Canada PR Documents Checklist 2025: From ECA to POF

If you are planning to apply for Canada Permanent Residency through Express Entry in 2025, the smartest first step is to get your documents in order. A tidy file saves time, avoids last-minute stress, and protects you from refusals due to missing or outdated proofs. This guide walks you through every document you will likely need, when you need it, and simple tips to keep your file clean and complete. Where it helps, we point to official IRCC pages so you can double-check details. If you want a professional eye on your file, Phantom Immigration’s RCIC can review and organize your documents from day one.

The two stages of documents for Express Entry

Think of Express Entry in two stages.

1. Before you enter the pool
   You gather core proofs to create a profile and calculate your CRS. That includes your passport, language test, and ECA if you studied outside Canada.   
   
2. After you receive an ITA
   You have 60 days to submit a full electronic PR application with scanned documents. IRCC will not accept an incomplete file. Plan your timeline around this 60-day window.    
   

Quick checklist at a Glance:

Core items most applicants need

• Valid passport or travel document
  
• Approved language test results that are still valid
  
• Educational Credential Assessment for foreign education, if required
  
• Proof of work experience and reference letters
  
• Proof of funds if required for your program
  
• Police certificates for required countries
  
• Medical exam proof after ITA
  
• Biometrics after ITA
  

IRCC’s “Get your documents ready” page is the anchor reference for what you may need in your profile and later in the application.

Passports and identity

• Your passport should be valid during profile creation and through application submission. If it expires within 6 months, renew and update your details in the application.
  
• Keep consistent personal data across all documents to avoid name or date mismatches.   
  

Tip
If you have previous names or alternate spellings, be ready to upload supporting records such as an alias explanation or name change certificate when it appears in your personalized checklist.

Language tests accepted in 2025

IRCC accepts these tests for Express Entry in 2025. Your results must be less than two years old both when you create your profile and when you submit your PR application.

• CELPIP General
  
• IELTS General Training
  
• PTE Core
  
• TEF Canada
  
• TCF Canada
  

IRCC also confirms that IELTS One Skill Retake is not accepted for Express Entry. The official page lists test options, validity rules, and CLB or NCLC conversions.

Tip
Book early, and double-check that your test certificate has the correct candidate details and report numbers. If your score will expire before your likely ITA, consider retesting sooner rather than later.   

Educational Credential Assessment for foreign education

If you studied outside Canada and want points for that education or you apply under the Federal Skilled Worker Program, you will need an ECA for immigration purposes. You usually assess only your highest credential, unless you are claiming points for two or more credentials. Your ECA must be less than five years old on the day you submit your PR application.   

Accepted ECA organizations for most applicants

• Comparative Education Service University of Toronto
  
• International Credential Assessment Service of Canada
  
• World Education Services
  
• International Qualifications Assessment Service
  
• International Credential Evaluation Service BCIT
  

Certain professions require a designated professional body instead, such as the Medical Council of Canada for physicians or the Pharmacy Examining Board of Canada for pharmacists.   

Tip
Order transcripts early, keep the ECA reference number handy, and upload clear scans of the ECA report when asked.

Proof of work experience and reference letters

You will need to prove your skilled work experience with documents that clearly match your National Occupational Classification duties and timelines. IRCC’s document list calls for proof such as employer reference letters.

Best practice for each employer letter

• Use company letterhead
  
• Include your name, job title, exact dates, whether full time or part time, average hours per week, salary and benefits, and detailed duties that reflect your NOC role
  
• Include the company’s address, phone, email, and the name, title, and signature of your supervisor or HR
  
• Add supporting items where available such as pay stubs, contracts, tax slips, and experience certificates
  

While IRCC does not publish a single template, the above details reflect how officers verify skilled work and are widely followed in successful files. If you are self-employed, add business registration records, invoices, and client letters that describe services, hours, and timelines. For a deeper dive on content and formatting, see recent guidance used by practitioners.

Tip
Start collecting letters even before your ITA. Some companies take time to respond, and you do not want to run out the 60-day clock.   

Proof of funds for 2025

If you are invited under Federal Skilled Worker or Federal Skilled Trades, you must show that you can support your family after landing in Canada. Canadian Experience Class applicants do not need proof of funds. If you are authorized to work in Canada and have a valid job offer, you may also be exempt.   

IRCC updated the required amounts on July 7, 2025. Here are the minimums.

You must present official bank letters for every account you hold. Each letter needs the institution’s contact details, account numbers, open dates, current balances, and the six-month average balance, plus disclosure of any debts. Funds must be unencumbered and readily available. Equity in property or borrowed money does not count.   

Tip
If you hold funds across multiple banks or in a spouse’s account, collect letters from each institution and include proof you can legally access the money. Keep balances stable for six months to avoid questions about large unexplained deposits.   

