Work permits and visas in Canada

Work Permits and Visas in Canada: A Complete Guide for Employers

Canada's strong economy, high quality of life, and inclusive culture make it an attractive destination for global talent. Employers across industries are increasingly looking abroad to fill skills gaps and drive growth. However, Canada has detailed immigration rules, and hiring or relocating a foreign worker requires careful planning.

Mistakes can be costly – from application delays to heavy fines for non-compliance. To benefit from Canada's talent pool while staying fully compliant, employers must understand visas, work permits, and all related regulations. This guide explains why immigration compliance matters, who needs a permit, the types of permits and visas relevant to employers, eligibility and obligations for each type, and practical steps to smoothly hire and onboard foreign employees in Canada.

Who Needs a Visa or Work Permit in Canada?

Canadian citizens and permanent residents can work in Canada at any time without restrictions. If your new hire is not a Canadian citizen or permanent resident, they will generally need a work permit to work in Canada. (Note: work permits are employment documents, not travel visas.) A foreign national’s eligibility to work depends on their status and the duration/purpose of their stay.

In simple terms, every foreign national who will actually perform work for a Canadian employer must have a valid work permit. However, not every foreign national requires a travel visa (a visa is purely for entry). In fact, citizens of visa-exempt countries (like the US, UK, many EU countries, and others) only need an Electronic Travel Authorization (eTA) or simply arrive as visitors; but even they must hold a work permit to engage in employment.

Short business visits (for meetings or training) often do not require a work permit if the person is technically a “business visitor,” but any foreign national working (e.g., making sales, providing services, or doing hands-on work in Canada) needs both a valid work permit and, if applicable, a visa or eTA. This means before anyone actually starts on-the-job activities, the company should verify their status.

Canadian immigration law makes clear that while a visa covers entry, the work permit is the document that authorizes employment. In other words, no foreign hire can legally be on payroll in Canada without a proper work permit, even if they flew in on an eTA or visa.

For longer-term positions, foreign nationals usually obtain a work permit before coming to Canada (by applying at a Canadian visa office or online). In some cases, a foreign worker can apply at the Canadian border (port of entry) if they are from a visa-exempt country and have arranged the job in advance. But in all cases, employers must check the rules.

For example, certain international agreements (like CUSMA/USMCA) allow intra-company transfers and professionals to apply from within Canada under simplified conditions. The key takeaways here are: Canadian citizens & permanent residents: No permit needed; they are automatically authorized to work.

Other foreign nationals: Must have a work permit to work, and often also a visa/eTA to enter. Every foreign worker needs a work permit.

Short visits vs. work: Attending meetings or conferences may not require a permit, but performing work tasks always does.

Border applications: Citizens of visa-exempt countries may be eligible to apply for a work permit at entry (port of entry) if they meet the criteria. Otherwise, the permit should be secured beforehand. Understanding these basics – citizenship/PR vs foreign, work permit vs travel visa – is essential for compliance and smooth hiring.

Overview of Canadian Work Permit and Visa Types Relevant to Employers

Canadian immigration offers many pathways for foreign workers. Employers should know the main programs that enable hiring abroad talent. Below are the key work permit and visa categories that come up most often when relocating employees to Canada:

Temporary Foreign Worker Program (TFWP) in Canada

The TFWP is Canada’s primary program for hiring foreign workers to fill labor shortages. Under the TFWP, employers must obtain a positive Labour Market Impact Assessment (LMIA) from Employment and Social Development Canada (ESDC). The LMIA is a document confirming that no Canadian citizen or permanent resident is available to do the job and that hiring a foreign worker will have a neutral or positive impact on the Canadian labour market.

To get an LMIA, an employer typically must demonstrate extensive recruitment efforts and meet conditions on wages and working conditions. (As of late 2024, LMIA rules were tightened: e.g. minimum wage thresholds were raised by 20%, and attestations by lawyers/CPAs are no longer accepted.)

Once the LMIA is approved, the employer pays the required LMIA processing fee (currently CAD $1,000 per position) and provides the confirmation letter to the worker. Only then can the worker apply for an employer-specific work permit. In practice, most traditional work permits in Canada are obtained via the TFWP route: the worker applies online or at a visa office with the LMIA number and their job offer.

