How I organized our applcation and a summary of all helpful tips I have learned

[PatrickD]

Where did you get your client ID? I thought that was given out after your sponsorship is approved.

 

[TracyCa64]

I got my UCI on my visitor extension approval. It's also listed on my Visitor record.

 

[Hasan9999]

Hi evryone! ;D
Ok, so we are finally finished with our application package. After months of compiling, laying out, filling out, printing, organizing, labelling, stressing, we are ready to send this baby.
I just thought I would share how I organized our application to help those who are just starting out (like me, a few months ago).

I will also provide a comprehensive summary of all the “tips” I learned from this forum during all these months of reading thru the posts and asking my questions.I know how it feels like to be a newbie in this process, and I really appreciate all those who have answered my queries. I could never have done this without this forum. So here I am, paying it forward. I hope this will help a lot. =)

First, the application package ready for mailing. I put everything in a long expanding envelope which will be put in a box at the courier's (from what I have read). I guess I'll know after I have mailed this baby =)

Inside the expanding envelope are:
a. The document checklist
b. Cover sheet – which just basically says:
APPLICATION FOR PERMANENT RESIDENCE
FAMILY CLASS – SPOUSAL SPONSORSHIP
Sponsor:
ABCDEF GHIJK – client ID XXXX-XXXX
Sponsored Spouse:
LMNOP QRSTUV
Please find herewith the following application forms and documents organized as follows:
Envelope 1- Sponsor forms and supporting documents
Envelope 2- Sponsored person's forms and supporting documents
Envelope 3- Proof of genuine relationship

c. The 3 envelopes stated above

Here is how the three envelopes were labeled:

Inside the envelopes:
ENVELOPE 1: Sponsor forms and supporting documents (33 pages)

Contains:
1. A table of contents enumerating all the forms and documents included with number of pages
2. All the required sponsor forms and documents (plus additional sheets for more relationship details)
What I did:
a. Each form with more than 1 page is paperclipped.
b. I used those red post-it tabs at the side (which do not leave a mark when removed) to label each form and document


ENVELOPE 2: Sponsored spouse form and supporting documents (97 pages*)

Contains:
1. A table of contents enumerating all the forms and documents included with number of pages
2. All the required sponsored spouse forms and documents (plus additional sheets for more relationship details)
3. *This set reached 96 pages because of the additional pages on the sponsored persons questionnaire where we included documentary evidences for :
a. Q#9 – Developemt of relationship (trips, dates, etc)
b. Q#15 – Wedding ceremony (photos)
c. Q#18 – Wedding reception (photos)
-could have been more if only we had a honeymoon =(
What I did:
a. Each form with more than 1 page is paperclipped or binder clipped depending on thickness
b. I used those red post-it tabs at the side (which do not leave a mark when removed) to label each form and document
c. As you can see, I put the pages with barcodes at the top of the set (as instructed in the guide).
d. I also included here Appendix A-Checklist specific for Philippines. This should have been on top but since there is an instruction to put the barcodes on top, I put the checklist after all the forms instead (before the supporting documents)
e. Any additonal sheet we attached, we put the name of sponsored person, date of birth, name of form, question number and the question being answered
f. I don't know if it is required but any additional sheets we attached, we signed (per set, not per page)


ENVELOPE 3: Proof of relationship (313 pages)

Contains:
1. A main table of contents summarizing how i divided the documents and number of pages
2. 3 main sections:
a. Photos
b. Communication
c. Other Documents

What I did:
a. For each of the three sections, a cover sheet is provided summarizing the contents. See below for more details
b. All documents were scanned. (except for the actual wedding invite we provided) I used Microsoft Publisher to layout all the photos, letters, cards, etc.
c. I used those red post-it tabs at the side (which do not leave a mark when removed) to label each main section and sub sections as indicated on the cover sheets
d. Binder clips were used to divide the three main sections

What is included:
a. Photos :
This is what is stated on the cover sheet:

The following photos show our relationship through the years from the year that we met in 2006 until our latest photos in 2012. The photos are arranged in chronological order, and captioned accordingly for the people in the photo, event or ocassion, date and place taken, and person/s who took the photo. To give a bird's eyeview of the entire photo set, here is our relationship timeline as depicted in the photos:

2006- xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
2007-xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
2008-xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
2009-xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
2010-xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
2011-xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
2012-xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

I also explained that:
• I used Microsoft Publisher to lay out several photos on one sheet instead of printing on photo paper, that this is more economical and organized.
• that captions and narrations are done in third person point of view since it gets rather confusing when using first person pronouns since my husband and I both did the captions.

