One link per route
Make a "Student visa" link, a "Skilled worker" link and a "Visit visa" link. Each has its own questions, documents and public link, so a client only sees the list for the route they are on.
For immigration advisers & visa teams
Collect passports, bank statements and visa history before you start the application.
Every visa case starts the same way: a passport scan, six months of statements, a letter explaining the trip and an honest answer about past refusals. Intaky turns that into one client intake link for advisers, relocation firms and university visa teams, with reminders that go out on their own and a clear view of what each client still owes.
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What documents does an immigration adviser need from a visa client?
Before preparing a visa application, an adviser needs the client’s passport and a passport photo, evidence of the purpose of the trip, and evidence of how it is funded. Alongside those, the client gives their details exactly as they appear on the passport, where and why they are travelling, the visas they have held and any refusal, and declares that what they have given is true.
- Passport: the photo page plus any pages with visas or stamps, as several files (required).
- Passport photo meeting the destination country’s requirements (required).
- Bank statements for the last three to six months, as several files (required).
- Purpose documents such as an admission letter, employment contract or invitation letter, and a sponsorship letter if someone else funds the trip.
Why visa client intake takes longer than the application
- The passport scan is a phone photo with the machine-readable lines cut off, and you only notice when you come to type the number.
- Bank statements arrive for two months when the route needs six, one PDF at a time.
- The passport expires four months after the intended travel date, and it comes to light after the forms are drafted.
- A previous refusal is mentioned in passing on a call, weeks in, instead of at the start.
The skilled work is the advice and the application. The time goes on collecting and re-collecting the same documents — and Intaky is built to do that collecting instead of you.
The visa & immigration client intake template
A starter pack for immigration and study-abroad consultancies: passport details, travel purpose, immigration history and financial evidence. Each document sits next to the questions it evidences. The client’s email comes from sign-up, but their name is asked again exactly as it appears in the passport, because that is the version that has to match. Everything below can be renamed, removed or added to in the form builder.
Visa client — questions
- Passport & personal detailsFull name exactly as in the passport, date of birth, nationality, passport number, passport expiry date, phone. Documents: passport, passport photo
- Travel detailsDestination country, visa type (tourist, study, work, business, family or settlement, other), intended travel date, length of stay, purpose details such as the course, employer or host. Document: purpose documents
- Immigration historyPrevious visas held for this or other countries, whether you have ever been refused a visa or entry, and the country, date and reason if so
- Finances & sponsorshipEmployment or study status, funds available for the trip, sponsor’s name and relationship if someone else pays. Documents: bank statements, sponsorship letter
- DeclarationsInformation and documents are true and complete; false or misleading information can lead to refusal and a ban; consent to their information being used to prepare and submit the application
Visa client — documents
- ✓ Passport Required · several files
- ✓ Passport photo Required
- ✓ Purpose documents Optional · several files
- ✓ Bank statements (3–6 months) Required · several files
- ✓ Sponsorship letter Only if sponsored
Passport name, date of birth, nationality, passport number and expiry, destination, visa type, purpose details, the refusal question and all three declarations are required. Accepts PDF, Word, Excel and photos up to 10 MB each, and a document request can allow several files, so a whole passport or six months of statements is one item, not a dozen.
How it runs for an advice practice
Send it, then stop chasing
Give each link a due date that leaves time before the submission deadline. Intaky reminds the client every few days, only during working hours in your timezone, and stops after six nudges.
Send back only what is wrong
Reject a cropped passport scan or a short run of statements with a note, while accepted items stay locked. Export the finished case as a PDF with documents attached, or send it to your own system with a signed webhook on approval.
Questions about visa client intake
What documents do I need from a client for a visa application?
Usually the passport photo page and any pages with visas or stamps, a passport photo, bank statements for the last three to six months, documents showing the purpose of the trip such as an admission letter, employment contract or invitation, and a sponsorship letter if someone else is paying. The exact list depends on the destination and visa route. Intaky's visa template starts with these and you can change any of them.
How do I get clients to send clear passport scans and complete bank statements?
Ask for each as its own item and send back only what is wrong. The passport and bank statement requests accept several files, so every page is one item. If a scan cuts off the passport number or the statements cover two months instead of six, you reject that one item with a note; the client replaces only that, and what you have accepted stays locked.
How do I stop chasing visa clients for missing documents?
Give the intake link a due date and let the reminders do the chasing. Intaky emails the client every few days until everything is in, only during working hours in your timezone, and stops after six reminders. You see which clients are complete and which items the others still owe.
Can I have separate intake forms for study, work and visit visas?
Yes. Each form is its own application type with its own questions, documents and public link, so a student visa intake can ask for the admission letter while a work visa intake asks for the employment contract.
Where do client passports go instead of WhatsApp and personal email?
Into the client's case in your workspace. Files are uploaded over an encrypted connection and stored privately; they are not reachable by a public link, only through your workspace. Your team reviews them there and can export the case as a PDF with the documents attached.
Does Intaky give immigration advice, check passports or submit visa applications?
No. Intaky collects the client's details, documents and declarations, including their consent for you to use their information to prepare and submit the application. Your advisers give the advice, check the documents and make the submission. A signed webhook can push an approved case into your own case management system.
Does it carry our firm's branding?
Yes. Your logo and colours appear on your own subdomain, on every page the client sees.
Other industries: all industries · law firms · admissions · recruiters & HR
Try it on your next new client.
Build the intake once. If the documents arrive complete, use it for every route you handle.
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