5 Common Express Entry Mistakes That Can Get Your Application Refused

Express Entry is a streamlined path to Canadian permanent residence, but it can be unforgiving toward mistakes. IRCC (Immigration, Refugees and Citizenship Canada) typically will not ask you for missing information or give second chances if your application is incomplete They often reject it outright. To avoid a refusal, it’s critical to submit a complete and accurate application on the first try. Below we review five of the most common Express Entry application mistakes and how to avoid them.

1. Incomplete Work Experience Documentation

Problem: Many applicants fail to provide proper proof of their work experience. Common errors include reference letters missing key details (e.g. not stating that the work was paid, omitting hours per week) or relying only on contracts and pay stubs without an official letter. This significantly increases the risk of refusal, as IRCC requires specific evidence for each job you claim points for.

Solution: For each job you list, include a reference letter from the employer that contains all mandatory details. According to IRCC’s completeness check guidelines, a work reference letter should be on company letterhead and include:

• Your name and the company’s contact information (address, phone, email),
• Details of your employment: job title, duties and responsibilities, start and end dates, whether the job was full-time or part-time (with hours per week), and whether it was paid (including your annual salary plus benefits),
• Name, title, and signature of your immediate supervisor or HR officer.

If you held multiple positions at the same company, the letter should list each title and period of employment. Do not omit any of the above details. If the position was unpaid or an internship, be aware it may not count for Express Entry, since work experience generally must be paid.

For self-employed work, the requirements are different. You won’t have an employer letter, so provide proof of your business (articles of incorporation or business registration), proof of income (invoices, bank statements, tax documents), and third-party documentation from clients confirming the services you provided and payment received. Self-written affidavits of your duties are not acceptable as proof of work. Essentially, an immigration officer needs to see independent evidence of your self-employed experience.

For Canadian work experience, it helps to include additional proof like your T4 tax slips or Notices of Assessment from the CRA for the years you worked in Canada. While these may not be listed as mandatory, they strengthen your application by validating your employment timeline and income. Remember that the reference letter is the minimum requirement – it’s wise to include any other documents that support your work history (pay stubs, contracts, promotion letters, etc.) to paint a complete picture.

2. Not Including Originals with Translations

Problem: You submit a translated document (such as a birth certificate, police record, or reference letter) but forget to include the original language document or a proper translator’s affidavit. This is a frequent mistake; people assume the translation alone is sufficient, but IRCC will reject documents that aren’t correctly accompanied by originals and translator credentials.

Solution: Always provide three things for any document not in English or French: 1) a copy of the original document (or a certified true copy), 2) the full translation in English or French, and 3) the translator’s affidavit or certification. The translator’s affidavit should attest to their language proficiency and the accuracy of the translation. IRCC explicitly requires the original source document and a certified translation (or a translation with affidavit if not done by a certified translator) for all non-English/French documents. If any of these pieces are missing, your application can be refused for being incomplete. Double-check that your scanned uploads contain both the original text and the translated version with the necessary stamps or affidavits.

3. Reusing an Outdated Police Certificate

Problem: You provide a police clearance certificate that does not cover the proper timeframe. This often happens when applicants reuse a police certificate obtained months or years ago (for example, for a previous study or work permit) without realizing it may no longer be valid for Express Entry. A typical scenario: you obtained a police certificate from your home country in May, stayed in that country until August, then moved to Canada and later submit that May certificate with your PR application. The gap (May to August) means the certificate doesn’t cover your final period in the country, which is a sure-fire ground for refusal.

Solution: Ensure each police certificate is up-to-date and covers your entire stay in the country. IRCC’s rule is that for any country other than your current country of residence, the police certificate must be issued after the last date you stayed in that country for 6+ months continuously. In other words, don’t get the certificate too early; get it after you have left the country, or if you’re still there, as late as possible before you leave. For the country where you currently live, the certificate should be issued no more than 6 months before you submit your PR application. Never assume an older police certificate is “still good” if you remained in or returned to that country since it was issued. It’s better to obtain a new one to meet the IRCC requirements. Using an outdated certificate (one that doesn’t cover your most recent activities in that country) will lead to your application being rejected as incomplete.

Also, upload color scans of the original police certificates. IRCC does not accept notarized copies or blurry black-and-white scans; providing anything less than a clear scan of the original can also cause a rejection.