The employer’s obligations under TFWP are significant: they must advertise the position as instructed, offer fair wages, provide a contract, and abide by all commitments made in the LMIA. Failures (such as paying below the promised wage) can lead to penalties.

Global Talent Stream (GTS) in Canada

The Global Talent Stream (GTS) is a specialized sub-stream of the TFWP for high-skilled and innovative roles in Canada. GTS lets eligible Canadian firms fast-track LMIAs (often in two weeks) for certain occupations on the Global Talent Occupations List. It is geared toward tech and R&D positions, or other “unique and specialized” roles.

Companies using GTS must develop a Labour Market Benefits Plan (LMBP) – a one-page plan detailing how hiring the foreign talent will positively affect Canada’s labour market (e.g. through job creation, training, or knowledge transfer). Unlike regular LMIA, the GTS usually requires a referral from a designated Canadian partner organization. But the upside is rapid processing. Otherwise, GTS applicants follow the LMIA-based TFWP process.

International Mobility Program (IMP) in Canada

The International Mobility Program is an umbrella for all work permit cases that are LMIA-exempt (no LMIA needed) in Canada. Rather than requiring an assessment of labor market needs, the IMP allows employers to hire workers who qualify under broad categories, often for reasons of broader Canadian interests or reciprocal agreements. Common IMP streams include intra-company transfers (see below), certain trade and investment agreements (CUSMA/USMCA traders and professionals, CETA agreements, etc.), significant-benefits to Canada (e.g. global scientists, researchers), international exchange programs (co-op students, youth exchange), and unique programs like Francophone Mobility and others.

Under the IMP, the employer must still follow a process, but it is simpler: before the worker applies for a permit, the employer submits an offer of employment through the IRCC Employer Portal and pays an employer compliance fee (currently CAD $230 per worker). This creates an employer-specific offer number. The worker then uses that number to apply for their work permit.

Because no LMIA is involved, the application is generally faster. (For example, the Francophone Mobility stream exempts LMIA for Francophone workers, and CUSMA transferees can be processed online quickly.) However, employers still have obligations under the IMP: they must ensure they meet any conditions of the chosen stream and honor the terms of the job offer. If IRCC or ESDC conducts an inspection, they will check that the employer is complying with the promised wages, job duties, and other commitments.

Employer-Specific Work Permits in Canada

This is a general term rather than a separate program in Canada. An employer-specific work permit (also called a closed work permit) means the work permit is tied to one employer and one location. These are the permits granted under TFWP or certain IMP cases. With such a permit, the foreign worker can only work for the named employer in the approved role and region.

If the worker wants to change jobs or move elsewhere, a new permit is needed. Most TFWP-based work permits are employer-specific. Employers should note that this permit restricts the worker: if the company changes address or business name, or if the employee switches roles, an updated permit must be obtained. (By contrast, the next category is an open permit, which has no employer restriction.)

Open Work Permits in Canada

An open work permit lets a foreign national work for any employer in Canada (with very limited exclusions), without a specified job offer. Open permits are not common for purely employer-driven hiring, but they cover important cases employers should know:

Spousal & dependent open work permits: The spouse or common-law partner of a skilled foreign worker or international student can be eligible for an open work permit. (After January 2025, eligibility is limited to spouses of high-skilled workers in certain occupations.) This means if your new hire comes to Canada on a work permit, their spouse may be allowed to also work for you or another employer under an open permit. Employers typically have no additional obligations for hiring a spouse on an open permit, except treating them like any Canadian employee.

Post-Graduation Work Permit (PGWP): Graduates of eligible Canadian colleges or universities can obtain a PGWP allowing them to work anywhere in Canada. The PGWP is technically an open work permit (no employer specified), valid for up to 3 years depending on study duration. Employers hiring a former international student on a PGWP have no extra paperwork – they simply hire them as Canadian labour (the graduate already has authorization to work anywhere). This is a very popular route and allows employers to try out international students after graduation without any LMIA.

