Recording the interview
This section contains policy, procedures and guidance used by IRCC staff. It is posted on the department’s website as a courtesy to stakeholders.
Good case notes are critical as a record of what transpired at an interview. You will find in this section the procedures to follow to record an interview.
Case notes
Case notes are used to:
- prepare refusal letters
- respond to enquiries
- serve as the record in the case of an appeal and for court challenges.
Ensure that case notes:
- are detailed and reflect what transpired at the interview
- document any decisions made during case evaluation
- reflect the process followed in reaching those decisions
- do not contain irrelevant, inappropriate and prejudicial comments do not form part of the case notes.
How to prepare case notes
Good case notes should include the following information:
Setting the scene
- Include the “where,” “when” and “who was present,” all languages used (and by whom), use of interpreters, etc.
- Determine whether a decision was made upon reviewing the paper file or after an interview
Use of signposts
Make it easier for anyone reading the file by using headings to guide the reader and by logically structuring case notes. You may choose to use a variety of entries/headings (e.g., paper file review, representation, pending, interview, inquiry).
Ensuring the electronic file is complete
- Record all non-routine correspondence and telephone conversations.
- Note all routine correspondence sent.
- All information relevant to the case should appear in the notes.
Complete sentences/thoughts
Ensure that notes are easy to understand so that representations can be answered without asking for clarification, and avoid jargon.
Identifying the interpreter used (if any)
- Record the interpreter's name and relationship to the applicant (if any).
- Record the preferred language(s) of the applicant and any accompanying family members, as well as the language of interpretation.
- If an interpreter is provided by IRCC, ensure that the applicant is comfortable with the quality of translation provided and note this.
Objective facts
- Avoid personal judgments.
- Be sure that you are qualified to make the conclusions at which you arrive. (For example, you should not conclude that an applicant is mentally ill without the benefit of a professional opinion.)
Recording basis on which decision was made
- Explain thought processes; (e.g., "applicant has not satisfied me that she is a genuine visitor intending to enter Canada for a temporary purpose BECAUSE...").
- Make no assumptions.
Recording anything unusual
- For example, note if the applicant had a seizure during the interview. Was the atmosphere hostile, did the applicant appear extremely nervous, did the applicant sweat profusely, was the applicant shaking when asked about military service, etc.?
- If interviewing more than one client, either simultaneously or separately (for example, an applicant and their spouse/partner) note any evidence that the use of more than one language suggests the clients appear unable to communicate with each other.
Handwritten interview notes
Handwritten interview notes (where GCMS or computer is unavailable) should be dated, signed and kept in the paper file even once entered onto GCMS.
Indicate that the notes in question were created contemporaneously with the interview.
Entry of interview notes in GCMS
Visa officers are encouraged to enter notes directly into GCMS or to paste notes into GCMS immediately after an interview.
Notes that are contemporaneous with the interview are more likely to be given probative weight by the Federal Court and Immigration Appeal Division in terms of what occurred at the interview.
Any notes transferred into GCMS after the date of the interview should clearly explain the reasons for the delay and indicate when the interview took place.
Taping interviews
There is no obligation to allow applicants to tape interviews because the absence of a transcript will not violate the rule of natural justice.
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