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Documentation Guidance Introduction
To help you understand this section, we have split the information into 3 areas
Documentation essentials
This section will explain what are the essential documents we will require from you and useful guidance why we need this evidence as each application to the Home Office will vary in what we need.
Scanning your documents
This section will explain how to prepare your documents using various scanning tools and, how to merge your files, naming each file and ensuring your file sizes are not too large to upload to the Home Office portal.
Document checklist
This section will explain what evidence you must provide based on your visa type, UK sponsor, family status and immigration rules you must meet depending what data the eForm tells you to upload.
Documentation essentials - Introduction
When our law firm assesses your pre-client care letter application form, we will clarify with you if you meet the Home Office rules to apply to enter or remain in the UK.
Every person applying to enter or remain in the UK will be unique because of their unique status, the Home Office guidelines and rules they need to be met to satisfy the caseworker who will decide if your application will be granted, rejected or refused.
Documentation Guidelines
All document evidence must be uploaded to your PCCL or Top-Up eForm.
All documents must be correctly named as per the document guidance.
You must have a valid travel document unless we have agreed with you otherwise.
Incorrect scanned or named files may be rejected and we request you resend.
Key evidence required?
Below evidence is required for certain application types, where requested you must provide to support your application.
- Identification
- Immigration history
- Home details
- National ID cards
- Birth certificate(s), Marriage, Divorce and Deaths
- Financials or Maintenance
- Medical evidence
- English & Life in the UK Test
- Family members
- Cohabitation (Family visas)
- Assets (Visit visas)
- Sponsors (Work, study and business visas)
- Global travel
- Good character issues.
2. Identification
Identification covers an array of documents that shows key information and a photo ID about you.
If you possess any of the following, you are required to provide them:
- Current passport - scall all pages including blank pages
- Current passport - UK family members - just provide the passport bio-data and photo pages
- Expired passports used to enter or remain in the UK.
- Dual passports
- National ID cards
- UK driving licence (including provisional licence)
- Badges or letters allowing you to do certain work in the UK such as healthcare, security, military, or official letters permitting certain types of activities.
If you have any of the above, you are required to scan front and back of all these documents including blank pages in any of your travel documents. Note: Not all evidence will be required for your visa application, but as a law firm we will decide which evidence should be submitted as part of your visa evidence.
2. Immigration
If you have any UK immigration history regardless when it took place, you must disclose all immigration history to us.
Immigration evidence can be:
- Endorsement stickers in your passport.
- Entry stamps in your passport.
- Biometric Residence Card or Residence Permit to live in the UK.
- UK visa applications forms.
- UK visa refusals or rejection letters of your visa application.
- Any correspondence (emails or letters) from UK Home Office.
- Temporary travel permit.
- Certificate of Sponsorship (CoS) to work in the UK.
- Confirmation of Acceptance for Studies (CAS) to study in the UK.
- Administrative Reviews or Appeals where your visa was refused.
- Legal representatives correspondence representing you in the UK.
If you have any of the above, you are required to scan front and back of all these documents including blank pages in any of your travel documents. Note: Not all evidence will be required for your visa application, but as a law firm we will decide which evidence should be submitted as part of your visa evidence.
Note: Travel history falls under a different category.
3. Home Details
Home details will depend where you are currently living and who with.
Home Office visa forms can ask for property evidence up to 5 years which can include UK and overseas addresses. we will require from you the following:
- Full home address including town/city, region/suburb/county, country and zip/post codes.
- Exact dates you lived at each property such as 06.07.2022 to 27.12.2023.
- Current property - who owns it, you, parents, privately rented, state/council owned.
- Current property - mortgage or rent you pay per calendar month.
We will require an official document such as an HMRC, DWP, NHS, Financial statement, utility bill etc., clearly showing your full name dated within the last 3. The official document must also show the address you live. If you are living with your partner (regardless if they are also applying for a visa), the document can be in your name or joint names. Note: Your home address must be the address we disclose in your visa application form.
