediate email confirming successful submission, and that email is not an Acknowledgement of Receipt. The AOR typically follows after IRCC checks the application is complete. Treat them as separate file items.

Should RCICs screenshot the IRCC portal after submission?

Yes, as firm practice. Save a dated screenshot or PDF of the confirmation / transaction page showing whatever identifiers the portal displays. Authorized paid representative portal guidance commonly tells representatives to print the transaction thank-you page and keep it for their records.

How long should submission records be retained?

Follow CICC client file management requirements and your firm's retention policy — closed files are typically retained at least six years after closure. See Ontario RCIC client file retention guidance.

Where do submission records belong in the client file?

In the post-submission section alongside the exported document package and representative forms — not scattered in email.

Can co-agents upload submission confirmations?

Yes. Hivi-X co-agent workflow lets the submitting agent upload confirmations visible to the principal RCIC.

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