Open permits during PR sponsorship: In some cases, a foreign national in Canada who is being sponsored for permanent residence (e.g. under spousal sponsorship or skilled worker programs) can get a work permit as an interim measure (sometimes called a “bridging open permit”). These are less common in employer discussions, but they exist. While open work permits give great flexibility, they are granted only under specific conditions. The employer must ensure the worker has a valid open permit and inform IRCC if the worker’s status changes. In practice, open permits rarely involve extra employer paperwork except possibly noting the employee’s status change internally.

Intra-Company Transfer (ICT) in Canada

The ICT category allows multinational companies to transfer certain employees to a Canadian branch, subsidiary, or affiliate. It is actually an LMIA-exempt stream under the IMP (code C12 or C61). Eligible employees include managers, executives, or workers with specialized knowledge, who have been employed in the company abroad for at least one year (recent IRCC guidelines clarify the one-year requirement). There are two subcategories: one for executives/managers and one for specialized knowledge. The employer must be related (parent, subsidiary, branch, or affiliate) across the border.

Applying under ICT avoids the LMIA, but the employer must prove the qualifying relationship and the employee’s role. The worker applies for an intra-company work permit (often with category codes). The employer still submits the offer through the portal as required under IMP. Once in Canada, the employee can work only for the Canadian company specified. ICT is popular for transferring talent from abroad, and it allows up to three years for managers and up to five years for specialized knowledge employees (with extensions possible).

Start-Up Visa Program (Immigrant Entrepreneurs) in Canada

Though not a temporary work permit, Canada’s Start-Up Visa Program is relevant for employers considering entrepreneurial talent. It targets foreign entrepreneurs who have viable innovative business ideas. Under this program, if the individual secures a letter of support from a designated Canadian venture capital fund, angel investor group, or business incubator, they can apply for permanent residency in Canada.

The requirements include holding at least 10% of the voting rights in a qualifying business and bringing sufficient settlement funds. If approved, the entrepreneur (and their family) gains permanent residency and can start their business in Canada. Employers might encounter this if hiring someone who has a start-up backing; the key point is that such candidates have a distinct immigration pathway and strong incentives to relocate and stay long-term. Each of these permit and visa types has its own rules. The next section details the eligibility criteria and what employers must do for each one.

Eligibility Requirements and Employer Obligations for Each Permit Type in Canada

To successfully employ a foreign national in Canada, both the worker and the employer must meet certain criteria. Here’s a breakdown of the main permit categories and the associated requirements and obligations:

Temporary Foreign Worker Program (TFWP) Obligations in Canada

The employer must prove a genuine need for a foreign worker. This involves conducting a Labour Market Impact Assessment (LMIA) application with ESDC. Typically, employers must advertise the position in Canada for a specified period, pay the temporary foreign worker at least the prevailing wage (or median wage) for that occupation, and provide good working conditions.

ESDC then issues a positive LMIA if satisfied. The employer pays an LMIA processing fee (currently $1,000) for each position. Once the LMIA is approved, the worker uses it to apply for a work permit. After hiring, employers must uphold all promises made: e.g. wages and job duties cannot be worsened, workers must not be charged recruitment fees, and any promised benefits (like paid leave or housing) must be provided. Employers should keep detailed records (wage payments, job changes, etc.) in case of an audit. Failure to comply can trigger severe penalties.

Employer-Specific Work Permit Obligations in Canada

If the worker’s permit is tied to your company in Canada, you must submit an updated offer if the job changes. For example, moving the employee to a new location or role often means applying to amend the permit. Essentially, maintain compliance with the terms of the permit. The worker will have only your company on their permit, so any change requires notifying IRCC.

Global Talent Stream Obligations in Canada

An employer must be an innovative firm (often a tech company) and get a referral in Canada. Importantly, the company must draft and implement a Labour Market Benefits Plan (LMBP). This plan (signed by the CEO) spells out how hiring this talent benefits Canada (like training Canadians, creating jobs, or developing new tech). The commitments in the LMBP are legally binding and reviewed annually. Apart from the standard LMIA obligations, GTS employers commit to these extra benefits.

International Mobility Program (IMP) Obligations in Canada

For LMIA-exempt hires in Canada, employers must pay the Employer Compliance Fee ($230 per worker) and submit an offer of employment through IRCC’s Employer Portal before the worker applies. This creates a job-specific offer number the employee includes in their permit application. If hiring under IMP, no LMIA or advertising is needed, but you must still ensure the job meets the criteria of the exemption category (for example, if it’s a CUSMA professional position, it must match one of the listed professions).

