you need to send one form via email and pay $5 fees, you will get your notes after 30 days. if applicant is inside canada, you need to send only one form but if applicant is outside, sponsor need to request gcms on behalf of applicant. in second case, you need to fill 2 forms and send one copy of requester's identity with forms.
procedure for applying for gcms notes
Step by step:
Print off IMM 5563 (05-2012) E - Access to Information and Personal Information Request:
http://www.cic.gc.ca/english/pdf/kits/forms/IMM5563E.pdf
Section A:
1. Access to Information Act
2. English/French (your choice)
3. Email (fastest way)
4. No (because the applicant does not live in Canada you cannot request on your own, your spouse will have to officially request for you)
Section B:
This section is for the applicant to fill out.
Family Name (Last Name)
Given Name(s) (First Name/Middle Name)
DOB
Electronic Files - Status of an Applicaation - File Number (you would get this from the AOR or sponsor approval, ours started with an 'F') -
Location (in your case its New Delhi, India)
DO NOT fill out the Immigration File in Canada section or the next section down that says Physical File unless you really want those docs as well. If you do, the file will be pulled and could delay your processing until it's returned.
Section C:
This section your spouse that lives in Canada will fill out:
Tick the box "this request is submitted by a Canadian Citizian or PR"
Mr. Mrs. Ms
Family Name (Last Name)
Given Name(s) (First Name/Middle Name)
Full Address
Phone Number
Email
Requester's Signature: your spouse to sign and date
NOW:
Print off IMM 5475(12-2004) E - Authority to Release Personal Information To A Designated Individual: http://www.cic.gc.ca/english/pdf/kits/forms/IMM5475E.pdf
Choose One:
Tick off the first box "i authorize"
Questions 1-4 are for you, the principal applicant to fill out
1. Family Name and Given Name
2. DOB
3. Name of Office: Canadian High Commission -- Location of Office: New Delhi, India
4. File Number and Client ID (UCI)
Questions 5-6 are for your spouse, the Canadian citizian or PR to fill out
5. Family Name and Given Name
6. Address, Phone and Email (make sure to use the same email that you provided when you first submitted the application)
7. Principal Applicant to sign and date/Sponsor to sign and date
Lastly, pay the $5 online http://www.cic.gc.ca/english/information/fees/index.asp. Print the receipt and fill it out with your sponsors information, and email all 4 pages to ATIP-AIPRP @ cic.gc.ca.
Alternatively write a $5 personal cheque to the Receiver General of Canada and mail the pages to Access to Information and Privacy Division, Citizenship and Immigration Canada, Ottawa, Ontario, K1A 1L1
good luck
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