Gather required documents for your PGWP application

You must provide a letter stating that you have completed all the requirements of your UBC program.

The date your Letter of Completion first becomes available to you is very important for immigration purposes.

Different faculties and programs have different processes and you might need to take action to get your Letter of Completion. Learn more about getting your Letter of Completion. 

If your Letter of Completion will be available in Workday, check Workday every day after you’ve completed your last program requirement, such as your last final exam, and download a copy of the letter the first time you see it. Learn how to download your Letter of Completion, known as a “Program Completion Letter”, in Workday.

If you need to request your letter, contact the following:

• Undergraduate students: Contact an Academic Advisor from your faculty 
• Graduate students: Connect with your graduate program staff
• UBCO graduate students: Contact the College of Graduate Studies.

Your document must state that:

• You have successfully completed all of the requirements of your program, OR
• Your degree requirements have been met

Master’s, Diploma, and Certificate students: Your Letter of Completion should state the length of your program. Contact your program to request that this information be included in your letter of completion.  

Documents NOT accepted:

A letter stating that you will soon complete your requirements is not acceptable for a post-graduation work permit application (such as you are expected to complete requirements pending final grades for the term). You must wait until after you have completed your requirements before you can apply. Submitting the wrong letter in your application will result in a refusal of your application.

Important: once your letter of completion becomes available you are no longer eligible to work on or off campus and must stop work immediately. To ensure there is no gap in your eligibility to work, apply for your PGWP when your Letter of Completion becomes available (as long as you meet all eligibility criteria).

A copy of your official transcript must be submitted in your application. You must wait until all final grades are available before requesting it. Learn how to order an official transcript.

Once you receive your transcript, open the envelope and scan all the pages. Include one scanned copy of the “Explanation of student academic record” page that is on the back of every page.

If applying online, combine the copy of your transcript with the UBC Definition of Full-time Studies for Immigration Purposes Letter and upload them together under the ‘Recent Education Transcript‘ field of your document checklist.

If you studied at more than one institution in Canada, consult with International Student Advising for extra documents you will need to include. 

You must provide a scanned copy of your passport merged into one PDF document that includes:

• a copy of the bio-data page (the page with your name and photo)
• a copy of every page in your passport that has stamps, signatures, visas, or any other markings from Canada or other countries

If you need help scanning your documents, go to Irving K. Barber Chapman Learning Commons.

If your passport will expire soon

Consider extending it before applying for a post-graduation work permit, because your post-graduation work permit cannot be issued past your passport’s expiry date. However, do not wait too long for a new passport—you have only 180 days after program completion to apply for the work permit.

Contact International Student Advising for guidance on timing your application.

Make sure your photo meets IRCC’s specifications.

All students are advised to include in their Post-Graduation Work Permit application this PDF Letter acknowledging UBC’s Definition of Full-time Studies for Immigration Purposes.

If applying online, combine the copy of your transcript with the UBC Definition of Full-time Studies for Immigration Purposes Letter and upload them together under the ‘Recent Education Transcript‘ field of your document checklist.

As of November 1, 2024, all PGWP applications require proof of language ability in English or French. 

Only some language tests are accepted, and your language test results must be less than 2 years old at the time you submit your PGWP application.

If you have recently completed a language test, confirm if it meets the requirements. Otherwise, you should book a language test well in advance of applying for your PGWP. Consider planning enough time to retake the test, if necessary. 

As a university graduate, including certificates and diplomas at UBC, you must provide one of the following exam results for proof of language proficiency in English or French. 

For English, you need a minimum of Canadian Language Benchmark (CLB) 7. You can provide:

• Canadian English Language Proficiency Index Program (CELPIP): CELPIP-General option
• International English Language Testing System (IELTS): IELTS General Training option
• Pearson Test of English (PTE): PTE Core option

For French, you need a minimum of Niveaux de competence linguistique canadiens (NCLC) 7 in all 4 language areas. You can provide:

• Test d’évaluation de français (TEF) – TEF Canada option
• Test de connaissance du français (TCF) – TCF Canada option

Check the language test equivalency charts to find the necessary level you need to obtain in each test.

A letter of explanation is a good way to describe your unique situation or include additional documents, including:

1. The purpose of your application
2. Issues you would like to make clear or that the officer might find useful
3. Supporting documents, screenshots or any other proof to support your explanation
4. Additional employment history if you have run out of space in the “Employment” section of your application
5. To request that restrictions to work in an occupation that requires a medical exam be removed to allow you to work in that occupation (see next section on medical exams.

Download the Letter of Explanation Word document template.

You require a medical exam report if you:

• Have lived in a designated country or territory for more than 6 months in the past 12 months, OR
• Plan to work in a job in which a worker’s illness could endanger the public, such as public health, health sciences, school teaching, or agriculture-related fields. Visit IRCC to find out if you require a medical exam.

If the above applies to you, you will need a medical exam conducted by an IRCC-approved Panel Physician. The doctor will send the full results to IRCC automatically. Ask the doctor for a copy of your medical exam report (referred to as your ‘e-medical’) and submit it with your work permit application.

There is a temporary policy allowing some students to use a medical exam completed in the past 5 years which has been extended to October 5, 2029. Learn more about medical exams and work. 

Important: If there is any chance you will work in these occupations, consider completing a medical exam and submitting your e-medical when applying. Include a letter of explanation asking specifically for your work permit to indicate that you may work in these occupations. Contact International Student Advising for guidance. You cannot start the position until you have received a work permit with appropriate conditions.

Most students will not require this form.

This document is required only if you answer “Yes” to questions: 3, 4, 5 or 6 in the “Background Information” section of your application form.

Important: If you answered “Yes” to any question in the “Background information” section other than 2(c), please speak to International Student Advising. 

Students who have taken any gaps in their UBC studies (authorized or not) for any length of time are advised to include in their Post-Graduation Work Permit application this Letter acknowledging UBC’s policy towards time taken away.

Download the UBC Acknowledgement Letter (pdf).

If you have not previously provided biometrics (fingerprints and a photo), you will be required to submit them in-person at a designated Service Canada location. 

The time it takes to submit your biometrics is not included in the processing time for your PGWP and your application will not be processed until biometrics are received. You only need to give biometrics once every 10 years.

U.S. citizens and people who have provided biometrics in the past 10 years and certain other individuals are exempt from providing biometrics.

1. Pay the biometrics fee at the same time you submit your PGWP application for faster processing.
2. Receive your biometrics instruction letter. If you applied online you will receive an electronic biometrics instruction letter within 24 hours.  
3. Book an appointment as soon as possible at a designated Service Canada location
4. Submit your biometrics within 30 days of receiving your biometrics instruction letter