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

[Snowisland]

I'm sure this has been asked before but...

How do you organize attached documents and photos when they are asked for at different places.

Let's say you have 3 folders like TS.
Sponsor forms
Sponsored spouse forms
Proof of relationship

In IMM5490 Question 20-24-25-26 they ask for proof of relationship.
But then you also have a whole separate folder called "Proof of relationship"
So obviously you don't want to put duplicate copies of documents.

So what I'm considering doing is to enumerate all documents and photos. So Document 1, Document 2..... Photo 1, photo 2, photo 3.....
And then just put all of them in the "Proof of relationship folder".
And then for example in question 20 in IMM5490 I would write "We lived together in the same apartment and we have a joint lease (see document #5)"
But that document #5 is actually in another folder called "Proof of relationship"

Is that gonna work?

I did sponsor, sponsored spouse and photos. I followed the checklist order and proof of relationship other than photos was placed in order with all the other documents.

 

[NRSY]

Just about to send my documents to CIC.

Just to make sure.. I send it to the mississauga office... but where do I specify that it is an outland application and to be sent to the manilla office?

Do i give or write anywhere the manilla office address?

 

[Galano1213]

Put on the envelope and on the first page of each section

 

[chilkootcee]

Just about to send my documents to CIC.

Just to make sure.. I send it to the mississauga office... but where do I specify that it is an outland application and to be sent to the manilla office?

Do i give or write anywhere the manilla office address?

I suggest that you write a request....rather than "telling them"...and include this letter at the front of the application package as well as at the front (copies) of each section (as mentioned)....you should also explain why you are requesting that it be processed in the Manilla VO (i.e. the applicant has lived there for XX number of years) and is currently living there (you can reference the visa / permits)...

C.

 

[CABA]

Thanks for sharing

 

[sydneysider87]

I'm sure this has been asked before but...

How do you organize attached documents and photos when they are asked for at different places.

Let's say you have 3 folders like TS.
Sponsor forms
Sponsored spouse forms
Proof of relationship

In IMM5490 Question 20-24-25-26 they ask for proof of relationship.
But then you also have a whole separate folder called "Proof of relationship"
So obviously you don't want to put duplicate copies of documents.

So what I'm considering doing is to enumerate all documents and photos. So Document 1, Document 2..... Photo 1, photo 2, photo 3.....
And then just put all of them in the "Proof of relationship folder".
And then for example in question 20 in IMM5490 I would write "We lived together in the same apartment and we have a joint lease (see document #5)"
But that document #5 is actually in another folder called "Proof of relationship"

Is that gonna work?

I am trying to sort out the same thing.
For those questions I have an appendix for everything that doesn't have space on the original forms. Ideally to keep things organized, I want to refer to the "Proof of Relationship" section from the appendix.

Anyone have any other suggestions?

 

[Beaverdiva]

Hi, in my opinion the best way to organise your application is to have loose pages clipped in to 3 sections; Sponsor
Principal Applicant
Proof of Relationship
Then, anything else like marriage/birth/ police cert's, medicals are filed in order according to each document checklist.

When filling in forms write 'see proof of relationship section' or 'as provided in the proof of relationship section'
instead of trying to insert photos because it will be better to have everything together.

I used bulldog clips to separate the 3 sections and labelled up some tabs/file dividers with either 'IMM....' written on them or for example, 'police certificate' for anything else to be included.

I piled everything in to one bundle and popped it in a large clear plastic zip up file folder.

It's personal preference, but I didn't think having 3 folders was necessary. As long as any supporting papers are marked with names and DOB's it will be fine. Cic take it all apart and rearrange it anyway!

 

[will_loon]

Hi there, my spousal sponsorship application was received by case processing center on 13 January 2016. normally need to take how long to get the acknowledgement from the CIC?

 

[Perseverance3]

Hello,

First of all, thank you everyone for your input and suggestions with the spousal sponsorship application. Truly helpful and encouraging. I don't feel so alone anymore. It is super tedious and my husband and I feel so overwhelmed with the entire process. Anyhow, I'd like to think that we are FINALLY almost complete with our application and ready to submit them soon, within the next few days hopefully. We are applying for the outland Spousal Sponsorship. It seems however, every time we thought we got everything down to the tee, we find something else...

Hence my 3 questions are as follows, hoping that I would get some tips/advice on how to proceed with them.

1. IMM 0008: Question#3 -
How many family members, including you, are in this application:
Does that mean the answer is 2? My husband (principal applicant) and I (his sponsor and spouse)?
We do not have dependent children.

2. Do we need to print and complete 2 copies of the Schedule A – Background/Declaration (IMM 5669)?
(One for each; 1 for my husband who is the principal applicant, and 1 for me as his spouse/sponsor?)

The GUIDE says:
Who must fill out this application form?

This form must be completed by:
you, the principal applicant;
your spouse or common-law partner (whether accompanying you to Canada or not), and
your dependent children aged 18 years or older (whether accompanying you to Canada or not).

3. And is it really required for the following, regarding my husband sending me his application form with the specific envelope and mailing instructions, with the postage still attached and everything, and send it like that with the rest of my application forms and documents?

