How to sponsor your spouse living outside Canada: A Step-by-Step Guide in 2025

By Anne Lui, founder and principal consultant of Hopeway Immigration

A Canadian permanent resident or citizen who wants to sponsor their spouse living outside Canada, or the spouse is currently in Canada holding a work permit or study permit but travels frequently, can do that through the Family Class Spousal Sponsorship. 

Below is a step-by-step breakdown of the Canada spousal sponsorship's online application process, including preparation, key stages, and timelines. All timeline estimates are based on recent 2024–2025 data. According to IRCC’s guidance, a typical outland spousal sponsorship takes about 11 months to process.  The diagram below offers an overview of the different stages in the process and the time required.   

Month-by-Month Timeline for Outside Canada Spousal Sponsorship (Typical Case)

Book a Consultation

Step 1: Preparing the Sponsorship Application Package

Before applying, both sponsor and spouse should ensure they meet all eligibility criteria and gather the required forms and documents:

• Sponsor’s Eligibility Check: The sponsor must be a Canadian citizen or permanent resident (PR) residing in Canada, at least 18 years old, and not barred from sponsoring. If the sponsor is a permanent resident, they must reside in Canada for the entire duration of the sponsorship process. 

• Required Forms: Complete all mandatory IRCC forms for family sponsorship. Key forms include:

  • IMM 1344: Sponsorship Agreement and Undertaking 

  • IMM 5532: Relationship Information and Sponsorship Evaluation 

  • IMM 0008: Generic Application for Permanent Residence 

  • IMM 5406: Additional Family Information (for principal applicant).

  • IMM 5669: Schedule A – Background/Declaration (personal history for principal applicant).

  • Any country-specific forms if applicable (check IRCC’s regional requirements for the spouse’s country of citizenship or residence).

• Supporting Documents: Gather all required evidence as per IRCC’s Document Checklist (IMM 5533). This includes:

  • Proof of the sponsor’s status in Canada 

  • Marriage certificate (and divorce or death certificates for any previous marriages, if applicable).

  • Identity documents for the spouse 

  • Police certificates for the spouse (and any dependents 18 or older) from all countries that they have lived in for 6 months or more in a row since the age of 18. 

  • Medical exam proof (if doing an upfront medical). While not mandatory at submission, you may choose an upfront medical exam. If done, obtain the Upfront Medical Report (IMM 1017B) as confirmation. Otherwise, be prepared to do the exam after applying (see Step 5).

  • Relationship evidence: proof your marriage is genuine 

• Fee Payment: Pay the required sponsorship fees online (sponsorship processing fee, principal applicant permanent residence fee, and biometrics fee). As of 2025, the total for spouse sponsorship is typically $1,205 CAD, plus $85 for biometrics. Save the fee receipt, as it must be included in the application.

• Completeness Check: Double-check all forms are correctly filled and signed (digital signatures are accepted for online submission) and all necessary documents are included. A complete application will avoid processing delays. 

Step 2: Submitting the Application Online via Permanent Residence Portal

Starting September 2022, spousal sponsorship applications must be submitted online via IRCC’s Permanent Residence (PR) Portal. The principal applicant (the sponsored spouse) will create or sign into a PR Portal account and submit both the spousal sponsorship and PR applications together electronically. Key points for submission:

• Creating the PR Portal Account: The sponsored spouse (or their representative) should create an account on IRCC’s PR Portal and follow the prompts for family sponsorship.

• Uploading Forms and Documents: All completed forms and scanned supporting documents must be uploaded through the portal. Ensure each file meets IRCC’s size/format requirements. 

• Electronic Signatures and Consent: The portal will have the sponsor and applicant electronically sign the online forms and give their consents. 

• Submission Confirmation: After successfully uploading everything and paying fees, submit the application. The online system may provide an immediate confirmation that the application was submitted. IRCC will later send an official Acknowledgment of Receipt (AOR) by email to confirm they’ve received a complete application (see next step). It’s wise to save or print the portal confirmation page for your records.

Book a Consultation

Step 3: Acknowledgment of Receipt (AOR)

Once IRCC ensures the application is complete, they issue an Acknowledgment of Receipt (AOR) to the sponsor (usually via email or through the online account). The AOR signifies that the application has passed the completeness check and is officially in processing:

• Contains Application Number: The AOR letter/email will include a unique application number (usually starting with “F” for family class). This number is important for future correspondence and tracking.

• Next Steps Indicated: The AOR may outline upcoming steps or documents to be submitted (for example, a reminder that a medical exam will be requested if not done upfront). It’s essentially confirmation that processing has begun.

• Timeline Expectation: According to recent data, AORs for online submissions are often received within one to a couple of months. If you don’t hear back after two months, you might contact IRCC to ensure the application was received.

