There are a few different documents you’ll need when applying for a Canadian study permit. Some documents are mandatory, like your proof of identity or proof of finances. Others, like provincial or territorial attestation letters (PALs/TALs), are required for most applicants.
Although a letter of explanation (LOE) is only a recommended part of a study permit application, it’s still a good idea to include one. Let’s look at what goes into writing an LOE and whose applications should include one.
Note: This post is provided as information and is not legal advice. Guidance related to LOEs is subject to change. Please visit the Government of Canada’s website for the most up-to-date information, or contact a Regulated Canadian Immigration Consultant (RCIC) for guidance.
What is a Letter of Explanation?
Many applicants use their letter of explanation to speak to a specific part of their academic, work, or personal background. In some cases, applicants use their LOE to explain distinct circumstances to the immigration officer reviewing the application. Unlike a personal essay or statement of purpose, LOEs are less about who you are and your academic goals, and more about why you took time off from your studies after graduation, why you’re applying from a different country, or why you’re missing any required documents.
Generally, LOEs are formal letters which are one to two pages long and respond to specific questions or concerns. They also illustrate your intent as a student and your ties to your home country. Because these letters are shorter, focus on the letter’s purpose (like explaining a gap year spent caring for family).
Sometimes, sharing a timeline of related events in your letter is helpful. From a style perspective, it’s best to write your LOE with a neutral or positive tone. Your academic institution might also have a guide for writing a good LOE, so remember to ask if they do!
Also, include supporting documents which back up what you write about in your LOE. Supporting documents could come from a health care provider, employer, or other organization, and should relate to the circumstances you outline in your LOE. Effective supporting documents help the immigration officer understand your situation. They can also illustrate specific details or circumstances which strengthen your explanation.
For simplicity, combine the letter itself with any supporting documents in one PDF document. Make sure the LOE is the first page in the file!
Looking for more general guidance? Read our walkthrough of what international students need to apply for a Canadian study permit.
Who Needs to Include a LOE with their Study Permit Application?
As you prepare your study permit application, ask the academic institution you’ve been accepted to if you should include a LOE. You can also ask your international student advisor or counsellor, if you’re working with one.
If your initial study permit is rejected because the officer needs more information, you may be asked to resubmit your application with an LOE. Use your LOE to address the officer’s concerns and explain why you’ll make a great student.
If any of these situations apply to you, you may need to submit an LOE:
- One or more of your documents are missing or expired
- You have a conditional offer of admission from a college or university
- You’re applying to study in Canada from somewhere outside of your country of citizenship
- You took an authorized leave from your studies
- You took or are taking significantly longer than expected to complete a program of study (often when applying to extend a study permit)
- You qualified to study part-time as an international student and have to explain why
- The immigration officer has questions or concerns about your application
- You need to explain why you haven’t complied with any study permit conditions or requirements
Even if you don’t need to include an LOE with your study permit application, it’s wise to include one. You can also share your study plan or illustrate your ties to your home country and your travel history in your LOE.
While immigration officers understand many international students hope to gain Canadian work experience after graduation, the officer reviewing your application still needs to believe your main reason for coming to Canada is studying. Showing that you have strong ties to your home country and that you’ve obeyed visa conditions elsewhere can strengthen your study permit application.
Did you know: in 2024, applicants’ travel history factored into over 75% of Canadian study permit refusals? A well-written LOE can help you avoid this result.
With careful preparation, your letter of explanation can strengthen your study permit application. It’s an important part of your application, so give yourself enough time to draft it, find and attach any supporting documents, and read it over to ensure it’s clear, accurate, and complete. Best of luck with your study abroad journey!
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