Tip: We included photos that really depicted the development of our relationship. We included photos of not just us, but us with family member s and friends, highlghting special ocassions, showing activities we enjoy doing. We also made it a point to show “passage of time”. Like changes in weight, hairstyle, and also photos of us with nephews and our dog from the time they are little up to present, and we included a note at the earliest photo with them, indicating or referenicing that earliest photo to the page numbers where we have photos with them as they grow older.
Total photos included: (i will still be counting -lol ;D ) Total pages: 77 pages

b. Communication
In the coversheet, I explained the following:
• normal forms of communications we have
• the lack of various evidences (like chat logs, phone bills)
• That scanned copies were sent and not originals, for sentimental value. But if they deem it necessary to still see originals then we will provide them at a later date upon request
• That envelpes are not postmarked since all were hand delivered
• That we often converse in our native language and thus some are not in English. However, we have provided English translations which were done by us to the best of our abilities (since these are non-official forms and documents). However, should they require official or certified translations , we will provide them at a later date upon request
• That we sometimes use pet names or nicknames in the letters and gave examples and meanings of these pet names (the VO may get confused as to whom the addressees on the letters are)

Tips: Whenever there are sentences not in English, we highlighted them and provided an English translation below the scanned letter or card, and indicated “translated by: xxxxxx”

For emails, what we did is print all emails as they are , with the conversations highlighted in color, then copy pasted the entire thing on Word, then replaced the highlighted conversations with English translations if necessary. If already in English, we just left it as is, then priinted this as well. So now we have two sets of emails, one is as is, one is with translations. And if you compare the pages of the two sets side by side , they correspond as to the formatting, spacing, and paging so that the VO will be able to compare the untraslated stuff vs the translated stuff better.

Total pages: 108 pages

c. Others Documents:
Under this, we included evrything else we can think of:
Movie Tickets- Shows almost all of our cinema tickets for the movies we saw together since 2007 up to 2011

Trips - Shows plane tickets, boarding passes, and various receipts for two major trips we took

Joint bank accounts - Shows scanned copies of bank certificates, passbook and ATM cards of our joint accounts

Wedding contracts and receipts - Shows copies of contracts and receipts from suppliers for our wedding such as videographers, reception hall, wedding coordinator, and others

Pre-marriage requirements- Shows copies of documents that we obtained as pre-marriage requirements such as municipal seminars and license, proof of marriage eligibility from our Church, and others

Wedding greetings-Shows scanned copies of wedding greetings from guests and relatives which were written on gift cards

Wedding guestbook and signature frame-Contains scanned pages of our wedding guestbook showing signatures of our wedding guests, and a photo of our signature frame, which is a framed photo/portrait on which guests wrote down their greetings.

Invitations to family occasions-Shows some of our saved copies of invitations (printed or posted in Facebook) for occasions such as birthdays, christening or weddings in which we were invited.

Relationship Keepsakes- Shows some of our treasured keepsakes to remember our journey together like gifts / flowers given, dinner date mementos, and others

Facebook Printouts - Shows our interactions on FB, where it can be seen that our relationship is known to the world, especially to our friends and families who also interact with us on posts, photos and statuses. It shows our interactions since 2009 when we started using Facebook. (we used the “show relationship” tool in FB for this) Also included here are screen prints showing that my hubby is a “group member” of my clan groups. Also included are screen prints of wedding greetings from our FB friends. (Sadly, before 2009, we used friendster and we haven't been able to retrieve our data from there before it shut down. We explained this fact)

Wedding Invitation - Actual copy of our wedding invitation

Total pages: 127 pages



Whew, sounds like a lot of work right? But however stressful it was, we had fun doing it, it was sort of making a scrapbook of all our relationship stuff. So here is the application in all:

Total pages: 446
Thickness: 3-4 inches
Weight: estimated at 3 kgs. (Exact weight to be determined upon mailing)

Thank you for your wonderful thread.

 

[NRSY]

Thank you for this ! It is very helpful! I am organizing my application very similar to this in 3 separate envelopes..

Just wondering...

What is included in the first envelope of Sponsor Forms & Supporting Documents ... So far I have

IMM 1333 (Application to Sponsor, Sponsorship Agreement and Undertaking)
IMM 5481 (Sponsorship Evaluation)
IMM 5540 (Sponsor Questionnaire)

And.. soon I will have
-Receipt
-Option C Printout
-Photocopy of Passport
-Photocopy of Canadian Birth Certificate
-Proof of Income (Bank Statement Printed by Bank and Stamped- although I dont know if i need proof of income for common-law application)


I am just wondering if it sounds like I am missing anything?

