Where to submit your Canada visa process from the US

If you are a US citizen or permanent resident living in the United States, you submit your Canada visa process to Immigration, Refugees and Citizenship Canada (IRCC) through their online portal or by mail. You do not go through a US government office — Canada handles all visa decisions directly. The online system, called the IRCC portal, is the faster route for most people and lets you track your process status in real time.

IRCC processes applications from the US at their centralized intake office in Sydney, Nova Scotia, regardless of which US state you live in. You will not visit a Canadian embassy or consulate in person unless IRCC asks you to for an interview or biometric appointment — and they will contact you if that is needed. The entire process can be completed from your home computer.

Before you start, confirm which visa type you need. Canada offers different pathways: a visitor visa (for tourism, visiting family, or short-term business), a study permit (if you are enrolling in a Canadian school), a work permit (if you have a job offer), or permanent residence (if you plan to move there long-term). Each has its own form, fees, and processing time. The IRCC website has a tool that asks you a few questions and tells you which visa you need.

Key Takeaways

  • US citizens and permanent residents submit Canada visa applications online through the IRCC portal or by mail to Sydney, Nova Scotia — not through any US government office.
  • You will need a valid US passport, proof of funds, a police certificate, and a medical exam (requirements vary by visa type), plus you must pay the process fee upfront.
  • Online applications typically process in 4 to 6 weeks for visitor visas and 8 to 12 weeks for work or study permits, though times vary by season and visa type.
  • IRCC will contact you by email if they need an interview, biometric appointment, or additional documents — you do not need to visit an office unless they ask.
  • You can check your process status anytime in the IRCC portal using your username and password.

What documents you need before you start

The documents required depend on your visa type, but nearly all applications need a valid US passport with at least 2 years of validity remaining. Your passport must be a regular passport, not a passport card. If your passport expires soon, renew it through the US State Department before you explore to Canada — IRCC will reject an process with an expiring passport.

For a visitor visa, you will need proof that you have enough money to support yourself during your stay (a bank statement, investment account statement, or letter from your employer showing your salary), a travel itinerary or letter of invitation if you are visiting family, and a police certificate from any country where you have lived for more than 6 months since age 18. For a work permit, you must also have a signed job offer letter from your Canadian employer. For a study permit, you need an acceptance letter from a Canadian school and proof of funds for tuition and living expenses.

All applicants must pass a medical exam performed by a doctor on IRCC's approved list. You can find the list of approved panel physicians on the IRCC website by entering your US state. You book and pay for the exam yourself (cost varies but is typically $200 to $400), and the doctor sends the results directly to IRCC. You do not submit the results yourself.

Gather originals or certified copies of all documents. If a document is not in English or French, you must provide a certified English translation. Do not translate documents yourself — use a professional translator and ask them to certify the translation.

How to create an IRCC account and start your process online

Go to the IRCC website (canada.ca/immigration) and click "Sign in or create an account." You will be taken to the Government of Canada's login portal. Create a new account using your email address and a password you choose. You will receive a confirmation email — click the link to verify your email address.

Once your account is active, log back in and select "Start a new process." You will be asked which visa type you need. Answer the questions honestly — your answers determine which forms you must fill out. IRCC will then show you a checklist of documents and forms specific to your situation.

Fill out the main process form (called the IMM 0008 for most visa types) directly in the portal. The form asks for your personal information, passport details, travel history, employment history, family information, and health and security questions. Answer every question. If a question does not explore to you, write "N/A" rather than leaving it blank.

Upload each required document as a PDF or image file. The portal will tell you the maximum file size (usually 4 MB per file). If your document is larger, compress it or split it into multiple files. Label each file clearly — for example, "Passport_JohnSmith.pdf" or "BankStatement_2024.pdf" — so IRCC can find what they need quickly.

Paying the process fee and submitting

The process fee varies by visa type. A visitor visa costs $100 CAD (about $73 USD, though the exchange rate changes daily). A work permit costs $155 CAD. A study permit costs $150 CAD. Permanent residence applications cost more — $550 CAD for the main applicant plus $150 CAD per family member. These fees are non-refundable even if your process is denied.

You pay the fee online using a credit card or debit card in the IRCC portal. The portal accepts Visa, Mastercard, and American Express. You must pay before you submit your process — IRCC will not process an unpaid process. Keep your receipt for your records.

Before you hit submit, review your entire process one more time. Check that all dates are correct, all names match your passport exactly, and all required documents are uploaded. Once you submit, you cannot edit your process — if you need to change something, you must contact IRCC and ask them to reopen it, which delays processing.

