During visa processing, Immigration New Zealand may request additional information or documentation. How you respond to these "Requests for Information" (RFIs) can significantly impact your application outcome. This guide explains how to handle RFIs effectively.
Understanding Requests for Information
What Is an RFI?
An RFI is a formal request from Immigration NZ asking for:
Additional Documents: Evidence not included in your original application.
Clarification: Explanation of unclear or inconsistent information.
Updated Information: Current documents to replace outdated ones.
Verification Evidence: Proof to verify claims made in your application.
Why INZ Sends RFIs
RFIs are sent because:
Incomplete Application: Original application was missing required documents.
Verification Needed: Information needs to be verified or confirmed.
Concerns Identified: The case officer has questions or concerns.
Standard Process: Some applications routinely trigger RFIs.
Policy Requirements: Specific evidence required by immigration policy.
RFI vs Section 26 Letter
Different types of requests:
Standard RFI: Request for additional documents or information.
Section 26 Letter (PPI): "Potentially Prejudicial Information" letter—more serious. INZ has identified concerning information and gives you opportunity to respond before making adverse decision.
Different Implications: Section 26 letters indicate potential problems; standard RFIs may just be routine.
Receiving an RFI
How RFIs Arrive
Immigration ONLINE: Most RFIs appear in your Immigration NZ online account.
Email Notification: You receive email alerting you to check your account.
Physical Mail: Some may arrive by post.
Agent Notification: If you have a representative, they may receive it.
What the RFI Contains
Typical RFI components:
What's Requested: Specific documents or information needed.
Why It's Needed: Explanation of why this is required.
Deadline: Date by which you must respond.
Consequences: What happens if you don't respond.
How to Submit: Instructions for providing the information.
Deadline Importance
Strict Timeframes: RFI deadlines are typically 10-15 working days.
Extensions: May be possible to request extension in some circumstances.
Missing Deadline: May result in decision on available information, which could mean decline.
Types of RFI Requests
Common Document Requests
Financial Evidence: Updated bank statements, funding evidence.
Employment Documentation: Employment letters, contracts, pay slips.
Relationship Evidence: Additional proof of genuine relationship.
Qualification Documents: Certificates, transcripts, assessments.
Identity Documents: Passport, birth certificates, name change documents.
Character Documents: Police certificates from additional countries.
Health Documents: Medical records, specialist reports.
Clarification Requests
Date Discrepancies: Different dates in different documents.
Information Gaps: Unexplained periods in employment or travel history.
Inconsistencies: Conflicting information between documents or forms.
Unexplained Changes: Changes in circumstances not addressed.
Verification Requests
Employment Verification: Confirming employment details.
Relationship Verification: Confirming partnership claims.
Financial Verification: Confirming source of funds.
Qualification Verification: Confirming qualification authenticity.
How to Respond Effectively
Initial Steps
Read Carefully: Understand exactly what's being asked.
Note Deadline: Mark the deadline and work backward for response time.
Gather Requirements: List all items requested.
Assess Availability: Determine what you can provide and what might be challenging.
Preparing Your Response
Address Every Point: Respond to each item requested, not just some.
Organize Documents: Present documents clearly and logically.
Quality Scans: Clear, legible copies of all documents.
Translations: Certified translations for non-English documents.
Cover Letter: Brief letter summarizing what you're providing.
Writing a Cover Letter
Your cover letter should:
Reference Application: Include your application number and full name.
List Contents: Itemize all documents included.
Explain Items: Brief explanation of each document's purpose.
Address Questions: Directly answer any clarification questions.
Be Concise: Clear and to the point, not excessively long.
Submitting Your Response
Correct Channel: Submit through the method specified in the RFI.
Before Deadline: Submit well before the deadline.
Confirmation: Ensure you receive confirmation of submission.
Keep Copies: Retain copies of everything submitted.
Special Situations
Can't Obtain Requested Documents
If you genuinely cannot provide what's requested:
Explain Why: Provide detailed explanation of why documents aren't available.
Alternative Evidence: Offer alternative evidence that demonstrates the same thing.
Statutory Declaration: Consider declaring information if documents don't exist.
Third-Party Confirmation: Get confirmation from relevant third parties.
Sensitive Information Requested
When asked about sensitive matters:
Be Honest: Truthful disclosure is essential.
Provide Context: Explain circumstances around sensitive issues.
Mitigating Information: Include information that explains or mitigates concerns.
Professional Help: Consider using an immigration adviser for sensitive matters.
Concerns About Your Application
If the RFI suggests problems:
Section 26 Letters: Take these very seriously—they indicate potential decline.
Professional Advice: Strongly consider getting professional help.
Thorough Response: Provide comprehensive response addressing all concerns.
Supporting Evidence: Include all available supporting evidence.
Requesting Extensions
If you need more time:
Request Early: Ask for extension as soon as you know you need it.
Explain Why: Provide genuine reason for needing more time.
Propose Timeline: Suggest how much additional time you need.
Partial Response: Consider providing what you can on time with remaining items to follow.
Common Mistakes to Avoid
Response Errors
Ignoring RFI: Not responding at all is the worst outcome.
Partial Response: Only addressing some items, not all.
Late Response: Missing the deadline without requesting extension.
Poor Quality: Illegible documents, incomplete information.
Document Errors
Wrong Documents: Providing documents different from what was requested.
Outdated Documents: Providing expired or superseded documents.
Untranslated Documents: Non-English documents without certified translation.
Missing Certification: Documents requiring certification without it.
Communication Errors
Defensive Tone: Coming across as hostile or defensive.
Too Much Information: Overwhelming with irrelevant material.
Evasive Answers: Not directly addressing questions asked.
Inconsistencies: New information contradicting previous submissions.
What Happens After Response
INZ Processing
After you respond:
Review: Case officer reviews your response.
Verification: May verify information with third parties.
Further Questions: May send another RFI if issues remain.
Decision: Proceeds to decision once satisfied or if concerns unresolved.
Possible Outcomes
Application Continues: Response satisfactory, processing continues.
Further RFI: Additional questions or documents needed.
Approval: Application approved following satisfactory response.
Decline: Application declined if concerns not addressed.
When to Get Professional Help
Situations Requiring Help
Consider professional assistance when:
Section 26 Letter: Serious concerns requiring careful response.
Complex Issues: Character, health, or relationship concerns.
Unable to Obtain Documents: Need help with alternatives.
Previous Decline: Application previously declined or concerns raised.
Unclear Requirements: Don't understand what's being asked.
What Professionals Provide
Immigration advisers help by:
Interpreting Requests: Understanding exactly what INZ wants.
Strategy Development: Planning the best response approach.
Document Preparation: Ensuring documents meet requirements.
Response Drafting: Writing effective cover letters and explanations.
Quality Review: Checking everything before submission.
Frequently Asked Questions
How long do I have to respond to an RFI?
Typically 10-15 working days. The exact deadline is stated in the RFI. Extensions may be possible if requested promptly with good reason.
What if I can't get a document in time?
Request an extension, explaining why you need more time. If impossible to obtain, explain this and provide alternative evidence.
Is an RFI a bad sign for my application?
Not necessarily. Many RFIs are routine requests for additional documentation. However, RFIs asking about concerns or Section 26 letters indicate potential problems.
Can I call INZ to discuss my RFI?
You can contact INZ for clarification about what's required, but phone discussions don't replace written responses.
What happens if I don't respond?
INZ may make a decision based on available information, which could result in decline. Always respond, even if you can only provide partial information.
Received a request for information from Immigration NZ? Find a licensed immigration adviser who can help you prepare an effective response.