Or can I send it as some people have mentioned in this thread with no problem, with the 3 envelopes (sponsor, applicant, proof of rel.)?

Step 3: Mail the application
Note:
Mailing instruction
Put the completed forms, supporting documents required for your sponsor in a 23 cm x 30.5 cm (9″ x 12″) envelope.
Send your completed application to your sponsor’s Canadian address.

Affix sufficient postage (top right of the envelope)

Sender (top left of the envelope)
(Your name)
(Your Address)
(Your Postal Code)
Your Sponsor's address
Your Sponsor's address

I know it seems so trivial, but we just want to make sure we submit our application form properly so that we don't have to face any unnecessary return... Can't stand being apart any longer, we want to finally have a proper life together.

Need some advice please. Thanks <3

 

[Decoy24601]

Hello,

First of all, thank you everyone for your input and suggestions with the spousal sponsorship application. Truly helpful and encouraging. I don't feel so alone anymore. It is super tedious and my husband and I feel so overwhelmed with the entire process. Anyhow, I'd like to think that we are FINALLY almost complete with our application and ready to submit them soon, within the next few days hopefully. We are applying for the outland Spousal Sponsorship. It seems however, every time we thought we got everything down to the tee, we find something else...

Hence my 3 questions are as follows, hoping that I would get some tips/advice on how to proceed with them.

1. IMM 0008: Question#3 -
How many family members, including you, are in this application:
Does that mean the answer is 2? My husband (principal applicant) and I (his sponsor and spouse)?
We do not have dependent children.

2. Do we need to print and complete 2 copies of the Schedule A – Background/Declaration (IMM 5669)?
(One for each; 1 for my husband who is the principal applicant, and 1 for me as his spouse/sponsor?)

The GUIDE says:
Who must fill out this application form?

This form must be completed by:
you, the principal applicant;
your spouse or common-law partner (whether accompanying you to Canada or not), and
your dependent children aged 18 years or older (whether accompanying you to Canada or not).

3. And is it really required for the following, regarding my husband sending me his application form with the specific envelope and mailing instructions, with the postage still attached and everything, and send it like that with the rest of my application forms and documents?

Or can I send it as some people have mentioned in this thread with no problem, with the 3 envelopes (sponsor, applicant, proof of rel.)?

Step 3: Mail the application
Note:
Mailing instruction
Put the completed forms, supporting documents required for your sponsor in a 23 cm x 30.5 cm (9″ x 12″) envelope.
Send your completed application to your sponsor’s Canadian address.

Affix sufficient postage (top right of the envelope)

Sender (top left of the envelope)
(Your name)
(Your Address)
(Your Postal Code)
Your Sponsor's address
Your Sponsor's address

I know it seems so trivial, but we just want to make sure we submit our application form properly so that we don't have to face any unnecessary return... Can't stand being apart any longer, we want to finally have a proper life together.

Need some advice please. Thanks <3

1: The answer is one. Make sure that the principal applicant is the one filling out IMM0008, not you (the sponsor).
2: Only the applicant needs to fill it out. Since you (the spouse) are the sponsor, you don't need to fill it out.
3: You can divide it into three envelopes, but make sure *everything* is mailed in a single package (whether it's a larger envelope or a box). Do not send them separately.

 

[canadianbears]

Thanks to the OP. Your guide was a great help to us. We just submitted on the 12th.

 

[Perseverance3]

1: The answer is one. Make sure that the principal applicant is the one filling out IMM0008, not you (the sponsor).
2: Only the applicant needs to fill it out. Since you (the spouse) are the sponsor, you don't need to fill it out.
3: You can divide it into three envelopes, but make sure *everything* is mailed in a single package (whether it's a larger envelope or a box). Do not send them separately.

At Decoy24601: Thanks for the reply. Greatly appreciate it

 

[canesmemoire]

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)

Nice one KABAYAN for sharing this very informative ways on how to be organized on your application. It gives me ideas on how to do make my application easy.

 

[pamtee]

Hi! this is my first time here and I feel so blessed to came across this website and have read all your very informative tips regarding this matter. I have some questions and I hope you can help me guys. thanks

1. IMM 1344 Application to Sponsor
- What if my husband doesn't have Fax No.? Is it to leave that part blank? It doesn't accept an "N/A' word. we're accomplishing it by typing.

2. IMM 0008 Generic Application
Q# 10 Current Country of Residence
- there is "FROM" and "TO" what is the date I will put in "TO" if I am still here living in Philipines?

3. IMM 5669 Shedule A Background
# 7 Education
- This may be funny but really, what are the types of diploma? ;D ;D ;D

I hope you can help me guys. Thanks a lot!

 

[blackeyes28]

thank you to the person who started this thread. I literally followed every detail of her post, though our application package was not as thick as it was supposed to be, we got Decision Made and Passport Request after a little over 8 months. My husband and I went into "work mode" for 3 months to prepare our application and it was well worth it. Again, thank you so much to everyone and for those who are still waiting for their results, I hope you guys will get yours soon. God bless!