If you plan to move homes during the process, you must inform us of this.
4.
National ID cards
National ID cards are applicable if applying to enter the UK but if you are applying to remain in the UK, we may need to provide these details.
Do you need to provide us a national ID card?
Go to this link to verify.
If you do need to provide a copy of your national ID card, you must scan front and back.
Note: Your national ID card will note be sent to the Home Office as part of your document evidence but we need to verify the data for your visa application.
If your National ID card has expired and you are unable to obtain a new one, please provide your most recent ID card and explain in the PCCL form your reasons.
5. Birth certificate(s), Marriage, Divorce & Deaths
We require evidence of your birth certificates, marriage or divorce evidence if married and if your partner is deceased, their death certificate.
Home Office visa forms will vary on what they will ask for so we ask you to provide the following:
- Birth certificates of people applying for a UK visa
- Birth certificates of your children born in the UK
- If married a copy of your marriage certificate
- If divorced, copy of your divorce evidence. If divorce is pending provide this evidence.
- If your partner is deceased, provide their death certificate.
We will require an official document dated within the last 3 months showing your name and property address you currently living at. If you are living with your partner (regardless if they are also applying for a visa), the document can be in your name or joint names.
Note: Your home address must be the address we disclose in your visa application form.
If you are already in the UK under sponsorship (UK partner) due to being married or in a civil partnership, if the relationship has broken down, you must confirm when it broken down, where each party is living, who looks after any children and, if social service, police or courts are involved, provide all of this data.
If your partner has sadly passed away, we need a copy of their death certificate if you plan to bring children under the age of 18 into the UK or, if you need to remain in the UK under ‘Bereavement’.
If you have children needing a visa to enter or remain in the UK, we need their birth certificate and current passport plus, proof where they live and which school they are studying up or nursery.
6. Financials and Maintenance
Applications to the Home Office will require financial evidence to support your application and below will guide you further.
As financials rules can be very complex, we can only list the key points below but we will provide links to help you further. If you need help, feel free to contact us.
Work visas
If you are being sponsored to work in the UK, your sponsor can certify your maintenance in your assigned Certificate of Sponsorship (CoS) (a virtual work permit) or you can provide your own money to support yourself which equates to £1270.00 and for family needing a visa (partner £285.00 and first child £315.00, second child and so on £200.
Family visas
If you are joining a UK settled person in the UK or remaining in the UK or switching to Appendix FM family route, your UK partner will need to be earning £29,000.00 per year before tax deductions. Evidence required will include last 6 months pay slips, last 6 months financial statements showing income received. If you are both in the UK and are working, you can jointly provide your financial evidence. You can meet the financials if you have cash savings £62,500.00 (if FLR (M) granted under previous rules) or £88,500.00 for new applications. Employment and cash savings can be used to meet the financials but strict rules apply. To learn more about financials click here.
You can use other income types such as pension, rent from properties, dividend payments, maintenance grant and stipend. All financials need to be under your control for 6 months under you been given a gift which was legalised or inheritance such as from an estate issued by a solicitor.
Visit visas
If you plan to visit the UK, you need to work out the 'hard cash' you will need for your trip. Your 'hard cash' must be held in a financial regulated institute like a bank and all 'hard cash' must be under your control for at least 3 months unless legal evidence can be provided such as a gift letter, funds from an estate etc.
You must provide us a break down of your trip cost, this should cover:
- All travel costs to and from the UK.
- Accommodation codes (if living with family/friends, certain evidence from them will be required).
- Day to day spending money - estimate per day over your trip the funds you will need.
Settlement
If you applying to settle in the UK, financials will depend if your current visa falls under:
Sponsored work
Current P60, most recent payslip, financial statement and employment letter)
Partner under Appendix FM
Income of £18600 or £29000 per annum, this is based on when your initial visa as approved.
