Letter of Explanation question

[USProgrammer]

Hello friends. I accepted an ITA last night. I have not yet begun to upload documents, which I plan to do this weekend.

I have a question regarding Letters of Explanation. I have a few things that I would like to explain to the officer, such as:

• birth certificate issues: I have the original one my parents were given when I was born but the document is not in great condition (the left side where the labels of the fields is partially cut off and it's not on tamper-resistant paper since that didn't exist then). I have ordered and received a replacement birth certificate from the state which is legally valid but looks different and I would like to provide both and explain why.
• marriage certificate issue: similar issue. I have the original but due to storage and folds, the document isn't in perfect condition. I ordered a new one from the county where our marriage was performed and I have a new copy, but it has a different serial number, of course.
• Diploma: I originally could not find my master's diploma and ordered a new one from the school when I ordered transcripts for WES. The school told me the diploma was issued as Firstname M. Lastname where M is middle initial. That is what I provided WES and what's on my transcript. I eventually found the actual diploma which is issued as "Firstname Middlename Lastname" with the full 3 names. I would like to provide both to the officer and explain.

My question is: Should I use one LoE to explain all 3 areas in the general upload area (I believe it's called personal history or something like that), or should I prepend a page in the PDF for each area. For example: I would have an LoE as the first page of my birth certificate with the second and third pages being the birth certificates themselves.

Should I have a separate LoE in each section or just one LoE that encompasses everything. I want to ensure I answer all concerns from the officer without them wondering why.

 

[Peacekeeper87]

Hello friends. I accepted an ITA last night. I have not yet begun to upload documents, which I plan to do this weekend.

I have a question regarding Letters of Explanation. I have a few things that I would like to explain to the officer, such as:

• birth certificate issues: I have the original one my parents were given when I was born but the document is not in great condition (the left side where the labels of the fields is partially cut off and it's not on tamper-resistant paper since that didn't exist then). I have ordered and received a replacement birth certificate from the state which is legally valid but looks different and I would like to provide both and explain why.
• marriage certificate issue: similar issue. I have the original but due to storage and folds, the document isn't in perfect condition. I ordered a new one from the county where our marriage was performed and I have a new copy, but it has a different serial number, of course.
• Diploma: I originally could not find my master's diploma and ordered a new one from the school when I ordered transcripts for WES. The school told me the diploma was issued as Firstname M. Lastname where M is middle initial. That is what I provided WES and what's on my transcript. I eventually found the actual diploma which is issued as "Firstname Middlename Lastname" with the full 3 names. I would like to provide both to the officer and explain.

My question is: Should I use one LoE to explain all 3 areas in the general upload area (I believe it's called personal history or something like that), or should I prepend a page in the PDF for each area. For example: I would have an LoE as the first page of my birth certificate with the second and third pages being the birth certificates themselves.

Should I have a separate LoE in each section or just one LoE that encompasses everything. I want to ensure I answer all concerns from the officer without them wondering why.

I think you may be overthinking some things...
1.Why do you feel the need to provide birth certificates?... They're not required.
2.The new one is fine if it replaces the old one. No need to provide the old one...
3.I really don't think you need to write an LOE at all to explain why your middle name is written as <Middlename> on diploma and just <M> on WES report. But sure... why not.

If you ask me, you don't need to write an LOE at all...

 

[USProgrammer]

I think you may be overthinking some things...
1.Why do you feel the need to provide birth certificates?... They're not required.
2.The new one is fine if it replaces the old one. No need to provide the old one...
3.I really don't think you need to write an LOE at all to explain why your middle name is written as <Middlename> on diploma and just <M> on WES report. But sure... why not.

If you ask me, you don't need to write an LOE at all...

I was misreading the required documents. I see now that birth certificate is only required for proving that a child has the parents indicated (not an issue here).

Canada doesn't care if the documents are certified by the issuing authority but not the original for marriage certificates?

Should I provide the non-original diploma too that has the middle initial rather than the middle name or provide the original that I found that has my full middle name?

 

[Peacekeeper87]

I was misreading the required documents. I see now that birth certificate is only required for proving that a child has the parents indicated (not an issue here).

Canada doesn't care if the documents are certified by the issuing authority but not the original for marriage certificates?

Should I provide the non-original diploma too that has the middle initial rather than the middle name or provide the original that I found that has my full middle name?

Canada doesn't care if the documents are certified by the issuing authority but not the original for marriage certificates?
I'm not sure I understood your query correctly... But you need to upload the original version of your marriage certificate.

Should I provide the non-original diploma too that has the middle initial rather than the middle name or provide the original that I found that has my full middle name?
Same as above, absolutely needs to be original. Sure you can provide the other one if you want, but if you do, do add LOE to explain why you're giving this document to avoid confusion.

