A Proposal to Deny letter is not a final refusal. It is an official notice giving you the right to submit a written representation to the Parole Board of Canada (PBC). You generally have 60 days to provide new evidence of your rehabilitation to reverse their decision.
Opening your mail to find a letter from the Parole Board of Canada stating they intend to refuse your Record Suspension is a stressful experience. 📬 However, it is vital to understand that a Proposal to Deny is not the end of the road. Under the Criminal Records Act, the Board is legally required to give you a fair chance to defend yourself before they make a final negative decision. This is your opportunity to speak directly to the decision-makers and prove that you have genuinely turned your life around.
Understanding the Proposal to Deny
When the PBC reviews an application for a summary conviction or an indictable offence, they assess whether granting the pardon will provide a measurable benefit and if it would bring the administration of justice into disrepute. If they find recent police contacts (even without charges), inconsistent statements, or weak evidence of rehabilitation, they will issue a Proposal to Deny. This letter will outline the exact reasons why the Board members are hesitating. You must read this document carefully, as your response must directly target their specific concerns.
Step-by-Step Process for Handling a Proposal to Deny
Responding to the Parole Board requires strategy and hard evidence. A poorly written, angry letter will almost certainly lead to a final refusal. Many applicants across Canada choose to hire an experienced legal professional at this stage to draft their response.
Step 1: Analyze the Board’s Reasons
First, identify exactly why the Board is proposing to deny your application. 🔍 Did you have a recent traffic ticket or a mental health call to your home that resulted in a local police interaction? Did your original application lack detail about what you have been doing for the past decade? Highlight every single concern the Board raises in their letter.
Step 2: Gather Strong Corroborating Evidence
Your words alone may not be enough. You need objective proof of your good behaviour. Request character reference letters from employers, community leaders, or volunteer organizations. If the Board’s concern is related to substance abuse or anger management, obtain letters from your therapist or completion certificates from counseling programs showing sustained rehabilitation.
Step 3: Draft Your Written Representation
This is a formal legal submission. You must write a clear, respectful letter addressing each of the Board’s points. Take full accountability for your past actions-do not blame the police, the judge, or the victims. Explain your side of any recent police contacts in a factual manner. Most importantly, detail how a Record Suspension will provide a measurable benefit, such as allowing you to secure a promotion, volunteer at your child’s school, or travel for work.
Step 4: Submit Before the Strict Deadline
The PBC usually gives you 60 days from the date of their letter to submit your written representations. Do not miss this deadline. If you fail to respond, the Board will proceed with the information they have, which will almost certainly result in a final denial.
How Much Does it Cost in Canada?
Because you have already paid the initial federal application fees, responding to a Proposal to Deny mostly involves legal fees if you choose to hire help. 💵
- PBC Additional Fee: $0 CAD (Your initial $50 CAD application fee covers this review process).
- Law Firm Fees: Hiring a legal professional to draft a compelling written representation typically costs between $500 and $1,500 CAD.
- Courier/Mailing: Approximately $15 to $30 CAD to send your package to Ottawa securely with a tracking number.
What to Include vs. What to Avoid
The tone of your letter can make or break your case. Here is a guide on how to communicate with the Parole Board.
| Strategy | What to Include (Do) | What to Avoid (Don’t) |
|---|---|---|
| Taking Responsibility | “I deeply regret my actions and the harm I caused.” | “I was set up and the police treated me unfairly.” |
| Recent Police Contacts | Provide court records showing the charge was withdrawn and explain the context. | Ignore the incident and hope the Board forgets about it. |
| Measurable Benefit | “I have a conditional job offer pending a clean criminal record check.” | “I just want it gone because it’s annoying.” |
How Long Does the Process Take?
Once you mail your written representation to the Parole Board of Canada, they will add it to your file. ⏱ The Board members will then convene to review your new evidence. As of 2026, it generally takes the Board an additional 2 to 4 months to issue a final decision letter. If they are satisfied, they will grant the Record Suspension. If not, they will issue a formal denial.
Frequently Asked Questions (FAQ)
Can I ask for an extension to the 60-day deadline?
Yes. If you need more time to gather critical evidence (such as a delayed letter from a doctor or a court record), you can write to the PBC requesting an extension. You must provide a valid reason.
What happens if I ignore the Proposal to Deny?
If the PBC does not receive your written representation within the deadline, they will finalize their decision based on the original file. This almost always results in a formal refusal of your Record Suspension.
Do I have to appear in person before the Board?
No. Record Suspension decisions are almost entirely paper-based in Canada. You will not have to travel to Ottawa or appear in a courtroom. Everything is handled through your written submission.
Can a lawyer guarantee a successful appeal?
No professional can guarantee a 100% success rate with the Parole Board. However, a lawyer or experienced pardons agency can significantly improve your chances by ensuring your arguments align with Canadian legal standards for rehabilitation.
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