As the world inches towards a new normal, many individuals are keen on traveling for various purposes such as work, schooling, and leisure. The new regulations and protocols in place have made it challenging to navigate the travel space, especially for those who plan on traveling to or within Canada. Fortunately, one can seek travel authorization from the Immigration, Refugees, and Citizenship Canada (IRCC) to ease the process. To help make things a bit easier for you, we have put together a sample email to IRCC for travel authorization. Additionally, you can find more examples and edit them as needed to suit your unique travel circumstances. With this in your arsenal, your travel preparations can be stress-free, and you can focus on enjoying your trip. Here’s the sample email: [insert sample email here].
The Best Structure for a Sample Email to IRCC for Travel Authorization
When it comes to requesting travel authorization from the Immigration, Refugees and Citizenship Canada (IRCC), sending an email is a common and convenient method. However, composing an email that conveys your request clearly, concisely, and persuasively can be challenging. To help you with this task, here’s a structure that you can follow, inspired by the writing style of Tim Ferriss, a best-selling author, entrepreneur, and speaker.
Step 1: Start with a Clear and Polite Opening
Your opening should grab the attention of the reader and establish the purpose of your email. Begin with a polite greeting, such as “Dear Sir/Madam,” “To Whom It May Concern,” or the name of the recipient if you have it. Then, state your intention to request travel authorization, indicating the purpose of your trip, the destination, and the dates. For example:
Dear Sir/Madam,
I am writing to request travel authorization from the IRCC for my upcoming business trip to Toronto, Ontario. The purpose of my trip is to attend a conference on digital marketing, which will take place from June 10 to June 12, 2021.
Step 2: Provide Supporting Information and Attachments
In this section, you should provide more details about your trip, such as your itinerary, accommodation, transportation, and any other relevant information that can help the IRCC assess your application. You may also attach supporting documents, such as your flight reservation, hotel booking, conference registration, and a copy of your passport. Make sure to present your information in a clear and organized manner, using bullet points, headings, and proper formatting. For instance:
During my stay in Toronto, I will be staying at the Hilton Toronto Hotel, which I have already booked for three nights. I will be flying from Vancouver on June 9, 2021, at 7:00 AM, on Air Canada Flight AC112, and returning on June 13, 2021, at 9:00 PM, on WestJet Flight WS345. I have registered for the conference on May 1, 2021, and paid the registration fee of $500. Please find attached the following documents:
- Flight reservation confirmation
- Hotel booking confirmation
- Conference registration receipt
- Copy of passport
Step 3: Address Any Concerns or Questions
If you think that the IRCC may have concerns or questions about your application, it’s a good idea to address them proactively in your email. This can show that you are aware of any potential issues and that you have taken steps to address them. For example:
I understand that the ongoing pandemic situation may pose some challenges to my travel plans. However, I would like to assure you that I have taken all necessary precautions and obtained all relevant documents and approvals, such as a negative COVID-19 test result, a health insurance policy, and a letter of invitation from the conference organizer. I am also willing to comply with any additional measures or requirements that the IRCC may impose.
Step 4: Close with a Grateful and Polite Tone
Finally, you should close your email with a tone that expresses your appreciation and professionalism. Thank the reader for their time and consideration, and provide your contact information in case they need to reach you. For example:
Thank you for taking the time to review my application for travel authorization. I understand that you receive many requests like mine, and I appreciate your efforts in ensuring the safety and security of all travelers to Canada. Please let me know if you require any further information or clarification. I can be reached at the following phone number and email address:
Phone: +1-XXX-XXX-XXXX
Email: yourname@email.com
Best regards,
Your Name
Following this structure can help you write a well-organized and persuasive email that increases your chances of obtaining travel authorization from the IRCC. Remember to proofread your email for grammar and spelling errors, and to avoid using emotional language, slang, or inappropriate tone. Good luck!