Employers in Quebec hiring under the Temporary Foreign Worker Program (i.e., requiring LMIA) also need a Quebec Acceptance Certificate (CAQ) from Quebec’s immigration ministry; however, for IMP hires in Quebec, a CAQ is not required. In all cases under IMP, the employer must be on Canada’s list of compliant employers and refrain from exploiting the worker (e.g., it’s illegal to hire an IMP worker for striptease or similar work).

Open Work Permit Obligations in Canada

Usually the employee, not the employer, secures these in Canada. For example, if a worker’s spouse gets an open permit, the spouse can work for any employer, so the hiring company doesn’t need to do anything special besides hiring a legal worker. If the permit is open and already approved, the employer doesn’t need to apply through the portal or get an LMIA.

(For new hires on PGWPs, the company just processes them like any Canadian employee.) The main “obligation” here is simply to verify the open permit is valid when onboarding.

Intra-Company Transfer (ICT) Obligations in Canada

The employer must demonstrate the qualifying relationship between the Canadian entity and the foreign company (parent/subsidiary, etc.) and that the employee meets the one-year working requirement. In practice, employers submitting an ICT work permit still use the Employer Portal and pay the $230 fee, indicating the exemption category (e.g., “ICT – specialized knowledge” or “ICT – executive/manager”).

Once approved, the employee’s permit will specify ICT status. Employers should ensure the employee’s job duties in Canada match the permitted category (managerial or specialized). There is no LMIA, but IRCC expects the transfer to follow guidelines (e.g., true intra-company relationship).

Start-Up Visa Obligations in Canada

In this case, the “employer” is the entrepreneur themselves in Canada. The key requirements are that the applicant secures a letter of support from a designated organization (venture fund, angel group, or incubator) and that the business meets the Canadian ownership criteria. If a company hires a potential start-up visa candidate, it’s really the individual who needs to qualify.

The company doesn’t have any immigration obligations beyond maybe offering support and a job if needed. From an employer’s standpoint, a start-up visa candidate will be a permanent resident (or soon-to-be) who can work freely. The employer should confirm the candidate’s letter of support and understand that this person is planning to be a business owner in Canada. For all categories, there are common eligibility requirements for the worker.

The employee must have a valid passport, be in good health (medical exams may be required for long stays), have no serious criminal record, and convince the immigration officer that they will leave Canada when their permit expires. They must also prove they can support themselves financially until they start earning in Canada. As an employer, you should ensure the foreign employee understands these points before the application, and keep clear records (employment contracts, pay statements) that may be requested by IRCC or ESDC.

Step-by-Step Guide to Hiring or Relocating a Foreign Employee to Canada

Navigating immigration step-by-step can help avoid surprises in Canada. Here’s a typical process employers follow when bringing a foreign hire to Canada:

Initial Steps for Hiring in Canada

Determine the candidate’s status and eligibility. Are they a Canadian citizen or permanent resident (no permit needed)? Or will they need a permit (are they an international hire)? If they need a permit, decide on the correct category (TFWP vs IMP, GTS, etc.) based on the job role, skills, and timeline.

Verify visa requirements for travel to Canada. Check if the employee’s passport requires a Canadian entry visa or an eTA. This is separate from the work permit. They may need to apply for a visa or eTA to enter Canada even if the work permit is approved.

Apply for LMIA if required (TFWP). If an LMIA is needed, the employer prepares and submits the LMIA application to ESDC (Service Canada). This typically requires evidence of recruitment efforts, an offer of employment outlining duties and wages, and payment of the LMIA fee. For a Global Talent Stream hire, confirm you have a referral from a designated organization and prepare the Labour Market Benefits Plan.

Submit IMP offer if no LMIA needed. If the worker is LMIA-exempt (IMP), determine the right code for Canada. The employer then pays the employer compliance fee and submits the Offer of Employment through the IRCC Employer Portal. This must be done before the worker applies. The portal will give you an offer number and compliance fee receipt, which you pass to the candidate.