Step 4: Sponsor Eligibility Review and Approval

Timeline: ~2–3 months after submission on average (can range 2–4 months). In this stage, IRCC evaluates the sponsor’s eligibility to ensure the sponsor qualifies to sponsor a spouse. This is sometimes called “Sponsor Approval” or Stage 1 approval:

• Initial Review: An IRCC officer verifies that all sponsorship forms are present and correctly completed, and that required documents are provided. They also conduct preliminary background checks on sponsor and applicant.

• Eligibility Criteria: The officer confirms the sponsor meets all criteria (status in Canada, age, not ineligible due to past sponsorship defaults or serious criminality, and not on social assistance). Note: There is no minimum income requirement to sponsor a spouse (unlike parent sponsorship), but the sponsor must sign an undertaking to support the spouse and cannot be receiving social assistance.

• Sponsor Approval Notification: If everything is in order, IRCC will issue a Sponsor Approval letter (usually by email) to confirm the sponsor is eligible and that the application will proceed to the next. The letter might come around the same time or shortly after AOR. 

• What’s Next: Once sponsor approval is granted, IRCC will continue processing the principal applicant’s portion. At this stage, or even slightly before sponsor approval, IRCC will typically initiate medical exam requests and biometrics for the spouse.

  
  

Step 5: Medical Examination Requirements and Timing

Timeline: Medical exams are usually requested very early in processing – often around the same time as AOR or sponsor approval. If you did not do an upfront medical, IRCC will send a Medical Instruction Letter for the spouse (and any dependents) soon after the application is in process. You will normally get 30 days to complete it upon request. Key points:

• Medical Exam Requirement: All family class applicants must undergo a medical examination by an IRCC-approved Panel Physician. This is to ensure the applicant has no health condition that poses a public health risk or excessive demand on Canada’s health system. The exam includes a physical check-up, blood tests, and chest X-ray (and possibly other tests as needed).

• Process and Submission: Attend the medical appointment with your passport and the medical instruction letter. The Panel Physician will conduct the tests and send results directly to IRCC electronically. You will receive a printout or document ( IMM 1017B Upfront Medical Report or eMedical Information Sheet) – keep this for your records.

• Timing: The medical exam process, from scheduling to IRCC receiving results, typically takes a few weeks to a couple of months. Medical results are typically valid for 12 months only, but there is a public policy in place now for in-Canada applicants who have done their immigration medical exam in the past 5 years can reuse the result by uploading the medical exam number in your application.

Step 6: Biometrics Collection and Notification

Timeline: Within the first 1–2 months after submission. IRCC requires biometrics (fingerprints and photo) for most PR applicants between ages 14 and 79, even if biometrics were given for a prior visa. Here’s what to expect:

• Biometrics Instruction Letter (BIL): After submission, IRCC will issue a Biometrics Instruction Letter to the principal applicant. This letter is sent once the biometrics fee has been paid. The letter will be uploaded to the online portal account and/or emailed, directing the applicant to give biometrics.

• 30-Day Deadline: From the date on the BIL, the applicant has 30 days to attend a biometrics collection appointment. The letter will list authorized biometric collection sites (Visa Application Centres abroad, or designated Service Canada locations if the applicant is in Canada). It’s important to act quickly – schedule an appointment as soon as possible and bring the BIL and passport to the appointment. Prompt biometrics submission is critical, as IRCC will not start full processing until biometrics are received.

• Biometrics Procedure: At the appointment, the applicant’s fingerprints and photograph will be taken. The process is quick (usually 15 minutes). After completion, the biometrics data is automatically transmitted to IRCC. 

• Exemptions/Notes: If the applicant gave biometrics in a past application, note that for a PR application IRCC still requires new biometrics in most cases. (Biometric validity is 10 years for temporary visas, but for each PR application IRCC collects fresh biometrics.) Only limited exemptions exist (e.g. for certain U.S. visa holders or diplomats).

• Traveling Applicants: If the spouse is in Canada when the BIL arrives, they can give biometrics at a Service Canada Centre in Canada. If they are traveling abroad, they can use a local VAC in that country. The important thing is to get them done within 30 days wherever the applicant is.

Step 7: Background Checks and Application Processing

Once medical and biometrics are done (and sponsor approval is in hand), the application enters the substantive processing phase. IRCC (often through a visa office abroad or a central office in Canada) will conduct thorough background checks on the applicant and review the relationship eligibility. Timeline: This stage can range widely, roughly 2–6 months on average for background/security checks, but it can be longer if complexities arise. Key components:

• Criminality Check: IRCC reviews the police clearance certificates and runs the applicant’s information through databases to confirm they have no criminal record that would make them inadmissible. This can involve checks with the RCMP, Interpol, and the applicant’s home country law enforcement. The sponsor may also be checked for any undisclosed criminal issues.