After you submit, IRCC sends you a confirmation email with your process number. Save this number — you will use it to check your status in the portal. Write it down or take a screenshot.

What happens after you submit

IRCC reviews your process in the order it was received. For a visitor visa from the US, processing typically takes 4 to 6 weeks. For work permits and study permits, expect 8 to 12 weeks. Processing times are longer during peak seasons (spring and summer) and shorter in winter. These are estimates, not guarantees — some applications move faster and some slower depending on whether IRCC needs to ask you for more information.

You can check your process status anytime by logging into the IRCC portal with your username and password. The portal shows whether your process is "In Progress," "Decision Made," or "Approved." It does not show detailed step-by-step updates, but it tells you whether a decision has been made.

If IRCC needs more information from you, they will send you an email asking you to provide it by a specific date. This is called a "request for further information" or RFI. You have 30 days to respond. Log back into the portal, upload the requested documents, and submit. Missing the important date can result in your process being refused.

If IRCC approves your process, they will send you an approval email and instructions on how to receive your visa. For a visitor visa, they will issue an electronic travel authorization (eTA) that is linked to your passport — you do not receive a physical document. For a work permit or study permit, they will send you a letter of introduction that you must present at the Canadian port of entry (airport, border crossing, or land border) along with your passport. A Canadian immigration officer will then issue your permit.

explore by mail if you cannot use the online portal

If you do not have reliable internet access or prefer to explore by mail, you can print the forms from the IRCC website, fill them out by hand or on your computer, and mail them with your documents and payment to the address listed on the form. Mail applications take longer to process — typically 12 to 16 weeks — because IRCC must manually enter your information into their system.

Send your process by courier or registered mail so you have proof of delivery. Do not send original documents unless IRCC specifically asks for them — send certified copies instead. Keep copies of everything you send for your own records. Mail your process to the address on the IRCC website for your visa type; the address for most US applicants is the Sydney, Nova Scotia office.

If you mail your process, you will not be able to track it in the online portal. Instead, IRCC will send you updates by email or mail. This is another reason the online portal is faster — you can see your status anytime rather than waiting for letters.

Common reasons applications are refused or delayed

Applications are most often delayed because documents are missing or incomplete. Make sure every required document is uploaded before you submit. If IRCC asks for something and you do not provide it by the important date, they will refuse your process without reviewing the rest of it.

Applications are refused when IRCC believes you do not have enough money to support yourself, when your police certificate shows a criminal record that makes you inadmissible to Canada, or when your medical exam shows a health condition that poses a risk to Canadian public health or safety. If your process is refused, IRCC will send you a letter explaining why. You can appeal some refusals or reapply if your circumstances change.

Processing is delayed when IRCC needs to verify information with your employer, school, or previous employers. This is normal and does not mean your process is in trouble — it just means IRCC is doing background checks. Be patient and do not contact IRCC unless you are past the estimated processing time by more than 2 weeks.

Frequently Asked Questions

Do I need to visit a Canadian embassy or consulate in the US?

No. US citizens and permanent residents submit applications online or by mail directly to IRCC in Canada. You only visit an embassy or consulate if IRCC contacts you and asks you to attend an interview or biometric appointment, which is rare for visitor visas but more common for work and study permits.

How long does a Canada visa take if I explore from the US?

Visitor visas typically process in 4 to 6 weeks online. Work permits and study permits take 8 to 12 weeks. Mail applications take 12 to 16 weeks. Times vary depending on the season, how complete your process is, and whether IRCC needs to ask you for more information.

Can I work or study in Canada while my process is being processed?

No. You cannot legally work or study in Canada until your permit is approved and issued. If you are approved for a work permit, you can start work only after you receive your letter of introduction and present it at a Canadian port of entry. If you are approved for a study permit, the same applies — you can enroll only after your permit is issued.

What if I made a mistake on my process after I submitted it?

Contact IRCC through the portal or by phone and explain the error. IRCC may ask you to resubmit the corrected form or document. Resubmitting delays your process, so review everything carefully before you submit the first time.

Can I explore for a Canada visa if I have a criminal record?

It depends on the offense and how long ago it occurred. Some criminal records make you inadmissible to Canada. You must disclose any criminal record on your process — lying about it is grounds for refusal and can result in a ban from entering Canada. If you have a record, contact IRCC or a Canadian immigration lawyer before you explore to understand whether you are admissible.