Provide contract and documents to the worker. Give the employee a copy of their contract or employment offer and any LMIA confirmation letter or Employer Portal offer number. The worker will need these documents to apply. (Canada does not “sponsor” the permit; the employee applies themselves using your documents.)

Employee applies for the work permit in Canada. The foreign worker applies online or at a Canadian visa office, using the LMIA or portal offer number. They fill out IRCC forms, pay biometric and permit fees, and submit supporting documents (passport, photos, job offer, LMIA number or portal code, proof of qualifications, etc.). IRCC or a visa officer reviews the application. Many applications are processed within weeks, though some can take several months.

Respond to any IRCC requests. Sometimes IRCC may request additional information or an in-person appointment. The employer should be ready to provide any further letters of explanation or confirmation as needed (for example, a letter confirming the job is genuine).

Receive the permit and arrange travel to Canada. Once approved, the worker will receive a Port of Entry (POE) Letter of Introduction or e-permit. They use this when they arrive at a Canadian airport or border crossing. If they need a visa or eTA to enter Canada, they should obtain that as well. The employer may assist with booking flights and initial accommodation.

Arrival and follow-up in Canada. When the employee arrives, they will present the permit or letter of introduction to the border officer. Upon entry, the actual work permit card (or e-permit) will be issued to them. The employer should confirm the permit’s conditions (expiry date, employer name, location limits) and ensure everything matches the job. Then proceed with normal onboarding: issue an employee ID, enroll in payroll and benefits, apply for a Social Insurance Number (SIN) for the worker, etc. For Canada-born items like a bank account or provincial health insurance, the employer can guide the employee.

Maintain compliance after hiring. Keep records of the worker’s employment (wages, hours, duties) as promised. If anything changes in the job (location change, promotion), the employer should check if an extension or amendment to the work permit is needed. Also, if a worker’s legal status changes (for example, they go on leave or return to their home country), inform IRCC if required. By following these steps, employers can systematically handle the immigration process in Canada. At each stage, it helps to refer to official guidance (for example, IRCC’s “Find out if you need an LMIA” and “Hire a worker without an LMIA” pages) to ensure all criteria are met. Working with an experienced advisor or legal counsel can streamline this process and prevent mistakes.

Employer Legal Responsibilities and Compliance Requirements in Canada

Once the foreign employee is hired, the employer’s legal duties continue in Canada. Canadian authorities treat immigration compliance very seriously. Employers should be aware of the following responsibilities:

Wage and Labour Standards in Canada

Employers must pay the foreign worker at least the wage stated in the LMIA or job offer. They must also observe all other employment standards (paid leave, overtime pay, safe work conditions, etc.) just as they would for Canadian employees. Under federal labour law, employers must keep detailed records of payroll, hours worked, leave taken, and other employment details (generally for 3 to 6 years).

Although this record-keeping is a general labour requirement, it also supports immigration compliance. If government officers inspect the files, clear records prove you treated the employee fairly.

LMIA/Offer Conditions in Canada

Every commitment made during the immigration process must be honored. For example, if the job offer promised paid housing or a relocation allowance, the employer should provide it. If the LMIA application included a specific number of job openings or a timeline, those details must match what happens in reality. Any deviation (working more or fewer hours, getting a new address, etc.) should be communicated to IRCC in an LMIA amendment request or extension application. Ignoring permit conditions can lead to revocation of the work permit.

Employer Portal Compliance in Canada

For IMP hires, the employer compliance fee ($230) must be paid, and the offer of employment must be submitted in advance. Employers should keep copies of payment receipts and portal submissions. IRCC uses these records to verify compliance. Also, employers must be listed as “compliant” with TFWP/IMP rules; if an employer is found non-compliant (see below), they can be barred from hiring any foreign workers for years in Canada.

LMIA Reporting in Canada

Under some LMIA conditions, employers must report to ESDC how they did on meeting commitments (for example, if they promised to train or transition skills to Canadians). For Global Talent Stream, annual progress reports on the Labour Market Benefits Plan are required. Employers should note these obligations and comply with reporting deadlines.

