Immigration client file checklist: set up every case the same way

Consistency is what keeps a growing immigration practice from losing track of files. If every case is opened the same way, anyone on your team can pick it up. Here is a simple checklist.

At intake

• Full client details and contact information, entered once
• Application type and the intended stage plan
• Engagement agreement and fee structure recorded on the case
• Primary contact and responsible consultant assigned

Documents

• A list of required documents for the application type
• What has been received, what is missing, and the date you last asked
• All documents stored on the case, not in email attachments

Forms

• The required IRCC forms identified up front
• Client data reused across forms instead of re-typed
• A review step before anything is submitted

Deadlines

• Filing windows, permit expiries and follow-up dates on the case
• A weekly review of everything due in the next 30 days

Billing

• Fee phases set when the case opens
• Invoices linked to the case so you can see paid and outstanding amounts

Make it automatic

A case board with stages, deadlines, forms and invoicing in one place makes this checklist the default, not extra work. See how immigration case management software does this, or book a call to start a trial.