10 Key Factors That Could Jeopardize Your Canadian PGWP Application

Canada’s Post-Graduation Work Permit program remains a lifeline for many international students finishing their studies, but it’s also one of the strictest pathways to work authorization in the country. As of October 2025, immigration officers continue to refuse a notable share of PGWP applications—exceeding 20% in some periods—most often for preventable errors rather than complex legal issues. The current rules place the full burden of accuracy on the applicant, and the clock starts ticking the moment a school confirms program completion.

The most common reasons for refusal, which immigration lawyers and school advisors see across cases, are consistent nationwide and reflect how closely Immigration, Refugees and Citizenship Canada applies the law to PGWP eligibility and student compliance throughout the study period in Canada 🇨🇦.

Institution and program eligibility

• Graduates must complete an eligible program at a Designated Learning Institution (DLI), but not every DLI is PGWP-eligible.
• A school can appear on the DLI list for study permit purposes yet still be ineligible for the PGWP.
• Common ineligible categories include private colleges, language schools, and some vocational programs.

Key advice from campus immigration offices and legal professionals:
– Verify PGWP eligibility of the institution and the specific program before enrolling.
– Confirm eligibility again before the final term to avoid surprises.

Missing or incorrect documents

Officers frequently refuse files for documentation issues. Typical problems:
– Incomplete transcripts
– Completion letters that don’t specify the program end date
– Unclear or expired passport copies
– Minor discrepancies (e.g., mismatch between graduation letter and transcript dates)

Important points:
– Every document must be complete, legible, and officially translated if not in English or French.
– Officers are not required to request missing items during routine processing—one weak document can sink an application.

Timing and the 180-day window

• Graduates have 180 days from the date the school confirms program completion (not the ceremony date) to apply.
• There is no extension mechanism—PGWP is a one-time chance.
• Common risks: waiting for convocation, final grade appeals, or a new passport.

Practical approach:
1. Apply as soon as the official completion letter or final transcript is available.
2. Update the file later if needed.
3. Set calendar reminders tied to the school’s formal completion notice.

Study load and full-time status

• Students are expected to remain full time in each required semester, with limited exceptions in the final session.
• Issues that can cause refusal:
  • Shifting to part-time mid-program without authorization
  • Failing a course and dropping below full time
  • Taking a light load without written permission
• Officers assess status across the entire program timeline, not just the final term.

When part-time or irregular terms occur:
– Provide clear, documentary proof (not just a brief cover note).
– Explain how the irregularity complied with rules or was authorized.

Gaps in study

Unexplained gaps—due to illness, program transfer, financial hardship, or strikes—often lead to refusal. To address gaps:
– Gather detailed records such as medical notes, institutional letters, or official strike notices.
– Link evidence to exact dates and show maintenance of legal status during the gap.

Legal status and restoration

• If a study permit has expired before the application reaches IRCC, the application will be refused unless the student first restores status.
• Restoration requires a $200 fee and a clear explanation.
• Restoration is available for a limited window and is not guaranteed; it also slows processing.

Advice:
– Monitor permit expiry dates and extend or restore status early if needed.

Unauthorized work

Unauthorized work is a strict disqualifier:
– Working more than 20 hours per week during regular academic sessions
– Working while not enrolled
– Working before the program starts

Officers examine employment records carefully; prior breaches—even if followed by later compliance—can block a PGWP.

Program type, length, and distance learning

Eligibility requirements:
– Program must be at least eight months long.
– Must lead to a degree, diploma, or certificate.
– English/French language training and general interest programs do not qualify.

Distance learning rules:
– If more than half the program was completed online (outside pandemic exceptions), the program is likely ineligible.
– Students who mix online study from abroad with in-person terms should audit credits and get a written breakdown from the institution if close to the threshold.

Administrative accuracy and common application errors

Administrative mistakes often derail files:
– Unsigned declarations
– Incorrect fee payments
– Passports expiring shortly after filing
– Unclear or missing explanations

Officers may decide based on the file as submitted and are not required to chase missing pieces. Recommended pre-submission checks:
– Verify legibility of every page
– Ensure dates align across documents
– Provide certified translations if needed
– Confirm payment receipts match the application

Many schools offer PGWP document clinics—attendance tends to result in cleaner filings.

Explanations, professional help, and edge cases

• Include a short factual explanation letter for any irregularity (part-time term, medical leave, failed course, program transfer). Support it with institutional records.
• Avoid emotional appeals or generic future plans—officers base decisions on compliance during the study period.
• For suspected problems (e.g., work-hour breaches or questionable part-time terms), consult licensed advisors before filing.
  • Campus advisors can confirm school-side facts.
  • Licensed consultants or lawyers can advise on presenting records and explanations.

Policy risks and one-time rule

• The PGWP is a one-time program—previous PGWP recipients cannot apply again.
• Inadmissibility findings (criminal, security, or certain health grounds) can override academic eligibility.
• As of October 2025, no major eligibility changes have been enacted, but the department has discussed aligning the program more tightly with labour market needs—watch for updates.

Practical checklist for applicants approaching completion

1. Confirm your DLI and program are PGWP-eligible.
2. Obtain the completion letter and final transcript as soon as available.
3. Check passport validity and study permit dates; address any status issues before filing.
4. Prepare a complete, readable file; include focused explanations and proof for irregular periods.
5. File early within the 180-day window to allow time to fix document errors.
6. Attend school-run PGWP clinics or seek licensed professional help for complex cases.

Officers continue to apply the same pillars: eligible DLI program, full-time study (with limited exceptions), on-time filing within the 180-day window, maintenance of legal status, and no unauthorized work. Expect steady enforcement rather than flexibility.

Human impact and final considerations

Real-world outcomes show the stakes:
– Missing the filing window by a week can cost a student the PGWP and require leaving Canada.
– Working beyond limits during a core semester can cause refusal even with a completed degree.

Careful preparation is not about beating the system—it’s about meeting it. The rules are public, the evidence is knowable, and the timeline is fixed. Graduates who plan ahead—confirming eligibility, keeping full-time status, collecting documents early, and respecting the 180-day deadline—maximize their chances of securing a Post-Graduation Work Permit and starting their Canadian work chapter without delay.

For official eligibility criteria, permitted timelines, and current processing guidance, consult IRCC’s resource here: Post-Graduation Work Permit (PGWP): After you graduate.