Record-Keeping for Canada

Maintain all immigration-related records in Canada. This includes copies of the LMIA application, the Labour Market Benefits Plan, the employment contract, and communications with the employee regarding status changes. If audited by IRCC or ESDC, you will need to produce these documents. While there is no single mandated retention period for LMIA records, it is prudent to keep them for at least 5–6 years (the longer of the worker’s permit validity or the size of corporate policy on record retention).

Be Prepared for Inspections in Canada

Federal authorities conduct compliance inspections to enforce TFWP/IMP rules in Canada. If inspectors visit your workplace, they may interview employees, review files, and verify conditions. They look for things like unpaid wages or undisclosed working hours. Employers should cooperate fully. Non-compliance can trigger penalties (see below). Having a detailed employer compliance manual or checklist (covering recruitment ads, contracts, payroll records, etc.) is a best practice.

Penalties for Non-Compliance in Canada

The consequences for violating rules can be severe in Canada. If an inspection finds violations, IRCC/ESDC uses a point-based system to decide penalties. These can range from warning letters to heavy fines (from $500 up to $100,000 per violation, and up to $1 million in total per year). In serious cases, an employer can be banned from all temporary foreign worker programs for multiple years, or even permanently. Pending work permits may be refused or already-issued permits revoked. Employers also risk reputational damage if listed publicly as non-compliant.

Ongoing Obligations in Canada

Finally, remember that the work permit has an expiry date. It is the employer’s duty to either ensure the employee is either leaving or extending status by then. If the employer wants to keep the person longer, a new LMIA (or portal submission if still LMIA-exempt) must be done before the current permit expires. Planning ahead avoids illegal work status.

In summary, hiring a foreign worker entails more than just a contract and visa. It is a continuing relationship governed by immigration law in Canada. Employers must diligently follow through on all promises, keep thorough documentation, and stay alert for any compliance requirements. Regularly reviewing updates on IRCC and ESDC websites, as well as using experienced HR or legal support, will help avoid pitfalls.

Common Challenges Canadian Employers Face and How to Overcome Them

Many employers find the immigration process daunting in Canada. Here are typical hurdles and tips to navigate them:

Complex Regulations in Canada

Canadian immigration policy can be intricate and is periodically updated. For example, in 2024–2025 new criteria came into effect for open work permits (spouses), wage thresholds, and processing caps. Solution: Stay informed. Assign someone (or your HR/legal team) to monitor official bulletins (IRCC News Releases, ESDC updates). When major changes come, quickly adjust your hiring policies and communicate to affected candidates.

LMIA Processing Delays in Canada

Getting an LMIA can take months, especially for low-wage or rural positions. This can stall hiring in Canada. Solution: Plan early and allow plenty of lead time. If urgent, consider whether the role might fit an LMIA-exempt category (e.g. ICT or CUSMA). For high-skilled IT roles, use the Global Talent Stream to expedite. Also, prepare the LMIA application meticulously to avoid refusals or additional information requests.

Cost Considerations for Canada

Hiring foreign workers involves fees (LMIA fee, portal fee, etc.) and often relocation expenses in Canada. Solution: Budget for all costs upfront. Remember that paying the LMIA fee is an investment in finding talent. Compare the total cost to alternative solutions (hiring locally, using an EOR, etc.). Some employers find cost-sharing arrangements (like requiring the worker to cover plane tickets) illegal; be sure to follow the rules on allowable deductions.

Paperwork Errors in Canada

Small mistakes on applications (incorrect codes, missing signatures) can cause refusals in Canada. Solution: Double-check every application. Use IRCC’s document checklists. Many companies have standardized forms or software to manage immigration paperwork. When in doubt, use a checklist or consult an immigration professional.

Language and Cultural Barriers in Canada

International hires may be unfamiliar with Canadian workplace culture or English/French might be a second language. Solution: Provide orientation to Canadian business practices. Offer language support (such as covering ESL courses or pairing with a mentor). Clearly explain expectations (for example, on working hours, reporting structure, or employment laws like 2-week notice). This helps the employee settle in and perform better.

Integration and Retention in Canada

Beyond legal compliance, retaining a foreign worker can be tricky if their family or personal needs aren’t met. Solution: Assist with relocation logistics – help find housing, explain how to get health insurance, introduce them to local communities (especially cultural or expat groups). Offering a respectful and inclusive workplace will encourage the employee to stay long-term. Discuss career growth and permanent residency plans to show commitment to the employee’s future in Canada.

