Most of the documents you will require for your application can be uploaded directly in CaRMS Online, eliminating the need to send hardcopy documents to CaRMS. Others we receive from third parties (such as universities, testing centres and referees). Regardless of how a document gets into your account, our centralized online system means you don’t not need to provide multiple copies of a document if you are applying to more than one program. Once a document is in your account, you can assign it to multiple programs.

General info

Documents submitted by applicants

All documents can be uploaded directly to your application.

There is a file size limit of 2 MB for photos and 5 MB for all other uploaded documents. If your photo or document is larger than the file size limit, you must save it in a reduced file size. Photos must be JPEGs, and all other documents must be PDFs.

CaRMS does not accept hardcopy, faxed or emailed documents from applicants.

Documents submitted by third parties

CaRMS accepts hardcopy documents from medical schools, testing centres and referees. All eligible hardcopy documents should be sent to CaRMS’ Document Centre at:

CaRMS – Document Centre
171 Nepean Street, Suite 101
Ottawa, ON K2P 0B4

For verification purposes, we recommend that all hardcopy documents to the CaRMS Document Centre be sent using traceable mail (i.e., with a tracking number) in order to track delivery and ensure that documents arrive on time.

Instructions for CMGs
Document Accepted from Instructions for applicants Instructions for third parties (medical schools, testing centres, referees)
Medical school transcript Canadian medical school If you are a prior year graduate and need your transcript transferred, contact your undergraduate office and instruct them to send your document to CaRMS Send documents directly to CaRMS through the CaRMS Online Undergraduate Portal* or by mail
Medical student performance record (MSPR) Canadian medical school If you are a prior year graduate and need your MSPR transferred, contact your undergraduate office and instruct them to send your document to CaRMS Send documents directly to CaRMS through the CaRMS Online Undergraduate Portal* or by mail
Undergraduate (non-medical) or graduate transcript Canadian university or Applicant There are two options for adding this document to your account:

  1. Create a document placeholder under Attach Documents in your CaRMS Online account, and contact your undergraduate office and instruct them to send your document to CaRMS
  2. Create a document placeholder under Attach Documents in your CaRMS Online account and upload the document yourself
Send documents directly to CaRMS by mail
Medical school diploma Applicant Upload the document under Attach Documents in your CaRMS Online account None
Test of English as a Foreign Language (TOEFL) ETS or applicant There are two options for adding this document to your account:

  1. Create a document placeholder under Attach Documents in your CaRMS Online account, and ask to have your score sent directly to CaRMS. Notify the testing centre that CaRMS’ institution code is 8309 and the department code is 99 or 00
  2. Create a document placeholder under Attach Documents in your CaRMS Online account and upload the document yourself

Note: we recommend uploading your official results or requesting official results be sent directly to CaRMS

Send documents directly to CaRMS by mail
International English Language Testing System (IELTS) Applicant or IELTS There are two options for adding this document to your account:

  1. Create a document placeholder under Attach Documents in your CaRMS Online account, and ask to have your score sent directly to CaRMS by completing the form on the IELTS website
  2. Create a document placeholder under Attach Documents in your CaRMS Online account and upload the document yourself

Note: we recommend uploading your official results or requesting official results be sent directly to CaRMS

Send documents directly to CaRMS by mail
Medical Council of Canada (MCC) and NAC examination results Physiciansapply.ca** Log into CaRMS Online and follow the instructions in the physiciansapply.ca section None
In-Training Evaluation Reports (ITERs) Applicant Create a document placeholder under Attach Documents in your CaRMS Online account and upload the document yourself None
Letters of reference Referee Create a reference request in your CaRMS Online account and send it to your referee

You can send reference requests via email directly from your account, or print the request and present it to your referee in person

Follow the instructions in the request sent by the applicant
Citizenship documents Applicant Create a document placeholder under Attach Documents in your CaRMS Online account and upload the certified/notarized document yourself None
Other document types Applicant Create a document placeholder under Attach Documents in your CaRMS Online account and upload the document yourself None

* If you are a third party and do not have a CaRMS Online Undergraduate Portal account, contact communication@carms.ca for instructions on how to obtain an account.

** Note: if you wrote the MCCEE prior to 2006, contact the MCC directly to arrange for a certified copy to be sent to CaRMS. Results prior to 2006 cannot be sent via physiciansapply.ca.

