Right now, Canada’s Immigration Ministry is dealing with millions of applications: visas, humanitarian requests, extensions, PR, provincial programs, appeals. To manage this intense flow, automation has been in place for several years now, a so-called specialized AI-based system. It’s not ChatGPT, but the principle is similar: the program scans the file and gives recommendations to an officer.
A human makes the final decision, but…
AI doesn’t decide whether to approve the application, in fact it evaluates it based on specific criteria and assigns scores: security, integration, family presence, discrimination, and more. These scores are presented to the officer in a ready-made report. For example: security factor — 4, integration — 1, family — 2, and so on.
If something looks unclear (e.g., why integration is only 1), the officer can click and see the reasoning, for example, the applicant is disabled, with no job or family.
Example: A Humanitarian Letter
Your letter doesn’t go straight to the officer, it first enters into the system. AI analyzes the text, searches for key factors, checks if these key factors are mentioned and whether they are supported (by documents, letters, reports).
For instance, you write that you’ve been working in Canada for 2 years and attach an employment letter. The system "sees" this and gives you points for integration. The officer then gets a total score, for example, 35 out of 50, alongside with recommendations.
If everything looks solid, the officer presses a button, and you receive a letter: First stage approved. If not, the officer may manually review weak points or simply issue a refusal.
Why keywords matter
The AI recognizes specific legal terms: persecution, discrimination, hardship, integration, etc. If you wrote your letter in Russian and used a translator there’s a lower chance the AI will fully grasp the meaning. It might miss a key factor simply because the term wasn’t recognized.
That’s why experienced professionals write these letters in English, using the right legal vocabulary. We know which words the system "likes" because we analyze federal court rulings where judges explain exactly which factors matter, how to interpret them, and what they legally mean.
Automation isn’t science fiction, it’s already here. And if you’re applying for a humanitarian program, an extension, or a visa be advised that your file is going through AI. The officer relies on that report, which is why it is crucial how you formulate your thoughts. It’s no longer just a story, it’s a strategic legal explanation written clearly, for both the machine and the human reader.
So, keep this in mind: understanding the system is already half way through.
Be informed, detail-oriented, and pay attention to every word.
And I sincerely wish that all your applications whether for a humanitarian request, work permit, or study permit are heard, understood, and approved.
Oleksandra Melnykova, Immigration and Refugee Consultant in Canada.
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