4. Failing to Provide All Education Documents

Problem: Mistakes related to educational credentials are common. One issue is not getting the correct Educational Credential Assessment (ECA) or not realizing that the ECA report must be specifically valid for IRCC. For example, if you used WES (World Education Services), you need an ECA report version designated “for IRCC”;a general evaluation or an older WES report not addressed to IRCC may not be accepted. Another frequent error is submitting only the ECA report and not the actual diploma/degree certificate or transcripts from your school.

Solution: Make sure your ECA is the right type and include your degree documents. An ECA is required to confirm the Canadian equivalency of any foreign diploma if you want those education points. Check that your ECA (from WES or another designated agency) is valid and was issued within the validity period (most are valid for 5 years) and specifically intended for Canadian immigration purposes. In your PR application, provide:

• The ECA reference number (you input this into your Express Entry profile and application forms), and
• Proof of your education credential itself – this means a copy of your degree or diploma certificate and your final transcripts for that program. IRCC’s completeness instructions state that to get education points you must provide proof of the credential (degree certificate, diploma, etc.) along with transcripts for completed programs.

Simply uploading the ECA report PDF alone is not enough. Think of the ECA as a verification, but IRCC also wants to see the actual educational documents you earned. If you don’t include your diploma and transcript, your application can be rejected for incompleteness because you failed to prove you obtained that education. Avoid this by scanning your diplomas and transcripts in full, and attach them with the ECA report or in the education document slots provided.

5. Misrepresenting Your Spouse’s Accompanying Status

Problem: Some applicants try to game their Comprehensive Ranking System (CRS) score by declaring their spouse as non-accompanying when in reality the spouse does intend to immigrate or join later. By marking a spouse as non-accompanying, the principal applicant can sometimes get a higher CRS score (because Express Entry deducts points for an accompanying spouse). However, this tactic is misleading and risky if it’s not true. “Accompanying spouse” has a specific definition under immigration law; it isn’t something you can arbitrarily toggle for points. If you misrepresent your family information, it could lead to refusal or even a ban for misrepresentation.

Solution: Be truthful about your spouse’s intentions. Only designate your spouse or partner as non-accompanying if they genuinely will not become a permanent resident through your application. According to IRCC, an “accompanying spouse” means a spouse or common-law partner who is immigrating to Canada with you (and who is not already a Canadian citizen or PR). For example, if your spouse is not a PR and you plan for them to join you in Canada as a PR, they are an accompanying spouse and must be included in your application. If your spouse is already a Canadian PR or citizen, they wouldn’t be immigrating through Express Entry, so they are naturally non-accompanying (and including them as accompanying is not applicable).

Do not list your spouse as non-accompanying just to boost your score if they actually intend to come; this could be considered a form of misrepresentation. Beyond the legal issues, if you claim they won’t accompany you but later try to sponsor them, it may raise questions. Always answer the spouse/partner questions honestly. Remember, you’ll have to provide documents (like police certificates and medical exams) for an accompanying spouse, and they will be assessed as part of your application. It’s better to lose a few points and be truthful than to risk refusal for hiding information.

How to Avoid These Mistakes and Succeed in Express Entry

Educate yourself and double-check everything. IRCC provides a wealth of information about what a complete application must include. A great starting point is the official Express Entry completeness check list, which outlines all required documents and forms. Review this checklist multiple times and use it to prepare your document package. Ensure you meet all requirements for each item (for instance, if a police certificate or translation has specific rules, follow them exactly).

It’s also wise to consult the IRCC program guidelines for more detailed explanations of requirements. For example, IRCC’s internal manuals on evaluating work experience and other criteria can give you insight into how an officer will assess your evidence. These resources (often available on Canada.ca) cover nuances like how to count work hours, how unpaid leave or vacation might be viewed, or the distinction between employee vs. contractor work. Understanding the perspective of the visa officer can help you prepare a more robust application and preempt any concerns.

Finally, if you feel overwhelmed or unsure about any aspect of your Express Entry application, consider seeking professional guidance. An experienced Canadian immigration lawyer or consultant can review your documents and application for completeness and accuracy. Even a one-time consultation of an hour can catch issues you might have missed and give you peace of mind. The Express Entry process is competitive and detail-oriented. Investing some time to get it right the first time is far better than facing a refusal and having to start over.

Bottom Line: Little mistakes can have big consequences in Express Entry. By avoiding the common pitfalls; incomplete work letters, missing translations or certificates, improper documentation for education and police checks, and accuracy in your personal information; you give yourself the best chance at a smooth approval. Put your best foot forward with a thorough, truthful, and well-documented application, and you’ll be one step closer to achieving your Canadian immigration dream.