Quebec-Specific Rules in Canada

If you are hiring in Québec, be aware that Quebec has its own immigration requirements. A Québec Attestation (CAQ) is needed for LMIA-based hires. Solution: Factor additional time and documents if the job is in Quebec (the Québec government’s immigration portal is separate from IRCC’s). Ultimately, the best approach is to be proactive: start immigration processes well in advance of the desired start date, communicate clearly with the employee at every step, and if you have any doubt, seek expert advice. Employers often overcome hurdles by partnering with immigration lawyers or Employer-of-Record services who specialize in cross-border hiring.

Best Practices for Relocating and Onboarding International Employees in Canada

Relocating a foreign employee involves more than paperwork in Canada. Thoughtful support makes the transition successful. Key best practices include:

Pre-Arrival Planning for Canada

Before the employee arrives, provide them with detailed information. Send a welcome packet with tips on housing markets, average costs, cultural norms, and local city guides. Assist them in opening a Canadian bank account remotely if possible, and explain how to apply for a Social Insurance Number (SIN), which they need for payroll. Setting up essentials (like a cell phone plan) in advance reduces stress.

Immigration Orientation in Canada

Even if the employee speaks English, explain the work permit conditions in simple terms. Clarify when and how to apply for permit extensions, renewal of the travel visa, and what to do if they want to change jobs or leave Canada temporarily. Making sure they know they must maintain status will prevent unintentional violations.

Legal and Tax Compliance in Canada

Help them understand Canadian tax obligations. Inform them about payroll deductions (like Canada Pension Plan, Employment Insurance, and income tax) and deadlines. Many newcomers are surprised by Canada’s tax filing rules; offering an informational session or access to a tax advisor can be very helpful. Also, ensure you’ve registered for the correct payroll accounts (CRA) for a foreign employee.

Cultural Integration in Canada

Encourage involvement in the workplace culture. Assign a mentor or “buddy” at work who can answer day-to-day questions. Cultural training sessions (e.g., difference between Canadian and [home country] business etiquette) can be valuable. Celebrating multicultural holidays or providing small cultural sensitivity training for the team builds an inclusive environment.

Family Support in Canada

If the employee relocates with family, consider offering support like spousal job search assistance or information on schools. Working parents may need to know about childcare options. Demonstrating support for the whole family fosters loyalty.

Open Communication in Canada

Keep lines of communication wide open. Regular check-ins during the first few months can catch problems early. For example, ask if they have concerns about their work permit timeline, or if they need help with any paperwork (like renewing their medical exam). If the employee is unhappy with housing or culture shock, address those softly but promptly.

Compliance Checks in Canada

Internally audit immigration compliance periodically. For instance, re-verify that the person is still on a valid permit before it expires. Keep copies of updated work permit cards on file. This will ensure that both you and the employee are on track with legal requirements. By attending to these practical and human details, employers can turn a complex move into a smooth experience in Canada. An employee who feels supported will likely become a committed member of the team.

Conclusion for Employers in Canada

Canada offers tremendous opportunities for businesses and talented professionals alike. Its stable economy, innovative industries, and multicultural workforce are powerful draws. However, as we have seen, hiring or relocating foreign workers involves navigating Canada’s detailed immigration system. Employers must understand the difference between visa and work permit requirements, determine the right immigration program (TFWP, IMP, or others), and follow each program’s rules carefully.

Meeting eligibility criteria and fulfilling all employer obligations – from obtaining the LMIA to paying compliance fees – is essential for success. By planning ahead and following the steps outlined above, you can minimize delays and risks. Keep thorough records, comply with labour standards, and stay current on any regulatory changes. Remember that non-compliance can lead to serious penalties, so diligence is key.

At the same time, focus on the human side of relocation: help your new hire settle in, explain Canadian workplace culture, and foster an inclusive environment. If this process feels overwhelming, remember you don’t have to go it alone. Contact Rivermate for expert guidance on Canadian work permits and visas. The Rivermate team specializes in helping employers navigate immigration paperwork smoothly, so you can focus on growing your business while your new international employees are legally and happily on board.