10-year long residence
No income evidence required.
7. Medical evidence
Medical evidence is only required for certain visa applications but if sponsored to work in the UK, you may be asked to provide a medical report.
Tuberculosis Test (TB)
You will need to have TB evidence if all of the following applies to you and any family members:
- you are coming to the UK for 6 months or more.
- you have lived in any of these listed countries for 6 months or more.
- you were living there (or another listed country) within the last 6 months.
If you’re coming to the UK for less than 6 months, you’ll still need a TB test if you’re applying for a Returning Resident visa, or a family visa as a fiancé, fiancée or proposed civil partner.
If you’re already in the UK and are applying for or extending a British National (Overseas) visa, you will need a TB test if you did not provide a TB certificate when you came to the UK.
TB certificates can only be issued from UKVI approved clinics. Note: Only apply for your TB once we have confirmed your visa status.
What if I am pregnant?
You can choose from these options:
- an x-ray with an extra shield to protect you and your unborn child in the 2nd and 3rd trimesters.
- a sputum test (phlegm coughed up from your lungs) - there may be an extra fee and you could wait up to 8 weeks for results.
- to wait until after delivery.
If you are pregnant or have a medical condition and are concerned about having a TB test, click here for further guidance.
UK Medical Treatment
If you are coming to the UK to have medical treatment such as an operation, you will need to provide all your medical history related to the treatment required overseas and to be done in the UK. If you had previous UK treatment, you must disclose all treatments to us.
Note: Treatment is deemed to be an operation and not obtaining a prescription.
8. English & Life in the UK Test
Passing English is mandatory for most visa applications and passing Life in the UK test is applying to settle/naturalise unless exempt.
The majority of visa applications will require evidence of English which can be a degree or English test certificate unless you are a holder of a passport approved as an English-speaking country. If you are a national of one of these countries, you meet the English requirements:
Antigua, Australia, Barbuda, The Bahamas, Barbados, Belize, Canada, Dominica, Grenada, Guyana, Jamaica, New Zealand, St Kitts and Nevis, St Lucia, St Vincent and the Grenadines, Trinidad and Tobago and the USA.
If your passport is not on the above list, you must provide either:
UK qualification at Academic level will meet the English requirements. To learn more about the English rules, click here.
If you have an overseas degree taught 100% in English, you will need a ECCTIS report and a letter from the training institute that your degree was 100% taught in English. If you need to pass an English test, these are your only options:
Note: English test results are based on A1, A2, B1 or B2.
Visa Types | Leave to Enter | Leave to Remain | Settlement | Naturalisation |
---|---|---|---|---|
Charity Worker | N/A | N/A | X | X |
Creative Worker | N/A | N/A | X | X |
Graduate Trainee | N/A | X | X | X |
Health & Care Worker | B1 | B1 | B1 | B1 |
Innovator Founder | B2 | B2 | B1 | B1 |
International Sportsperson | A1 | A1 | B1 | B1 |
Minister of Religion | B2 | B2 | B1 | B1 |
Religious Worker | N/A | N/A | X | X |
Representative of an Overseas Business | A1 | A1 | B1 | B1 |
Scale-up Worker | B1 | B1 | B1 | B1 |
Secondment Worker | N/A | N/A | X | X |
Senior or Specialist Worker | B1 | B1 | B1 | B1 |
Skilled Worker | B1 | B1 | B1 | B1 |
UK Expansion Worker | N/A | N/A | B1 | B1 |
UK Ancestry | N/A | N/A | X | X |
Visit visa (Standard) | N/A | N/A | X | X |
Visit visa (Medical) | N/A | N/A | X | X |
Youth Mobility Scheme | N/A | N/A | X | X |
Above list of visa types are the most common ones but if your visa is not on the list, feel free to contact us for guidance.

N/A = English not required.
X = Not permitted to apply.