Instructions for IMGs and USMGs
Document Accepted from Instructions for applicants Instructions for third parties (medical schools, testing centres, referees)
Medical school transcript Medical school, physiciansapply.ca or applicant There are three options for adding this document to your account:

  1. Transfer your document from physiciansapply.ca (Log into CaRMS Online and follow the instructions in the physiciansapply.ca section)
  2. Ask your medical school to upload your document using the CaRMS Online Undergraduate Portal
  3. Upload the document yourself in the Document Tracking section of your CaRMS Online account
Submit a request to communication@carms.ca for a CaRMS Online Undergraduate Portal account
Medical student performance record (MSPR) or Dean’s Letter Medical school or applicant There are two options for adding this document to your account:

  1. Ask your medical school to upload your document using the CaRMS Online Undergraduate Portal
  2. Upload the document yourself in the Document Tracking section of your CaRMS Online account
Submit a request to communication@carms.ca for a CaRMS Online Undergraduate Portal account
Undergraduate (non-medical) or graduate transcript Medical school or applicant There are two options for adding this document to your account:

  1. Create a document placeholder under Attach Documents in your CaRMS Online account, and ask your undergraduate office to upload your document using the CaRMS Online Undergraduate Portal
  2. Create a document placeholder under Attach Documents in your CaRMS Online account and upload the document yourself
Submit a request to communication@carms.ca for a CaRMS Online Undergraduate Portal account
Medical school diploma physiciansapply.ca or applicant There are two options for adding this document to your account:

  1. Transfer your document from physiciansapply.ca (Log into CaRMS Online and follow the instructions in the physiciansapply.ca section)
  2. Create a document placeholder under Attach Documents in your CaRMS Online account and upload the document yourself
None
Test of English as a Foreign Language (TOEFL) ETS or applicant There are two options for adding this document to your account:

  1. Create a document placeholder under Attach Documents in your CaRMS Online account, and ask to have your score sent directly to CaRMS. Notify the testing centre that CaRMS’ institution code is 8309 and the department code is 99 or 00
  2. Create a document placeholder under Attach Documents in your CaRMS Online account and upload the document yourself

Note: we recommend uploading your official results or requesting official results be sent directly to CaRMS

Send documents directly to CaRMS by mail
International English Language Testing System (IELTS) IELTS or applicant There are two options for adding this document to your account:

  1. Create a document placeholder under Attach Documents in your CaRMS Online account, and ask to have your score sent directly to CaRMS by completing the form on the IELTS website
  2. Create a document placeholder under Attach Documents in your CaRMS Online account and upload the document yourself

Note: we recommend uploading your official results or requesting official results be sent directly to CaRMS

Send documents directly to CaRMS by mail
Medical Council of Canada (MCC) and NAC examination results Physiciansapply.ca** Transfer your document from physiciansapply.ca (log into CaRMS Online and follow the instructions in the physiciansapply.ca section) None
Letters of reference Referee Create a reference request in your CaRMS Online account and send it to your referee

You can send reference requests via email directly from your account, or print the request and present it to your referee in person

Follow the instructions on the letter of reference request sent to you by the applicant
Citizenship documents Applicant Create a document placeholder under Attach Documents in your CaRMS Online account and upload the notarized/certified document yourself None
Other document types Applicant Create a document placeholder under Attach Documents in your CaRMS Online account and upload the document yourself None

* If you are a third party and do not have a CaRMS Online Undergraduate Portal account, contact communication@carms.ca for instructions on how to obtain an account.

** Note: if you wrote the MCCEE prior to 2006, contact the MCC directly to arrange for a certified copy to be sent to CaRMS. Results prior to 2006 cannot be sent via physiciansapply.ca.

physiciansapply.ca transfer

MCC examination data and documents, including the NAC, are only accepted as transfers from physiciansapply.ca. You may also transfer your medical school transcript and diploma if they are stored in physiciansapply.ca.

In order to share and transfer your documents and information with CaRMS, you must first log in to your CaRMS Online account. From CaRMS Online, go to the physiciansapply.ca transfers section under My Information and follow the instructions on that page to connect to your physiciansapply.ca account.

When connected, you will be presented with a custom sharing page with a list of documents and information that are available for sharing with CaRMS. Any documents that are not listed on this custom sharing page are not available for transfer to CaRMS. Although you may have more documents available in your external physiciansapply.ca account, we are unable to accept them.

Documents will be transferred within one business day. Originals are not accepted and will be returned at your expense.

Examination data must be transferred annually to ensure you have the most up-to-date data in your application. However, if your documents are already in the CaRMS system, you do not need to request your documents again through physiciansapply.ca, unless you would like an updated version transferred.

Original document return

Upon request, you may have all hardcopy documents you provided to CaRMS returned to you. We do not return documents that were created online, uploaded, or those provided by a third party source such as a university or referee.

Hardcopy documents are kept for three months after the end of the match year. After this point, you may request a printed copy.

Documents will be returned to the address provided during registration, unless otherwise indicated. Please visit the fees page for applicable fees.

If you would like to request an original document return, please email documents@carms.ca.

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