Police certificates

You must include police certificates when you apply for PR. The system usually asks for a certificate from every country where you lived for six months or more in a row during the past ten years after age 18. For your current country of residence, the certificate must be issued no more than six months before the date you submit your PR application. If you cannot get a certificate in time, IRCC allows you to submit a letter of explanation and proof you made best efforts, such as payment receipts and tracking numbers.   

Tip

Start these requests early. Some countries only issue certificates with an IRCC request letter, in which case upload a note in the checklist field so IRCC can send instructions.   

Medical exam

After your ITA, book an immigration medical exam with a panel physician. If you have never done a medical exam, do it close to your application date so validity covers both submission and landing. If you completed an IME for another application in the past five years and you are in Canada, IRCC may reuse it. Keep the printout or IME number ready to upload.   

Biometrics

Most applicants between 14 and 79 must give fingerprints and a photo for every PR application. After you submit, IRCC sends a biometric instruction letter. You normally have 30 days to complete biometrics at a collection point. Book your appointment promptly to avoid delays.   

Digital photos

IRCC’s permanent resident photo specification uses a 50 mm by 70 mm size with a face height of 31 to 36 mm, neutral expression, and plain background. Use a professional photographer and keep both digital and printed copies as your personalized checklist may ask for uploads.    

Translations, certified copies, and affidavits

If a document is not in English or French, provide a certified translation plus a scan of the original. If you cannot use a certified translator, IRCC permits a translation with an affidavit sworn by the translator, along with a scan of the original or a certified photocopy. Family members cannot translate or swear the affidavit for your file.   

Other documents that may appear in your personalized checklist

• Provincial nomination certificate
  
• Job offer and LMIA or LMIA-exempt proof
  
• Birth certificates for dependent children
  
• Marriage, divorce, death, or common-law union forms
  
• Authority to release personal information form if you want IRCC to speak to a designated individual
  
• Use of a Representative form IMM 5476 if you hire a representative
  

IRCC lists these items in the “Apply for permanent residence” section and shows them directly in your online checklist.   

File naming and scan quality tips

• Use clear, color scans at a readable resolution
  
• Keep file names short and descriptive
  
• Combine multi-page documents into a single PDF where the portal requires one file
  
• If the portal sets a size limit, reduce file size without making text blurry
  

Timeline planner for your 60-day window

• Day 0 to 7: Confirm passport dates, retest language if expiring soon, and book medical if you are ready to submit quickly
  
• Day 1 to 21: Request police certificates and employer letters if not already collected
  
• Day 21 to 40: Gather proof of funds letters with six-month averages and clear debt disclosure
  
• Day 40 to 55: Final review of scans, translations, and forms, then pay fees and upload
  
• Day 56 to 60: Submit, then monitor your account for biometrics and any document requests
  

The 60-day deadline is firm, so do not wait to start document collection.   

How Phantom Immigration can help

Phantom Immigration provides complete Canada PR service, from planning your pathway and preparing ECAs to drafting reference letter requests and assembling your e-APR. Our regulated consultant, Manpreet Dhaliwal RCIC R708073, reviews your document set for completeness and alignment with IRCC requirements. If you prefer a pre-submission audit, our team can perform a meticulous document check to spot gaps before you click submit.     

Final pre-submit checklist

• Language test result is valid on the day you submit
  
• ECA is still within five years
  
• Police certificates meet issuance timing rules
  
• Bank letters show required content and six-month averages
  
• Work reference letters match NOC duties and include hours and salary
  
• Translations and affidavits meet IRCC standards where needed
  
• Digital photos follow size and head-height rules
  
• Fees paid, including biometrics and right of permanent residence fee where applicable
  

Useful official links to bookmark

• Documents for Express Entry and program steps    
  
• Language test options, validity, and CLB totals   
  
• ECA designated organizations and validity rules   
  
• Proof of funds amounts and bank letter content   
  
• Police certificate rules and best effort guidance   
  
• Medical exam and fees overview at the PR stage   
  
• Biometrics rules, fee, and 30-day timeline   
  

Frequently asked mini-questions

Do I need proof of funds if I am in Canada on a work permit with a valid job offer
You may be exempt from the proof of funds requirement in that situation, but the system still asks everyone to upload a document. Upload a letter explaining your exemption.   

Can I submit my application if a police certificate is taking longer than expected
Yes, you can submit with a letter of explanation and proof of best efforts, then provide the certificate when available, subject to officer review.   

Is PTE Core accepted for Express Entry in 2025
Yes. IRCC lists PTE Core among the accepted tests, along with CELPIP General, IELTS General Training, TEF Canada, and TCF Canada.   

How long are language scores and ECAs valid
Language scores are valid for two years, ECAs for five years. Both must still be valid on the day you submit your PR application.    

Ready to get started

If you want a professional to map your document plan and check every item before submission, reach out to Phantom Immigration. We help you avoid common pitfalls and move forward with confidence.