Life in the UK test
This is only applicable if you are applying to settle or naturalise in the UK. Once you pass this test, you never have to take the test again. To book the life in the UK test click here.
Check out below on how to obtain the material to study for the test and how to take a mock-up test.
9. Family members
The family route can be complex as it can cover many variables.
Family members are classed under these categories:
- Spouse (Marriage or Civil Partnership)
- Unmarried partner (proof of living together for at least 2 years)
- Fiancé(e) or Proposed civil partnership
- Children aged 0-17
- Adult children 18+
- Adult to be cared after.
We then have these VISA ROUTES for family members:
- Under immigration control
- Outside of immigration control
- Settled in the UK
- British by birth or by naturalisation
- Spouse/Partner/Children remaining overseas
We then have these VISA TYPES for family members:
- Leave to Enter
- Leave to Remain
- Settlement after 5 or 10 years
- Naturalisation
- Becoming British if born in the UK
Document types requirements are:
- Birth certificates
- Marriage or Civil partnership certificates
- Divorce evidence
- Deceased evidence
- Legal documents if you are a legal guardian or have adopted a child.
- UK legal documents if a court order or social services are involved in your family.
These documents must be provided if relevant to you, your partner or children with you, your current partner or any previous relationship and legal guardian/adoption.
Applications
Our firm would have advised you on the visa type available to you but if you feel there is an alternative route or your circumstances has changed, please let us know.
10. Cohabitation (Family visas)
Cohabitation can cover various visa routes and UK settlement.
What does cohabitation mean?
Two people living together regardless if one or both parties require a visa. If you are classed as a married/civil partnership or unmarried partner, cohabitation is required unless exceptional circumstances applies. How people live their lives can be complex and can be not straightforward.
Below visa routes will help you to understand part of the visa route but check the document check list for a list of documents you must provide us.
Leave to Enter - Spouse/Partner under Appendix FM
If you are applying to enter the UK we have two scenarios:
Leave to Remain - Spouse/Partner under Appendix FM
If you are applying to remain in the UK we have these scenarios:
Settlement - Spouse/Partner under Appendix FM
If you are applying to settle in the UK we have these scenarios:
Leave to Enter - Points-Based System
If you are applying to enter the UK we have two scenarios:
Leave to Remain - Points-Based System
If you are applying to remain in the UK we have these scenarios:
Settlement - Points-Based System
If you are applying to settle in the UK we have these scenarios:
Cohabitation evidence
Providing cohabitation evidence must be provided in a certain format to demonstrate a 'genuine relationship'.
11. Assets (Visit visas)
This section only applies if you plan to enter the UK as a visitor.
Visitor visas come under various visa types which are:
- Visit on business
- Visit to study
- Visit as an academic
- Visit for a paid engagement or event
- Visit for medical reasons
- Visit to meet your partner or family member
- Visit for sightseeing purposes
- Visit under a school trip.
A visit visa cannot be extended unless under exceptional circumstances which only includes:
- You are receiving medical treatment nd visa needs to be extended or
- You are an academic and you still meet the eligibility requirements or
- You are a graduate retaking the Professional and Linguistic Assessment Board (PLAB) test or doing a clinical attachment.
When applying to enter the UK under this route, the caseworker will assess the following key areas:
- Have you the funds to support your UK trip
- If you have a UK sponsor, how and what is their purpose, providing sponsorship, financial or accommodation support etc.
- Will you return to your home country after the trip meaning, you need to have some kind of asset which could be:
- Property you own or other valued asset
- A business you operate
- Employed
- Studying
- Family life
The above are the key ones to demonstrate you have a reason to return home of the Home Office will not be convinced you plan to leave the UK.
The above are the key ones to demonstrate you have a reason to return home of the Home Office will not be convinced you plan to leave the UK.
Property you own or other valued asset
If you own any assets, this can be of value such as a property (Home), land, expensive transportation like a car and anything deemed as an asset, it must be in your legal name as shown in your passport/national ID card.
