Master prompt
Document submission tracker template (validity-aware)
Project-management table: doc | source | status | validity expires | next action. Handles multi-applicant families via pivot view, with re-collection triggers for PCC (6mo), medical (12mo), IELTS (2y), ECA (5y).
CanadaDocument checklistTrackerPMPValidityComplianceFamily applications
Build a validity-aware document submission tracker for [CLIENT_NAME]'s IRCC [STREAM] application targeting submission on [INTENDED_SUBMISSION_DATE]. Cover all applicants in [APPLICANTS]. §1 — VALIDITY REFERENCE TABLE (memorise these) DOCUMENT | VALIDITY | RE-COLLECT TRIGGER ────────────────────|───────────────────────|────────────────────────── Police Certificate | ≤ 6 months at submission | If issue date < submission − 5 months Medical exam (IMM 1017) | 12 months from exam | If exam date < COPR issuance − 11 months IELTS / CELPIP General | 2 years from test | If test date < submission − 22 months TEF Canada / TCF Canada | 2 years from test | If test date < submission − 22 months ECA (WES / IQAS / ICAS / ICES / CES) | 5 years | If ECA date < submission − 4y 10m Reference letters | Generally no expiry, but officers prefer ≤ 12 months old | Re-issue if older Bank statements | Most recent 4-6 months at submission | Refresh monthly Marriage certificate | No expiry | Re-issue not needed unless damaged Birth certificate | No expiry | Re-issue not needed unless damaged Provincial nomination certificate | 6 months from issuance for EE | Use within window Job offer letter (LMIA-based) | LMIA validity 6-18 months | Per LMIA dates Provincial Attestation Letter (PAL) | Tied to acceptance year | Per institution §2 — MASTER TRACKER TABLE Produce a Markdown table with these columns: | # | Document | Applicant | Source authority | Status | Date collected / issued | Validity expires | Next action | Notes | Status values (use exactly these): • NOT STARTED — not yet requested • REQUESTED — application submitted to issuing authority • IN HAND — original received • TRANSLATED — certified translation complete • APOSTILLED — apostille / legalisation complete • UPLOADED — uploaded to IRCC portal • SUBMITTED — IRCC has received §3 — DOCUMENT ROWS — POPULATE FOR EACH APPLICANT IN [APPLICANTS] For each applicant, list the document rows. For a typical PR application, expect 25-40 rows per adult applicant + 10-15 per minor. Adult applicant row set: 1. Passport (bio page scan) 2. Passport (entry/exit stamps scan) 3. Birth certificate 4. Marriage certificate (if married) 5. Divorce decree (if previously divorced) 6. National ID (e.g. Aadhaar, Emirates ID) 7. Photograph (digital — IRCC specs) 8. IELTS / CELPIP / TEF / TCF certificate 9. ECA (WES / IQAS / ICAS / ICES / CES) 10. Degree certificate(s) 11. Transcripts(s) 12. 12th + 10th board certificates (if relevant) 13. Employment reference letter — Employer 1 14. Employment reference letter — Employer 2 15. Employment reference letter — Employer 3 (if applicable) 16. Pay stubs sample — Employer 1 17. Pay stubs sample — Employer 2 18. Tax filings — Form 16 / W-2 / equivalent 19. EPF / social security statement 20. Bank statements — primary account 21. Fixed deposit certificates 22. PCC — country of citizenship 23. PCC — country lived in 6+ months (one row per country) 24. Medical exam confirmation (IME / UMI) 25. Schedule A (IMM 5669) 26. Family Information (IMM 5645) 27. Additional Family Information (IMM 5406) 28. Statutory declarations (one row per declaration — common-law, name change, etc.) 29. Provincial nomination certificate (if PNP) 30. Job offer letter (if applicable) Minor applicant row set: 1. Passport 2. Birth certificate 3. Photograph 4. Medical exam confirmation 5. School enrolment letter (if applicable) 6. Custody documents (if non-biological parent) §4 — POPULATE FROM None yet For each item the client has already collected, mark its row IN HAND with the issue date. Compute its "Validity expires" using the §1 reference table. Flag any document where: Validity expires < [INTENDED_SUBMISSION_DATE] + 60 days → Status: NEEDS RE-COLLECTION → Next action: Re-order with target receipt date 30 days before submission §5 — TIMELINE CALENDAR Compute key milestones: • [INTENDED_SUBMISSION_DATE] − 6 months: order ECAs if not yet done • [INTENDED_SUBMISSION_DATE] − 4 months: book language tests (allows 1 retake if needed) • [INTENDED_SUBMISSION_DATE] − 3 months: order all PCCs • [INTENDED_SUBMISSION_DATE] − 2 months: book upfront medical exam • [INTENDED_SUBMISSION_DATE] − 1 month: refresh bank statements • [INTENDED_SUBMISSION_DATE] − 2 weeks: assemble final package; cross-check tracker • [INTENDED_SUBMISSION_DATE]: submit For each milestone, list the actionable items + responsible party (CLIENT / RCIC / PHYSICIAN / TRANSLATOR). §6 — PIVOT VIEW BY APPLICANT (for families) Produce a second compact table summarising completion by applicant: | Applicant | Total docs | IN HAND | NEEDS RE-COLLECTION | OUTSTANDING | % Complete | This lets the consultant see at a glance which family member is the bottleneck. §7 — RISK FLAGS COLUMN Add a "Risk flag" column in the master tracker. Use these flags: [!] EXPIRES SOON — validity within 60 days of submission [ACTION] EXPIRED — collected but already past validity for submission ⏸ BLOCKED — dependent on another step (e.g. ECA blocked until transcripts arrive) [?] UNVERIFIED — collected but authenticity / accuracy not yet confirmed by RCIC (Note: although IRCC product copy avoids emoji in customer-facing UI, the consultant's internal tracker is allowed to use these visual flags for scanning speed. Adjust to text labels if the client wants emoji-free output.) §8 — POST-SUBMISSION ADDITIONS After [INTENDED_SUBMISSION_DATE], add new rows for: • AOR (Acknowledgement of Receipt) • Biometrics request letter (if not done upfront) • Biometrics completion confirmation • Procedural fairness letters • Updated medical (if expires before COPR) • Updated PCC (if expires before COPR) • Confirmation of Permanent Residence (COPR) • Landing date • PR card receipt §9 — TOOLING SUGGESTION Recommend the consultant maintain the tracker in: (a) Google Sheets or Excel — best for live collaboration with client (b) Notion / Airtable database — best for status-per-row + multi-applicant views (c) Plain Markdown table in the case file — best for static record Either way: review the tracker WEEKLY in the run-up to submission; refresh monthly post-submission. §10 — OUTPUT NOW Generate the full tracker for [CLIENT_NAME]'s family ([APPLICANTS]) using the rules above. Include: • Master table populated with ALL rows for ALL applicants • Pivot view by applicant • Calendar of milestone dates • Flag any document from None yet that needs re-collection End with: "DRAFT tracker — for RCIC weekly review with [CLIENT_NAME]. Validity rules in §1 are subject to IRCC policy updates; verify each rule at submission. Tracker is a working tool, not a substitute for the IRCC instruction guide. Not legal advice."
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