Do I need any proof of my relationship in this first envelope? Or will more of that go in my partners envelope and the third envelope?


Thank you!

 

[canusa13]

For those of you who organized the paperwork in 3 separate envelopes: did you provide the same documents more than once? For example, they ask for proof of relationship in the Sponsored Spouse Questionnaire (so it would go in the sponsored spouse envelope) and then they ask that from the sponsor (so it would go in the sponsor envelope). I don't want to duplicate the documentation. I made a table of contents that I'll put on top and it says what forms/documentation there are, corresponding to the checklist. Where something doesn't apply, I put "NOT APPLICABLE" and where they ask for the same information/documentation, as already provided, I just put "please see Tab [insert number]".
Now I'm debating whether I should reorganize it :

 

[jr4210]

I got my UCI on my visitor extension approval. It's also listed on my Visitor record.

My wife was given a visitor visa last year before we went on vacation. Just wondering, does this mean she has a UCI number somewhere?

 

[TracyCa64]

My wife was given a visitor visa last year before we went on vacation. Just wondering, does this mean she has a UCI number somewhere?

Hi jr4210,
I am not sure about the info on a Visitor Visa. Being from the US, we don't have Visa's. So, I am not sure if it works the same way.
Last year I applied for a Visitor Extension and on the letter of approval that was sent in the mail it had a UCI number on it. Then this summer I went back to the US for a few weeks, came back to Canada and at the airport the border agent in secondary customs gave me a Visitor Record and it had the same UCI number that was on my extension letter. So, it was in the system and that is what I used when I applied for my PR.
I do remember the border agent telling me that that UCI number is my number to be used when applying for PR or any correspondence regarding my Visitor status.

I received my AOR last month and now there is a different UCI number, which I am assuming is for my Sponsor since his application is processing now.

I hope this helps!

 

[NRSY]

For those of you who organized the paperwork in 3 separate envelopes: did you provide the same documents more than once? For example, they ask for proof of relationship in the Sponsored Spouse Questionnaire (so it would go in the sponsored spouse envelope) and then they ask that from the sponsor (so it would go in the sponsor envelope). I don't want to duplicate the documentation. I made a table of contents that I'll put on top and it says what forms/documentation there are, corresponding to the checklist. Where something doesn't apply, I put "NOT APPLICABLE" and where they ask for the same information/documentation, as already provided, I just put "please see Tab [insert number]".
Now I'm debating whether I should reorganize it :

I was going to ask the same question as this! Or for the "proof of relationship" because some of it is overlapping for the sponsor documents (envelope 1) and the principal applicant documents (envelope 2) can you just put ALL of the proof of relationship in envelope 3 and then say "see envelope 3" for where it asks for the proof of relationship in either the sponsor documents or principal applicant documents?

Thats what I was thinking of doing but dont know if it makes sense!

Some input would be appreciated!

 

[TracyCa64]

I was going to ask the same question as this! Or for the "proof of relationship" because some of it is overlapping for the sponsor documents (envelope 1) and the principal applicant documents (envelope 2) can you just put ALL of the proof of relationship in envelope 3 and then say "see envelope 3" for where it asks for the proof of relationship in either the sponsor documents or principal applicant documents?

Thats what I was thinking of doing but dont know if it makes sense!

Some input would be appreciated!

I did not provide the same documents more than once. On the check lists I marked N/A if it didn't apply and marked and X or check mark on items that were included, even if those items were in my "Proof of Relationship" envelope. I didn't put see Envelope 3 or see tab #. I am not sure but it might be more confusing for CIC if there were little notes all over the check list. I think as long as you separate the Applicant's & Sponsor's proof of relationship documents and mark them as such and put in one envelope, you are fine.

So for me as the Applicant, I put my proof of Common Law documents in my envelope with my application forms. I rubber banded those documents and put a sticky that said, "Proof of Common Law". I didn't clip the documents to all of my other applications forms.

For the Proof of Relationship, I put both mine and my sponsor's documents in one envelope. I rubber banded his documents and mine separately and also put a sticky on top as "Sponsor's Proof of Relationship" and one for me as "Applicant's Proof of Relationship" and included those both in the one envelope.

I had a total of three envelopes: 1) Applicant's forms & documents
2) Sponsor's forms & documents
3) Proof of Relationship documents
On each envelope I wrote my name as applicant and my sponsor's name as sponsor. I wrote "Common Law sponsorship", "Outside of Canada application" and also put my UCI number on each envelope. I did this just in case one of the envelopes got lost from the other. Any important info would be on each envelope.