A business you operate
If you own a business, it can be a:
Employed
If you are currently employed and plan to visit the UK, you will need a letter from your employer, on heaed paper, signed by yuor line manager or official person in the company confirming:
Studying
If you are currently studying and plan to visit the UK, you will need a letter from your training provider on headed paper, signed by your tutor or official person in the institute confirming:
Family life
If you are applying to enter the UK to visit family, these are the likely visit types:
Financials
Based on Home Office refusals, financials is the number one reason why a visit visa are refused. Below are tips to overcome this issue:
12. Sponsors (Work, study and business visas)
UK sponsorship
Below are 3 key areas of sponsorship.
If you plan to work, study or run a UK business, you will have to obtain key information from the UK sponsor.
Work visa
If you are being sponsored to work in the UK, you will need to obtain the following documents:
Study visa
If you are being sponsored to study in the UK, you will need to obtain the following documents:
Business visa
If you are going to run a UK business, this will depend on your visa type, we have:
13. Global Travel
Your global travel including trips to the UK
If you travelled to any country in the past 10 years or EVER visited the UK, you must disclose all trips.
To help you understand how the UK Home Office views travel, they break it down into 3 areas:
- The United Kingdom
- Australia, Canada, New Zealand, USA and any EU county that includes Austria, Belgium, Bulgaria, Croatia, Republic of Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain and Sweden.
- The United Kingdom
To register all of your trips, you will be able to do this in your pre-client care letter.
What information is needed per trip?
You will need the following:
- Exact date you arrived in the country
- The country you were visiting
- Purpose of the trip such as family visit, holiday, attend wedding, attend a function etc.
- Date arrived back.
If your trip included multi-country visits, you will be able to explain this in your pre-client care letter.
Scanning your documents - Introduction
When you scan your documents it is essential you follow our guidance.
Document evidence provided will help us and the Home Office to assess your suitability for your visa route.
Scanning Guidelines
You can use any tool to scan your documents but please follow our guidance on how best to do this.
Scanning files in the right size and format is crucial.
Do not create PDFs by adding different documents to it.
Naming your files correctly will help us to quickly identify if any documents are missing.
1. Scanning and formatting options
Original and translated documents
You can use several scanning options from a flatbed scanner or desktop scanner or, tablet or mobile device.
Check out below each device type for guidance.
Using a printer scanner
Check on your PC the scanner settings, you will need to look for Dots Per Inch (DPI) under settings. DPI can start from 75 up to 1200. Set the settings to between 150-200. A printer scanner will allow you to scan multiple pages in one go.
Using a flatbed scanner
Same process as a printer scanner, both devices are normally connected to the scanner. Select the right DPI settings. When using a flatbed scanner, you have to manually feed a page at a time, so we recommend using a printer scanner.
Using a tablet device
If you decide to scan your documents using a tablet, unless you have one on your device, go to your App store and download an App specific for scanning documents to PDF. Each App will have different parameters to follow when scanning.
Using a mobile device
Same process as a tablet, unless you have an App, go to the App store and download an App thst allows you to scan imges to PDF.
2. Naming and saving your documents
How to name and scan your documents
First you need to ensure you have all of the documents required to upload to your PCCL. Not all documents will be required but if unsure please provide them. Document check list.