 

[USProgrammer]

Canada doesn't care if the documents are certified by the issuing authority but not the original for marriage certificates?
I'm not sure I understood your query correctly... But you need to upload the original version of your marriage certificate.

Should I provide the non-original diploma too that has the middle initial rather than the middle name or provide the original that I found that has my full middle name?
Same as above, absolutely needs to be original. Sure you can provide the other one if you want, but if you do, do add LOE to explain why you're giving this document to avoid confusion.

I thought you said the new marriage certificate replaces the old one in the first reply.

With all both required documents, they were both issued by the same institution that issued it originally. The birth certificate is a certified true copy. The diploma, as it's largely ornamental, doesn't have any "certification" since it's mainly for hanging on the wall.

I'm surprised Canada doesn't want the transcripts, since those are the actual proof given to WES. Should I attach the unofficial transcripts (printouts from the school websites) to the diploma request PDF? I'm not sure I understand what they're looking for since we already paid to have WES find our degree equivalencies.

 

[Peacekeeper87]

I thought you said the new marriage certificate replaces the old one in the first reply.

With all both required documents, they were both issued by the same institution that issued it originally. The birth certificate is a certified true copy. The diploma, as it's largely ornamental, doesn't have any "certification" since it's mainly for hanging on the wall.

I'm surprised Canada doesn't want the transcripts, since those are the actual proof give to WES. Should I attach the unofficial transcripts (printouts from the school websites) to the diploma request PDF? I'm not sure I understand what they're looking for since we already paid to have WES find our degrees equivalency.

I thought you said the new marriage certificate replaces the old one in the first reply.
What I meant by original, is that it shouldn't be a copy. Didn't mean it should be the first version.

With all both required documents, they were both issued by the same institution that issued it originally. The birth certificate is a certified true copy. The diploma, as it's largely ornamental, doesn't have any "certification" since it's mainly for hanging on the wall.
As we said earlier, birth certificates are not needed for your application. For proof of education, you can choose at least ONE document. It can be either your original diploma, or transcripts. But transcripts should be the original ones provided by the school with stamp, and not just downloaded pdf version.

I'm surprised Canada doesn't want the transcripts, since those are the actual proof give to WES. Should I attach the unofficial transcripts (printouts from the school websites) to the diploma request PDF? I'm not sure I understand what they're looking for since we already paid to have WES find our degrees equivalency.
That's the thing, because WES has already received evidence of you completing education, CIC doesn't need transcripts again. They do ask for one proof however for internal and confirmation purposes. Like we said before, pick at least one proof of education and upload it, or even both if you want. But no downloaded pdf from school website! Needs to be original document provided/stamped by school, just like the ones you gave to WES.

 

[USProgrammer]

I thought you said the new marriage certificate replaces the old one in the first reply.
What I meant by original, is that it shouldn't be a copy. Didn't mean it should be the first version.

With all both required documents, they were both issued by the same institution that issued it originally. The birth certificate is a certified true copy. The diploma, as it's largely ornamental, doesn't have any "certification" since it's mainly for hanging on the wall.
As we said earlier, birth certificates are not needed for your application. For proof of education, you can choose at least ONE document. It can be either your original diploma, or transcripts. But transcripts should be the original ones provided by the school with stamp, and not just downloaded pdf version.

I'm surprised Canada doesn't want the transcripts, since those are the actual proof give to WES. Should I attach the unofficial transcripts (printouts from the school websites) to the diploma request PDF? I'm not sure I understand what they're looking for since we already paid to have WES find our degrees equivalency.
That's the thing, because WES has already received evidence of you completing education, CIC doesn't need transcripts again. They do ask for one proof however for internal and confirmation purposes. Like we said before, pick at least one proof of education and upload it, or even both if you want. But no downloaded pdf from school website! Needs to be original document provided/stamped by school, just like the ones you gave to WES.

Thank you for the help so far. Just to clarify: WES required original transcripts mailed directly to them (or mailed to me and then re-mailed without breaking the seal). Since I can't upload them without breaking the seal on the envelope, should I order official transcripts, scan them (breaking the seal on the envelope), and upload those, or do you think uploading a scan of my diploma with the full name is sufficient and as authoritative as the transcripts would be?

I don't know if erring on the side of more information is wise with the officers. I just want to make sure there is no question about my past and therefore no reason to reject the application, since I meet all the requirements.

 

[Peacekeeper87]

Thank you for the help so far. Just to clarify: WES required original transcripts mailed directly to them (or mailed to me and then re-mailed without breaking the seal). Since I can't upload them without breaking the seal on the envelope, should I order official transcripts, scan them (breaking the seal on the envelope), and upload those, or do you think uploading a scan of my diploma with the full name is sufficient and as authoritative as the transcripts would be?