I put the three envelopes in a large Canada Post box that I purchased there and they taped it up for me.

Let me know if you have any other questions, glad to help.
Smiles!!

 

[NRSY]

I did not provide the same documents more than once. On the check lists I marked N/A if it didn't apply and marked and X or check mark on items that were included, even if those items were in my "Proof of Relationship" envelope. I didn't put see Envelope 3 or see tab #. I am not sure but it might be more confusing for CIC if there were little notes all over the check list. I think as long as you separate the Applicant's & Sponsor's proof of relationship documents and mark them as such and put in one envelope, you are fine.

So for me as the Applicant, I put my proof of Common Law documents in my envelope with my application forms. I rubber banded those documents and put a sticky that said, "Proof of Common Law". I didn't clip the documents to all of my other applications forms.

For the Proof of Relationship, I put both mine and my sponsor's documents in one envelope. I rubber banded his documents and mine separately and also put a sticky on top as "Sponsor's Proof of Relationship" and one for me as "Applicant's Proof of Relationship" and included those both in the one envelope.

I had a total of three envelopes: 1) Applicant's forms & documents
2) Sponsor's forms & documents
3) Proof of Relationship documents
On each envelope I wrote my name as applicant and my sponsor's name as sponsor. I wrote "Common Law sponsorship", "Outside of Canada application" and also put my UCI number on each envelope. I did this just in case one of the envelopes got lost from the other. Any important info would be on each envelope.

I put the three envelopes in a large Canada Post box that I purchased there and they taped it up for me.

Let me know if you have any other questions, glad to help.
Smiles!!

Thanks so much for this info! I don't know if I am over thinking this or not, I just really don't want to mess this up!

Just to confirm...

1) All of the proof of common-law stuff (joint bank account, joint lease, electricity/heat/water bills, proof of same address, etc. ) you put that in the principal applicants envelope, because that is what is on the checklist for them

2. In the sponsor envelope there were just things relating to the sponsor.. the few documents/forms, passport/birth certificate photo copy, option c printout, etc. (not a very big envelope)

3. The other proof of relationship such as photos, chats, emails, event tickets, etc. you put those in the third envelope called proof of relationship.
-quick question about this if you dont mind me asking.. what types of things did you have differently from your sponsor for proof of relationship? (you said you had things in a rubber band with a sticky for 'sponsors proof of relationship' and another for 'applicants proof of relationship') just want to make sure im not forgetting anything!!

Im also applying as common-law with my partner from south korea (Im the sponsor and he is the applicant)

-im planning to put a blue piece of paper at the front of every form/checklist number to separate my application up so its easier to see/flip through.. on the blue paper i plan to explain anything about that item on the checklist that may need explaining.. or type out what is included for that number on the checklist ... that way i can avoid using stickys to separate it

Thank you so much for your reply! you explained it really well ! I know there are a million ways of organizing it but yours seems pretty simple and straight forward!

 

[TracyCa64]

Thanks so much for this info! I don't know if I am over thinking this or not, I just really don't want to mess this up!

Just to confirm...

1) All of the proof of common-law stuff (joint bank account, joint lease, electricity/heat/water bills, proof of same address, etc. ) you put that in the principal applicants envelope, because that is what is on the checklist for them

2. In the sponsor envelope there were just things relating to the sponsor.. the few documents/forms, passport/birth certificate photo copy, option c printout, etc. (not a very big envelope)

3. The other proof of relationship such as photos, chats, emails, event tickets, etc. you put those in the third envelope called proof of relationship.
-quick question about this if you dont mind me asking.. what types of things did you have differently from your sponsor for proof of relationship? (you said you had things in a rubber band with a sticky for 'sponsors proof of relationship' and another for 'applicants proof of relationship') just want to make sure im not forgetting anything!!

Im also applying as common-law with my partner from south korea (Im the sponsor and he is the applicant)

-im planning to put a blue piece of paper at the front of every form/checklist number to separate my application up so its easier to see/flip through.. on the blue paper i plan to explain anything about that item on the checklist that may need explaining.. or type out what is included for that number on the checklist ... that way i can avoid using stickys to separate it

Thank you so much for your reply! you explained it really well ! I know there are a million ways of organizing it but yours seems pretty simple and straight forward!

Hello!! I am so glad my info helped you. I have received so much help on this forum it feels great to help others.