7 Sample Email Templates for IRCC Travel Authorization
Emergency Medical Treatment(Travel for Medical Assistance)
Dear IRCC Officer,
I am writing to request a travel authorization to seek emergency medical treatment for my daughter. My daughter has been suffering from a critical illness and needs immediate medical attention that is not available in our home country. We have been advised by our doctor to seek medical treatment abroad as soon as possible.
I understand that due to the ongoing pandemic situation, travel restrictions are in place. However, I cannot compromise on my daughter’s health and well-being. I have attached all the necessary medical reports and documents to support my request for travel authorization. I request you to kindly grant us permission for safe and quick travel to the medical facility abroad.
Thank you for your understanding and support.
Sincerely,
[Your Name]
Family Reunion(Travel for Family Reunion)
Dear IRCC Officer,
I am writing to request a travel authorization to reunite with my family in Canada. Due to the ongoing pandemic, I have been separated from my family for more than a year and the distance has taken a toll on my mental health. I have missed many important family events, including my sister’s wedding, which took place last month.
I understand that travel restrictions are in place to curb the spread of the virus, but I request you to grant me access to Canada as an exception to the current regulations. I am willing to complete all the mandatory quarantine procedures and follow all the safety guidelines during my travel and stay in Canada.
Thank you for considering my request and I look forward to being reunited with my family.
Warmly,
[Your Name]
Business Travel(Travel for Business Purpose)
Dear IRCC Officer,
I am writing to request a travel authorization to participate in a crucial business meeting that is scheduled to take place in Canada. The meeting with our Canadian partners is a vital step towards the growth and expansion of our business. As an integral member of my company, my attendance is critical for the successful completion of the meeting.
I assure you that all the mandatory quarantine procedures and safety guidelines will be followed during my travel and stay in Canada. I have attached all the necessary documents, including the invitation letter from our Canadian partners and my company’s business plan, to support my request.
Thank you for your attention to my request.
Best regards,
[Your Name]
Student Travel(Travel for Educational Purpose)
Dear IRCC Officer,
I am writing to seek a travel authorization to travel to Canada for my studies. I have successfully secured admission to a reputed university in Canada and I am eager to start my academic journey. I have been granted a study permit and have completed all the necessary procedures.
I have also arranged for my accommodation and will strictly follow all the mandatory quarantine procedures and safety guidelines during my travel and stay in Canada. I have attached all the necessary documents, including my acceptance letter from the university and my study permit, to support my request for travel authorization.
Thank you for considering my request and I look forward to starting my studies in Canada.
Respectfully,
[Your Name]
Sports Event(Travel for Sports Event)
Dear IRCC Officer,
I am writing to request a travel authorization to participate in an important sports event that is scheduled to take place in Canada. I have been selected to represent my country in the international sports event and my attendance is crucial for the team’s success.
I assure you that all the mandatory quarantine procedures and safety guidelines will be followed during my travel and stay in Canada. I have attached all the necessary documents, including the invitation letter from the event organizers and my credentials as an athlete, to support my request for travel authorization.
Thank you for considering my request and I look forward to representing my country in the sports event.
Best,
[Your Name]
Humanitarian Reason(Travel for Humanitarian Reason)
Dear IRCC Officer,
I am writing to request a travel authorization to participate in a humanitarian project that is being held in Canada. My organization is a registered charity and is involved in providing aid and assistance to refugees and other vulnerable populations across the world.
I have been selected to lead a team of volunteers for a six-month project in Canada to support the refugees and immigrants who are facing multiple challenges due to the pandemic situation. Our team has prepared all the relevant documents, including our itinerary and COVID-19 safety plan, to ensure a safe and successful project implementation.
Thank you for considering our request and we look forward to working with the refugees and immigrants in Canada.
Kind regards,
[Your Name]
Religious Event(Travel for Religious Event)
Dear IRCC Officer,
I am writing to request a travel authorization to attend a religious event that is scheduled to take place in Canada. The event is a significant one for my community and my attendance is crucial for the successful completion of the event.
I assure you that all the mandatory quarantine procedures and safety guidelines will be followed during my travel and stay in Canada. I have attached all the necessary documents, including the invitation letter from the event organizers and my credentials as a representative of my community, to support my request for travel authorization.
