How to write a letter explaining a professional situation in the context of immigration to Canada?

You're putting together your application to immigrate to Canada, but something in your career history seems unclear or problematic? You're not alone. Many people have to write an explanatory letter to justify a gap in their CV, a sudden career change or a position that doesn't quite fit in with their target program.

But how do you write this letter in a way that's convincing, clear and, above all, useful for your immigration application? That's exactly what we're going to look at together, step by step.

Why a covering letter?

In an immigration file, every piece counts. And sometimes, certain professional situations raise questions for Immigration, Refugees and Citizenship Canada (IRCC). The role of the explanatory letter is simple: to reassure the immigration officer by answering any questions he or she may have when reading your file.

It never replaces the eligibility criteria - it completes your file.

What professional situations might require an explanation?

Here are some common cases that may apply to you:

• A gap in your career path (for example, you stopped working for a year without any official justification)
• A sudden career change (from accountant to web developer, with no clear transition)
• Undeclared or informal employment (such as work in the parallel economy, not officially registered)
• A poorly documented period of work abroad
• Rapid dismissal or resignation
• Missing or incomplete documents (e.g. no contract or payslip for certain jobs)
• A job with a vague title or not aligned with the NOC (National Occupational Classification)

In short, everything that would make an IRCC agent tick.

Can we avoid writing a covering letter?

That's a good question. Sometimes it is.

If you can provide clear, complete and consistent documentation, the covering letter may not be necessary. Example: you provide a contract, pay slips, a letter from your employer, and all the details are in line with the NOC. Great!

But as soon as there's a doubt, a grey area or a lack of documentation... an explanatory letter becomes a must. added value.

Tip: If you're not sure, ask yourself this question: "Is there anything the agent might wonder about?" If the answer is yes, write the letter.

Please note The letter does not cancel eligibility criteria

Before we go any further, let's make one thing clear: an explanatory letter cannot "save" an ineligible application.

For example, if your experience doesn't meet the minimum length of time required for a program like Entrée Express, no matter how well you explain it, the program is still strict.

The letter helps you present what you have, but never replaces what you don't have.

How do I write a good cover letter?

Here's an easy-to-follow guide:

1. Clear title

Starts with an explicit title:

Subject: Explanatory letter regarding my employment as a receptionist at XYZ between January and June 2022

2. Background

Briefly explain the general situation:

In 2022, I worked as a receptionist for a local SME. At the time, I was going through a professional transition...

3. The facts

Be precise and honest. Explain what might seem strange:

This position does not appear on my tax returns, as it was an informal contract, which was common in my country for short-term jobs.

4. Available evidence

Even if some official documents are missing, show that you are transparent:

Although I don't have a formal contract, I enclose a letter signed by my former employer, as well as e-mail exchanges proving our collaboration.

5. Intention

Reassure the agent by showing your good faith:

My intention is to present you with a complete dossier, faithful to my real-life background. I remain at your disposal should you require any further information.

Sample structure for your cover letter

How to structure a cover letter for immigration to Canada?
Use this format:

1. Clear title
2. General context
3. Precise description of the situation
4. Supporting documents
5. Reassuring concluding sentence

This simple model shows that you're organized, transparent and ready to collaborate.

IRCC agent discretion: an asset or a risk?

Ah, that famous "agent's discretion"... You may have heard about it, and wondered whether it's something to worry about. Well, here's the truth.

The IRCC agent doesn't follow an automatic script. He or she may interpret certain elements in your favor or against you, depending on the clarity of your file.

In what cases can this work in your favour?

• Your explanatory letter is well-written, honest and well-documented.
• You're consistent in all your information
• You show a clear desire to fit in and respect the rules

And to your disadvantage?

• Your story seems vague or contradictory
• You hide information or minimize facts
• You don't provide any proof

In other words: agent discretion can be your best ally... if you're transparent.

Our final tips for a successful letter

1. Be honest, even if some elements are not perfect
2. Keep it simple and straightforward, avoid unnecessary jargon
3. Don't make anything up, because the IRCC can verify
4. Please attach proofs as soon as possible
5. Get an outside opinion if you're unsure (an immigration consultant, a lawyer, or even someone close to you).

In a nutshell

Your letter of explanation is a chance to be heard, not a useless formality. If you feel there's a question mark in your file, don't wait for the agent to point it out: take the initiative and explain yourself.

And remember: it doesn't matter if your background is atypical. What counts is clarity, transparency... and your sincere desire to settle in Canada under the right conditions.