To confirm:
1) Yes, the applicant envelope had everything needed from the checklist AND any proof of common-law documents.
2) Yes exactly! The sponsor envelope has only the items related to that checklist and yes the envelope wasn't too big.
3) Yes, we sent in things as proof of relationship like you described.
For my sponsor's proof of relationship items, things I included were: photocopies of greeting cards that he wrote out and sent to me over the course of our long distance relationship, copies of emails he sent to me, copies of his Facebook messenger chat logs, copies of his airline boarding passes for all his trips to visit me.

For my (applicant) proof of relationship items, things I included were: photocopies of greeting cards that I wrote and sent to him, copies of emails that I sent to him, copies of my Facebook messenger chat logs, copies of my airline boarding passes for my trips to visit him, copies of telephone bills from my phone in the states showing our calls. I think I sent 2 or 3 months for each year (5yrs), two notarized statutory declarations from two of my friends to confirm that the relationship is real and genuine.

In the Proof of relationship envelope is where I also included any photos. I took screenshots of some of our Facebook postings over the years, some showed comments from friends (which I thought was a great thing) Also screenshots of both of my email accounts just to show the different emails and dates that I sent and that I received. I had those screenshots printed into photo's at a photo store and sent those along with other photo's of us together.

I like your idea of using the blue paper in the front of everything. I know others have made up "table of contents" for each application. I used those little colored tab looking sticky's so that it didn't cover the whole page but they could see it and know what pack of documents they were looking at.

I am happy to help you in any way that I can.

 

[NRSY]

Hello!! I am so glad my info helped you. I have received so much help on this forum it feels great to help others.

To confirm:
1) Yes, the applicant envelope had everything needed from the checklist AND any proof of common-law documents.
2) Yes exactly! The sponsor envelope has only the items related to that checklist and yes the envelope wasn't too big.
3) Yes, we sent in things as proof of relationship like you described.
For my sponsor's proof of relationship items, things I included were: photocopies of greeting cards that he wrote out and sent to me over the course of our long distance relationship, copies of emails he sent to me, copies of his Facebook messenger chat logs, copies of his airline boarding passes for all his trips to visit me.

For my (applicant) proof of relationship items, things I included were: photocopies of greeting cards that I wrote and sent to him, copies of emails that I sent to him, copies of my Facebook messenger chat logs, copies of my airline boarding passes for my trips to visit him, copies of telephone bills from my phone in the states showing our calls. I think I sent 2 or 3 months for each year (5yrs), two notarized statutory declarations from two of my friends to confirm that the relationship is real and genuine.

In the Proof of relationship envelope is where I also included any photos. I took screenshots of some of our Facebook postings over the years, some showed comments from friends (which I thought was a great thing) Also screenshots of both of my email accounts just to show the different emails and dates that I sent and that I received. I had those screenshots printed into photo's at a photo store and sent those along with other photo's of us together.

I like your idea of using the blue paper in the front of everything. I know others have made up "table of contents" for each application. I used those little colored tab looking sticky's so that it didn't cover the whole page but they could see it and know what pack of documents they were looking at.

I am happy to help you in any way that I can.

Thank you so much! so helpful, I will let you know if I have any other questions when I'm putting it all together this week! Almost done getting all of our documents together just waiting on a police check from korea and the medical check is this thursday!

Thanks again! ;D

 

[Kate CP]

This is a stupid question, but do I submit the sponsorship application first, wait for a response, and THEN submit the sponsor's application? Or can I submit everything at once?

I am pretty sure I'm eligible to be a sponsor, but don't want to hold proceedings up by getting it wrong.

Thanks!!

 

[TracyCa64]

This is a stupid question, but do I submit the sponsorship application first, wait for a response, and THEN submit the sponsor's application? Or can I submit everything at once?

I am pretty sure I'm eligible to be a sponsor, but don't want to hold proceedings up by getting it wrong.

Thanks!!

You will send in both applications together. CIC will approve the Sponsor's application first and then the Applicant's application will be forwarded to the applicable Visa Office.

There are never stupid questions.

 

[Kate CP]

Thanks! I feel like I am being so stupid about it all, even though I've found so many helpful answers and tips on this forum. i just want to make sure I've covered everything!

Another question...this time about the medical check. We are in London, UK, and my husband is planning on having his medical done early next year. The doctor will send the report directly to CIC, and give my hubs a note to confirm that the check has been done and sent, and we must include this with the application. My question is, if CIC receive the check from the dr before they receive our application, does this matter?

Sorry - long winded question there, but any help appreciated!