What is the immigration case intake form template?
Immigration advice depends on history: every past visa, every refusal, any overstay or conviction can change which routes are open. This template asks for that history clearly and up front, so the first consultation starts from the facts rather than discovering them halfway through.
The client gives their nationality and where they live, then the destination country. If they're already there, the form asks for their current status, when it expires and when they last entered. Required yes/no questions cover refusals, removals, overstays and criminal records, each with a follow-up box. The family page records a spouse or partner, children, family members to include and relatives already in the destination country.
On the goals page the client picks what they need help with — from work and study visas to settlement, citizenship, asylum or an appeal — and describes their situation in their own words. Passport and supporting documents can be uploaded, and the whole intake is filed as a PDF in your FileIt vault.
- Best for
- Immigration lawyers, licensed advisers and legal clinics
- Filled in by
- The prospective client
- Time to complete
- About 15 minutes
- Includes
- Current status and expiry, refusals, overstays, convictions, family, goals, deadline and passport upload
Who uses a immigration case intake form?
- An enquiry form for an immigration practice's website
- Employers' HR teams sending new sponsored hires to an adviser
- Legal clinics and charities screening clients before an appointment
- Clients planning a spouse or family visa
- Advisers taking on an appeal after a refusal
- Students checking options before their visa expires
Questions on this immigration case intake form
37 questions over 5 pages · includes file upload, conditional questions, multiple pages, consent checkbox.
1 About you
- Your full name*
- Email*
- Phone (with country code)*
- Date of birth*
- Nationality*
- Any other nationalities, past or present
- Country you are living in now*
- Preferred language for our conversations
- Current address
2 Immigration history
- Which country is your case about?*
- Are you in that country now?*
- Your current immigration status there* asked only when it applies Visitor · Student · Work visa or permit · Family or spouse visa · Permanent resident · Asylum seeker · Refugee or protected status · Awaiting a decision · No current permission · Other
- When does your current permission expire? asked only when it applies
- Date you last entered asked only when it applies
- Previous visas or permits for that country
- Have you ever been refused a visa or entry, or been removed or deported from any country?*
- Please give details* asked only when it applies
- Have you ever stayed in any country longer than you were allowed?*
- Which country, when, and for how long?* asked only when it applies
- Do you have any criminal convictions, cautions or pending charges in any country?*
- Please give details* asked only when it applies
3 Family
- Marital status* Single · Married · Civil partnership · Unmarried partner · Separated · Divorced · Widowed
- Spouse or partner's name and nationality asked only when it applies
- Number of children
- Do family members need to be included in the application?
- Who, with their nationality and where they live now asked only when it applies
- Do you have close family who are citizens or residents of the destination country?
- Who, and what is their status? asked only when it applies
4 Your goals
- What would you like help with?* Work visa or employer sponsorship · Study visa · Spouse, partner or family visa · Visitor visa · Extension of my current visa · Permanent residence or settlement · Citizenship or naturalisation · Asylum or humanitarian protection · Appeal or review of a refusal · Business or investor visa · Other
- Do you have a job offer from an employer in that country? asked only when it applies
- Employer name asked only when it applies
- Highest education Secondary school · Vocational qualification · Bachelor's degree · Master's degree · Doctorate · Other
- Any upcoming deadline, hearing or expiry date?
- Tell us about your situation and what you hope to achieve*
5 Documents & consent
- Passport photo page
- Other documents
- Consent*
The immigration case intake form, page by page
1 About you
Full name as in the passport, email, phone with country code, date of birth, nationality and any others, current country, preferred language and address.
2 Immigration history
The destination country and whether the client is there now; if so, their status, expiry date and last entry date. Previous visas, then required questions on refusals or removals, overstays and criminal records — each yes opens a details box, with a note that a conviction doesn't necessarily stop an application.
3 Family
Marital status with the partner's name and nationality where relevant, number of children, whether family members need including (and who), and whether close family are citizens or residents of the destination.
4 Your goals
What the client needs help with; work visa enquiries ask about a job offer and employer. Highest education, any upcoming deadline or expiry, and a required summary of their situation.
5 Documents & consent
Uploads for the passport photo page and up to ten other documents, and a consent confirming the information is true, that no adviser can guarantee an outcome, and that no client relationship exists until confirmed in writing.
Make the template yours
- Set the destination country question to a fixed answer if you only advise on one country
- Replace the status list with the exact visa categories of your jurisdiction
- Add route-specific pages, such as sponsor details or English language test results
- Translate labels for clients who prefer another language
- Route intakes into folders by visa route
- Adjust the consent to reflect your regulator's requirements
Tips for a better immigration case intake form
- Ask clients to list every refusal, even old ones — non-disclosure can be more damaging than the refusal itself
- Watch for status expiry dates in the near future; they often set the timetable
- Ask for the refusal letter, not a summary of it
- Check whether dependants need their own applications early in the process
Every response becomes a PDF in your vault
The intake is saved as a PDF in the vault folder you choose, with the passport page and documents attached, and you're notified by email. With a respondent copy turned on, the client receives a PDF of their answers.
Advisers review the history, run a conflict check where needed, and contact the client to discuss options and fees. The Responses table lists every intake and exports to CSV.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Immigration case intake form: frequently asked questions
Is this immigration intake template free?
Yes. It's included with FileIt's Forms app on every plan, including free.
Does the form work for any country?
Yes. The client names the destination country, and you can edit the status and goal lists for your jurisdiction.
Why ask about criminal records and overstays?
They can affect eligibility for many routes, so advisers need to know before recommending one.
Does it promise a result?
No. The consent states that no adviser can guarantee the outcome of an application.
Can clients upload their passport?
Yes, the passport photo page and up to ten other documents, as PDFs or images.
Do clients need an account?
No, anyone with the link can fill it in.