RFI’s, PPI’s and Deadlines!

Your application is lodged, you think you have done it right, after weeks and months of sweating over which pieces of paper to find, do all the documents stack up, did the courier make it in time…and then, that email from INZ arrives, the one that says “we need more information” or even worse “we have some concerns”.

Even a really well prepared application can still lead to INZ requesting more information or worse, telling you they have some “concerns” that you need to address. Nothing causes more fear, stress and panic that one of these dreaded letters…like the grinch that stole Christmas, these things can turn nervous excitement (as you wait for the decision) in to the ‘end of days’ for the hopeful migrant.

However once you understand what they are, the different versions of them, and why they are sent, things often aren’t that bad. Of course, sometimes these letters can mean that an application is heading (quickly) for the edge of the cliff and that might require some expert assistance, but let’s have a look at how it all works and what you can do, should you get one of these nasty pieces of paper (even if it is in an email).

RFI’s - Request for more Information

If you receive on of these, the first tip is don’t panic (that is my tip for all of these though). An RFI or ‘request for more information’ is generally sent to gather missing or out of date documentation or to clarify relatively simple issues within an application. This might be more evidence of your relationship, which is a really common one, or additional documents to support your claims to work experience or qualifications.

An RFI is simply INZ formalising their request for further documentation. Sometimes, and largely depending on the officer, this might be sent in an informal email request, other times it comes as a PDF in a letter format. While it can create a sense of panic and fear, these are often, relatively easy to deal with.

However before you do respond, make sure you read the letter carefully and consider whether the request is reasonable, does it make sense (often the officer might have missed something) and have they given you enough time. INZ is great for setting deadlines, terrible at sticking to them. Once you have worked out what to do, then respond accordingly. If you are not sure or if you think the request may be leading you down a deeper, darker rabbit hole - seek out some experienced advice.

In terms of deadlines, INZ will offer different amounts of time to respond, depending on the nature of the request. If it is a simple query then you usually are given a few days, otherwise it might be a week or two. The important thing to remember is that as this is a request for more information, and unless INZ specifically states otherwise, not meeting the deadline is not a reason for them to decline the application (they would have to send you a PPI as per below first). However you should always try and respond or at least update the case officer as quickly as you can.

PPI’s - Potentially Prejudicial Information

Now we get to the more complicated stuff, when INZ sends you a PPI, which is short for “potentially prejudicial information” letter. PPI’s are normally only sent when INZ has concerns that could lead your application to being declined - hence the use of the word ‘prejudicial’ in the name.

These can be raised for a whole variety of reasons, all of which are dependent on the type of Visa you are applying for and the information you have provided. Again, the key here is to avoid panicking and to first establish whether the requests in the PPI are reasonable, have a solid basis and you have enough time to respond.

Generally INZ will issue a two week time-line to reply, and if you have good reasons you can request more time. However you should bear in mind that unlike an RFI, in this situation, if you do not respond or at least request a deadline extension, INZ can decide the application based on what they have - that isn’t likely to go well.

PPI’s must set out INZ’s concerns in full and they must be based on fact, rather than assumption. A lot of what we do for clients, when we are given these to review, is to first make sure that the case officer actually has good grounds for raising the concern. You would be surprised at how many times, we have to ask INZ to clarify their concerns, removing bias, or speculation from the process.

Once you have a clear idea of the issues, and how to respond you need to then present the response and this usually requires skills, that most migrants don’t have (because they have never done it before). In fact a PPI is a relatively unfair process, because it pits a case officer with a working knowledge of the rules against the migrant. My general advice is that if you have received a PPI and you are doing this on your own…don’t carry on with the DIY approach.

In many cases we can resolve PPI’s because there is a clear and logical explanation - other times, it is for an issue that can’t be fixed and knowing which basket you fall in to is crucial, before you attempt a response. A well prepared case should never receive one of these letters, which is why we only end up dealing with them for clients who have attempted the process on their own. Our first priority is to get all the facts, then work out the next steps (assuming there are next steps to take).

PPI’s are also not something that INZ has to always send out, which means if you lodge certain applications, and INZ has concerns, there are times when they dont even give you the chance to respond. This applies to temporary Visa applications lodged offshore - so getting it right first time around is crucial.

What Can I Do?

There are other letters that INZ can send that can create panic and fear, particularly when it comes to medical and character waivers (a topic we will discuss in the next week or two) but managing the process, when any of these dreaded pieces of correspondence arrives, requires calm, patience and a cool head. Follow this advice:

• Firstly take a deep breath - sometimes there is no need to panic.

• Secondly, review the letter carefully - print it out and mark the key points.

• Thirdly - be realistic about how much you can handle and whether it might be time to call in the big guns.

• Fourthly - never rely on advice from other migrants (even friends and relatives) as to what to do.

Sometimes these things can be dealt with quickly and easily, other times you might be staring down the barrel of a decline letter, unless the process is managed properly. Knowing the difference between the two and how to navigate through that process is something we can help with.

Over the next few weeks, we will dive a bit deeper in to some of the more significant issues such as character and medical waivers (both of which require those big guns).

However if you are in this boat and looking desperately for an oar to paddle with, contact us for some cool, calm and collected advice.

Until next week.

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