When you scan your documents ensure they are scanned ideally as PDFs but if you cannot scan as PDFs, we will accept scanned copies in these formats:
JPEG
PNG
GIF
TIFF
PSD
EPS
BMP
WBMP
CORRECT | INCORRECT | ||
---|---|---|---|
:-) | Naomi_passport_expiring_31.05.2019 | :-( | Naomi_passport |
:-) | Naomi_previous_passport_expired_27.07.2019 | :-( | Naomipreviouspassportexpired27072019 |
:-) | Naomi_HSBC_financial_statement_Feb-Jly-2024 | :-( | Naomi_financial_statements_Feb-Jly |
:-) | Naomi_P60_tax_year_2024 | :-( | Naomi_P60_taxyear |
:-) | Naomi_IELTS_B1_test_certificate | :-( | Naomi_IELTS_test_certificate |
:-) | Naomi_overseas_degree_plus_ecctis_report | :-( | Naomi_degree_plus_report |
:-) | Naomi_council_tax_statement_2024 | :-( | Naomi_counciltax_statement |
:-) | Naomi_marriage_certificate | :-( | Marriage |
:-) | Naomi_marriage_certificate_plus_translation | :-( | Naomi_marriage_certificate_plus_overseas copy |
:-) | Peter_death_certificate | :-( | Death_certificate |
The above is just a guide, as long as you follow the same format, we will accept the files.
PDF rules
Do not scan different documents under one PDF file. Tips to follow:
- Multiple passports scan as separate evidence. All passport pages must be scanned including blank pages and passports cover pages.
- Cohabitation in different names, document types and date periods must be scanned as separate PDFs.
- Financial statements cover covering a 6, 12 or 24 month period can be in one PDF but in date order. Date order means page 1 being the most recent statement.
- Assets you own, they must be in separate PDFs.
- Family members documents cannot be under the same PDF unless the evidence is in joint names.
3. Translating non-English documents

Original and translated documents
All document evidence must be in English and no need to provide the original but just good quality copy will suffice.
Any non-English document must be translated. The translated copies must be processed by a regulated translation company.
Combining the original document and translated copy.
If you combine the original and translated copies as a PDF, you must place the English translated pages first, then add the original documents and name the file as instructed under 'Naming and saving your documents'.
Note: If the translated copies do not have the official stamp per page, the document will be rejected.
Document checklist - Introduction
When you scan your documents it is essential you follow our guidance.
Document evidence provided will help us and the Home Office to assess your suitability for your visa route.
Scanning Guidelines
You can use any tool to scan your documents but please follow our guidance on how best to do this.
Scanning files in the right size and format is crucial.
Do not create PDFs by adding different documents to it.
Naming your files correctly will help us to quickly identify if any documents are missing.
Document guide to follow
Below are essential evidence we need to to verify if the ones with * are applicable to you.
Who is a UK sponsor?
A UK sponsor could be a family member, a friend, an employer, training institute, a charity or a business. If you coming to the UK and you are relying on:
Family or friend – confirm you can provide an invitation letter outlining the purpose of your trip, date period, where you be living and if they contribute to your UK trip and how much?
Employer – If you been sponsored to work in the UK, provide a copy of your Certificate of Sponsorship (CoS), employment offer letter and job description.
Training institute – If you been sponsored to study in the UK, provide a copy of your Confirmation of Acceptance for Studies (CAS) which will outline your UK studies.
Essential documents requirements
Passports
Provide all pages including blank pages of your current passport and any passports issued to you to enter or remain in the UK.
National ID cards
Do I need to provide?Scan the front and rear of any national ID cards issued to you regardless if still valid or expired within the past 10 years.
English evidence
English evidence guidanceYou can provide any of the following:
Medical evidence
Learn moreYou may need a TB certificate as part of your UK entry visa.
UK Immigration
Visa application forms
Good character & Police report
Learn more>>If you have any 'Spent' or 'Unspent' criminal convictions, they should be disclosed to us.
Marriage, Divorce, Births & Deaths
Marriage/Civil Partnership
Cohabitation, Property & Assets
If you are applying to enter or remain in the UK with your UK partner, a UK partner can be:
UK sponsoring
If you are relying on a UK sponsor to support your applciation, they key documents will be financials and proof of a genuine relationship.
Overseas assets, employment & education
Overseas assets
Invitation letter
Provide a invitation letter from your UK sponsor which can be:
1. Document check list
Ready to process your pre-client care letter assessment form?
You need to have all of your documents scanned and correctly named. If yes, select register below.