Thank you for considering my request and I look forward to participating in the religious event.
Yours sincerely,
[Your Name]
Tips for Writing a Sample Email to IRCC for Travel Authorization
Are you planning to travel overseas but don’t have a valid visa or electronic travel authorization (eTA)? You might need to apply for one before boarding your flight. Here are some tips for writing a sample email to IRCC (Immigration, Refugees and Citizenship Canada) to request travel authorization:
- Begin with a clear and concise subject line that indicates the purpose of your email. For example, “Request for Travel Authorization for Overseas Trip.”
- In the opening paragraph, introduce yourself and explain why you are writing. Mention the country you are traveling to, the duration of your trip, and the purpose of your visit (e.g., tourism, business, study, etc.).
- Provide your personal details, such as your full name, date of birth, country of citizenship, and passport number. If you have an existing application with IRCC, mention your file number or application reference.
- Include any relevant documents or information that support your request. For example, if you have already booked your flight and accommodation, attach the itinerary or booking confirmation. If you have an invitation letter from a host organization or individual, include that as well.
- Specify the type of travel authorization you are requesting: a visa or an eTA. If you are not sure which one you need, check IRCC’s website or contact their customer service.
- State your preferred mode of communication and provide your contact information, such as your email address and phone number. Make sure to check your email regularly and respond promptly to any follow-up inquiries from IRCC.
Remember to be polite and respectful in your email. Avoid making demands or using aggressive language. Keep your tone professional and concise. Thank IRCC for considering your request and sign off with a closing statement and your name.
By following these tips, you can increase your chances of getting a timely and positive response from IRCC. Don’t forget to give yourself enough time to apply for travel authorization, as processing times can vary depending on various factors such as your nationality and the purpose of your trip. Good luck!
Sample Email to IRCC for Travel Authorization FAQs
What is the purpose of a sample email to IRCC for travel authorization?
The purpose of a sample email to IRCC is to request for travel authorization to Canada during the COVID-19 pandemic.
Who needs to apply for travel authorization to Canada?
All foreign nationals, including those who have a valid visitor visa, electronic travel authorization (eTA), or permanent resident visa, must have a valid travel authorization before boarding a flight to Canada.
What documents should I include in my sample email to IRCC for travel authorization?
You should attach the following documents to your email:
- Valid passport
- Visitor visa (if applicable)
- Electronic Travel Authorization (eTA) (if applicable)
- Proof of accommodation in Canada
- Proof of sufficient funds to cover your stay in Canada
How long does it take to process a request for travel authorization?
The processing time for travel authorization varies, but it can take up to several weeks. It is recommended to apply for travel authorization at least two weeks before your planned travel date.
What happens if my sample email to IRCC for travel authorization is rejected?
If your request for travel authorization is rejected, you will not be able to board a flight to Canada. You may reapply for travel authorization once you have resolved the issue or provide additional supporting documents.
Can I apply for travel authorization on behalf of someone else?
No, you cannot apply for travel authorization on behalf of someone else. Each individual must apply for their own travel authorization.
What happens if I do not have a valid reason to travel to Canada?
If you do not have a valid reason to travel to Canada, your travel authorization request may be denied.
What is the validity period of travel authorization?
The validity period of travel authorization varies and is determined by the IRCC officer processing the request.
How do I cancel my travel authorization request?
You can cancel your travel authorization request by sending an email to IRCC at the email address from which the original request was sent. Please include your full name and date of birth in the cancellation email.
What should I do if I tested positive for COVID-19?
If you have tested positive for COVID-19, you should not travel to Canada until you have fully recovered and have received medical clearance from a healthcare professional. Please notify IRCC by email if you are unable to travel.
Happy Travels!
Thanks for reading this sample email to IRCC for travel authorization. We hope this helped you in planning your trip better. Remember, it’s important to get all necessary permissions before embarking on your journey. Wishing you a safe and enjoyable trip ahead. Do visit our website again for more travel tips and information. Bon voyage!