I don't know if erring on the side of more information is wise with the officers. I just want to make sure there is no question about my past and therefore no reason to reject the application, since I meet all the requirements.

Indeed, because you already sent out transcripts to WES, you'd need new ones sent to you if you want to use transcripts as proof of education, and scan those. That's just an extra unnecessary step. Diploma as more than enough. When you get to the document upload page, you'll see that it's mentioned that either degree or transcript is enough. Uploading both is redundant.
You're fine.

 

[USProgrammer]

Indeed, because you already sent out transcripts to WES, you'd need new ones sent to you if you want to use transcripts as proof of education, and scan those. That's just an extra unnecessary step. Diploma as more than enough. When you get to the document upload page, you'll see that it's mentioned that either degree or transcript is enough. Uploading both is redundant.
You're fine.

Thank you so much!

 

[Peacekeeper87]

Thank you so much!

sure thing

 

[USProgrammer]

One more question. I've worked at my company over 12 years. It was just spun off less than a year ago from a subsidiary of a larger company. Before that time, it was a DBA name of the larger company. All of this is provable with internet records from corporation searches.

Should I provide an LoE before my work experience letter or should it be provided in the more general section? I assume I should also "print out" the corporation search evidence into the PDF after the work experience letter.

 

[Peacekeeper87]

One more question. I've worked at my company over 12 years. It was just spun off less than a year ago from a subsidiary of a larger company. Before that time, it was a DBA name of the larger company. All of this is provable with internet records from corporation searches.

Should I provide an LoE before my work experience letter or should it be provided in the more general section? I assume I should also "print out" the corporation search evidence into the PDF after the work experience letter.

If the information is included on the company letterhead, I think no need. But if the reference letter is old, or the name of the company name or registration details have changed, sure you can do that, that could help.

 

[USProgrammer]

If the information is included on the company letterhead, I think no need. But if the reference letter is old, or the name of the company name or registration details have changed, sure you can do that, that could help.

Peacekeeper87, I have been preparing/uploading my documents. I never really got clarification on one point:

I've been prepending an LoE for each section that I think deserves one in that section, as the first page of the PDF, describing the pages to follow.

I just noticed an "Optional Documents" where the "?" icon says I can upload an LoE there. Do they expect me to have all my LoE's in the "Optional Documents" section, or is the way I've done it where the LoE is the first page of each PDF in each section and that LoE pertains to only that section.

I'm assuming the "Optional Documents" is for something extra that I wish to inform/disclose that's not captured in the specifically-named sections.

Thanks again.

 

[Peacekeeper87]

Peacekeeper87, I have been preparing/uploading my documents. I never really got clarification on one point:

I've been prepending an LoE for each section that I think deserves one in that section, as the first page of the PDF, describing the pages to follow.

I just noticed an "Optional Documents" where the "?" icon says I can upload an LoE there. Do they expect me to have all my LoE's in the "Optional Documents" section, or is the way I've done it where the LoE is the first page of each PDF in each section and that LoE pertains to only that section.

I'm assuming the "Optional Documents" is for something extra that I wish to inform/disclose that's not captured in the specifically-named sections.

Thanks again.

Once again, your understanding is correct.

Generally speaking, the additional document field is for what we can call a "General LOE", where you want to explain pretty much anything related to anything. There is also the implicit option of having a "Section Specific LOE", which would be the first page of a PDF, where you would explain something exclusively related to that section. You can use both, sure. But I prefer the latter. For example, I wasn't able to get my bank to include six months monthly average. So instead of explaining why in "General LOE", I wrote it in "Section Specific LOE" as first page of the pdf for Proof of Funds.

I personally don't find the "General LOE" to be efficient or intuitive if it's related to one of the PDF documents. I'd use General LOE for something that doesn't fit in any PDF. Like for example continuing my travel history, or uploading spouse IELTS (in the case of no education claimed, as no education field will be available), or explain that I ticked "no" for spouse work experience as I'm not claiming any points and but it's all in personal history...etc...

Both options are fine. It's all about how acute our inner OCD fiber is ...

 

[USProgrammer]

Like for example continuing my travel history, or uploading spouse IELTS (in the case of no education claimed, as no education field will be available), or explain that I ticked "no" for spouse work experience as I'm not claiming any points and but it's all in personal history...etc...

Hmm. Your reply made me realize... it didn't ask for a scan of our IELTS results anywhere. I'm sure I typed the numbers correctly into the form, but should I upload the scans to the General LoE section just in case (I am very OCD about it all). I just want to make sure the officer has no reason to decline my application.

Thank you for the rest of the reply as well. I have only POF, the work letter, and the photos remaining to upload (I have to get our pictures taken somewhere locally that does the 5x7cm Canada standard).