• Security Screening: The applicant (and sometimes sponsor) are screened for national security concerns. This is done with Canadian intelligence agencies and can take additional time, especially if the applicant has lived in multiple countries or has a background requiring in-depth vetting.

• Eligibility (Relationship) Assessment: In parallel, the visa officer evaluates the genuineness of the marriage. They review all the relationship evidence provided to ensure the marriage isn’t entered into for immigration purposes. They also confirm that the marriage is legally valid. If they have doubts, they may request additional documents, or an interview which typically requires the spouse and sometimes the sponsor to attend.

  
  

Step 8: Intermediate Approval – Eligibility Passed (Pre-Arrival Services Letter)

In outland spousal applications, there isn’t a formal “Approval in Principle (AIP)” letter like there was historically for in-Canada cases. However, once the major eligibility checks are passed (sponsor approved, relationship deemed genuine, medical and criminal/security checks clear), IRCC will issue a “pre-arrival services” letter to the applicant. This can be seen as the equivalent of an approval-in-principle:

• Pre-Arrival Services Letter: This letter informs the sponsored spouse about free settlement services they can avail before coming to Canada, such as language classes and employment resources. Importantly, receiving this letter means the application’s eligibility requirements have been met and the case is essentially on track for approval. IRCC only sends it when the application is in its final stages. (The letter explicitly states that the person can get pre-arrival services, which is only possible if they have certain approval documents or letters from IRCC)

• Timing: The pre-arrival letter often arrives a few months before the final decision. For example, many 2024 applicants report getting this letter perhaps around month 6–9 of processing. It’s a positive sign – essentially confirming that the relationship is bona fide and eligibility is passed.

Step 9: Final Decision and COPR Issuance

Timeline: Around 8–12+ months after application (varies case by case, often near the 12-month mark for many). The final decision stage is when IRCC is ready to grant permanent residence. Both sponsor and applicant will see the status “Decision Made” on their online accounts or status tracker when this stage is reached. The outcomes at this step:

• Passport Request: If the sponsored spouse is outside Canada and requires a visa to enter Canada, IRCC will send a “Passport Request” letter. This asks the applicant to submit their passport to a visa office so a Permanent Resident Visa can be affixed. The letter will include instructions on how to send the passport (or if visa-exempt, just confirm mailing address for COPR). Once processed, the visa office will return the passport with a one-time entry visa (if needed) and the official Confirmation of Permanent Residence (COPR) document. The COPR is the document that the applicant will use to “land” as a PR.

• Virtual Landing for In-Canada Applicants: If the sponsored spouse is in Canada at final approval, IRCC can often finalize the PR without a passport submission or border crossing. In such cases, IRCC may skip straight to issuing the COPR and use the Permanent Residence Portal for landing. The applicant would receive a portal invitation to confirm they are in Canada, provide a photo and address, and then IRCC will email them an e-COPR (electronic COPR). This confirms their new status as a PR. 

• Confirmation of Permanent Residence (COPR): The COPR is the official record of the new permanent resident’s landing details. If the spouse is outside Canada, they will use the COPR (and PR visa in passport if provided) to travel to Canada. At the Port of Entry, a border officer will sign and finalize the COPR, officially landing the person as a permanent resident. If the landing is done via the online portal while they are in Canada, the eCOPR is issued and no border crossing is needed – the spouse becomes a PR without leaving.

  
  

Step 10: Overall Processing Time Expectations (2024–2025)

Total expected processing time: Approximately 12 months from application submission to final decision is the standard. IRCC’s official service standard for spousal sponsorship is about 12 months (80% of cases). This includes the time for all steps. However, actual timelines in 2024–2025 can vary:

• Recent Trends: In 2024, processing has been quite efficient for many applicants. Straightforward cases (first marriage, no dependents, clear background) have seen approvals in as little as 6–9 months. There are even anecdotal reports of some outland applications finishing in under 4–5 months, though those are exceptional fast-tracks. It’s safest to plan for about a year of processing, but know that some cases are being completed sooner due to IRCC’s efforts to reduce backlogs.

• Factors Affecting Timeline: Your processing time can be longer if your case is complex – e.g. missing documents (which trigger additional requests), security checks for multiple countries, or if an interview is needed. High volumes from certain regions can also extend timelines. Conversely, submitting a complete application and responding quickly to any IRCC requests can help keep the application on the faster side of the spectrum.

• Monitoring and Updates: Throughout the process, the sponsor and spouse should monitor the application status (via the IRCC tracker or GCKey account). IRCC may send updates or requests at any time. If the application exceeds the normal processing window (beyond 12 months) and there’s no update, the sponsor can make a case-specific inquiry to IRCC.