The documents used to obtain an LMIA or submit an Employer Portal offer must match what happens at work. Employers can be inspected after hiring, so a complete application file should become a reliable employment record, not be put away and forgotten.
Identify which program applies
Under the Temporary Foreign Worker Program (TFWP), Employment and Social Development Canada (ESDC) assesses an LMIA-required position and administers employer-compliance rules. Under the International Mobility Program (IMP), Immigration, Refugees and Citizenship Canada (IRCC) administers rules for many LMIA-exempt hires. The specific conditions differ. Start with the hiring-route overview and the employer-specific permit steps.
Keep the offer and the real job consistent
Record the job duties, occupation, location, hours, wages and benefits in the offer and employment agreement. Pay and employ the worker according to the applicable program conditions and employment law. If a job or workplace changes, first check whether the change affects the LMIA, Employer Portal offer or worker's permit. A material change may require a new application or other action; it should not be left to a later inspection to explain.
For IMP hires, IRCC says employers must keep employment documents for six years from the date the work permit was issued. Relevant records can include the agreement, payroll, time sheets, benefits and documents supporting the offer. The TFWP has its own record and inspection requirements, which should be reviewed for the stream used.
Protect the worker and prepare for inspection
Employers must follow applicable federal, provincial and territorial employment and recruitment laws and provide a workplace free from abuse. Recruitment and LMIA costs must not be passed to the worker. An inspection may ask for job, payroll, recruitment, business and workplace records and may include interviews or a site visit. Cooperate with a request and keep documents organized from the beginning.
For Manitoba roles, confirm any provincial employer-registration or recruiter-licensing requirements. The provincial certificate required with a Manitoba LMIA application is discussed in our LMIA preparation guide.
A practical monthly check
- Do actual duties and location still match the approved or submitted position?
- Are wages, hours, benefits and deductions supported by payroll and time records?
- Are the worker's permit and any employer registration still valid for the role?
- Have you documented changes, absences and the reasons for them?
- Are recruitment and employment records easy to retrieve if requested?
This check helps surface an issue early; it does not replace the stream's official conditions. If a term changes, check the relevant ESDC or IRCC procedure before relying on the existing authorization.
Review a proposed change
Bring the LMIA or Employer Portal offer, work permit, employment agreement and the proposed change. We can help identify what must be verified with the relevant program. An initial consultation is $180 plus applicable provincial taxes and is separate from representation. Consultations are available in English and Russian.