How can I send documents to the RPD or RAD? 

The Refugee Protection Division (RPD) and Refugee Appeal Division (RAD) have regional offices. Send your documents to the office that’s dealing with your file.  

The RPD regional office is usually based on where you live.  

The RAD regional office is the one in the same region as the RPD office that gave the decision in your refugee claim. 

But the RPD or RAD may send you a letter saying that they're transferring your file to another region. And if you moved after starting your claim, your RPD file may be in a different region. 

If you're not sure, call 1-833-931-5121. 

If you need more information about how to submit documents, you can ask the regional office.  

If your documents are not in English or French, you must have them translated. 

You can find a translator through the Association of Translators and Interpreters of Ontario. It's best not to use family members to translate documents. 

You must provide the documents, the translations, and a translator's declaration.  

The translator's declaration must include: 

• the language of the original document and the dialect, if any 
• the translator's name  
• a statement that the translator is fluent in the language of the original document and in English or French  
• a statement that the translation is accurate 
• the signature of the translator and date of the translation 

If you have a lawyer or other licensed representative, they should review and submit documents for you.  

It's important to get legal help for your case.  

Follow the Immigration and Refugee Board's rules for sending documents electronically when using the My Case portal or email.  

These rules include that documents should be:  

• in Portable Document Format (PDF) 
• typed in 12-point font size or larger 
• saved as their own PDF file 

You can only group different documents into one PDF file if: 

• they're the same type of document, like all your evidence documents, and
• you include page numbers and a table of contents.  

If you include a cover letter, it must be a separate PDF file.   

Do not send links, for example, to news articles or websites. You must send a copy of the actual document.  

The name of each PDF must include:  

• your file number from the Refugee Protection Division (RPD) or Refugee Appeal Division (RAD), or your Unique Client Identifier (UCI) number, and
• the type of document, for example, Basis of Claim (BOC) form or Notice of Appeal.  

This is the format: [File Number or UCI Number] – [Document Type]  

Example: 9995658484 – Disclosure  

Your file and UCI numbers are on the top of documents the RPD or RAD sends you. Your UCI number is also on your Refugee Protection Identity Document. 

My Case portal 

My Case is an online portal that lawyers and other licensed representatives use to submit documents to the RPD or RAD.  

The RPD or RAD may invite self-represented people to use it too. Self-represented means that you do not have a lawyer or other representative. 

Using the portal

If you're invited and register, you can use the online portal to:  

• send in documents and forms 
• get letters and documents from the RPD or RAD 
• track the status of your case 

There are rules for using the My Case portal. For example, you can send up to 5 attachments at a time with a total file size of 110 MB.  

If you're invited to use My Case, you cannot use email to send documents to the RPD or RAD. You must send documents using My Case, or in-person, by mail, courier, or fax.  

Email 

If you're not invited to use the My Case portal, you can send documents by:  

• email 
• mail, courier, fax, or in-person (see the next section) 

If using email, some of the rules to follow are: 

• do not write anything in the body of the email 
• each document should be attached as its own PDF file 
• the total size of the email cannot be more than 20 MB 

What goes in the subject line

In the subject line of the email put:  

• your RPD or RAD file number or your UCI number, 
• the type of document that's attached, for example, Disclosure or Basis of Claim (BOC) form, and  
• your hearing date if you have one.  

This is the format: [File number or UCI number] – [Document type] – [Date of hearing if applicable: YYYY-MM-DD] 

Example: MCX-XXXXX – Disclosure – 2025-10-27 

You're always allowed to send your documents in-person or by mail, courier, or fax. But you must follow the rules from:  

• the Refugee Protection Division (RPD), or  
• the Refugee Appeal Division (RAD).  

The rules include:   

• written documents must be typed in 12-point font or larger
• any photocopies must be clear and easy to read 
• documents should be on paper that's 8½ inches by 11 inches 

Put documents in one package 

Organize your documents together in one package: 

• put them in the order you want them to appear 
• number each page like they're a single document: 1,2,3,4 
• make a table of contents for the documents with the page number and a description of each document  
• add a cover page that includes:
  • your name, address, date of birth
  • RPD or RAD file number 
  • Unique Client Identifier (UCI) number 
  • the date you're sending it 
  • a list of the documents. 

Keep a copy of the entire package for your records.   

Your file number and UCI number are on the top of documents the RPD or RAD sends you. Your UCI number is also on your refugee protection identity document. 

Send your documents early

Send your documents early so they're delivered before any deadlines. It's best to use a courier or registered mail so you have proof that the package was received.  

Avoid fax

Avoid using fax. If you use it, the rules say that you cannot send more than 20 pages.  

Keep the confirmation that it's been received.