Why this workflow matters
Stop treating document collection like an inbox problem.
Sending a long document list by email creates confusion, duplicates and avoidable follow-up. Clients may not know what an item means, which version to supply or whether their submission is complete.
A useful starting point
What to ask for
Use this as a starting checklist, then tailor it to your firm’s process and the client’s circumstances.
- 01Passport and identity documents
- 02Employment, study or qualification evidence
- 03Relationship and family records where relevant
- 04Police checks, health or character documents where relevant
- 05A timeline and key-date confirmations
Four steps
A practical collection workflow
Build visa-specific templates
Create a separate checklist for each visa or common case type rather than one generic master list.
Add plain-language notes
Use a note beside each item to describe the acceptable document and relevant date range. This supports clarity, not immigration advice.
Invite the right contributor
Send the private portal to the client or authorised contact responsible for gathering the records.
Use reminders before important dates
Set deadlines that allow time for review and corrections before your internal submission target.
The FileReq difference
Make it easy for clients to finish.
One private place for every item
Combine uploads, text answers, dates and confirmations in a single branded portal rather than scattering work across email threads.
Follow-up happens automatically
Set a due date and reminder schedule once. FileReq sends the reminder and stops it as soon as the client submits.
Progress is visible at a glance
See which requests are in progress, overdue or complete so your team can focus on exceptions instead of maintaining a spreadsheet.
Questions, answered
Frequently asked questions
Can FileReq replace migration advice or case management software?
No. FileReq helps organise the collection of documents and information. It does not provide migration advice or replace a specialist case-management system.
Can I make a different checklist for each visa type?
Yes. Templates can be created for different workflows and reused whenever a similar matter begins.