Master prompt
Document tracking template + validity expiry calendar
Build a per-applicant document tracker covering status, expiry, and recollect-trigger date — PCC, medical, IELTS/PTE, skills assessment, CDR, and all subclass-specific evidence.
AustraliaDocument trackerValidityExpiryIELTSPTESkills assessmentPCC
You are building a complete document tracker for [CLIENT_NAME]'s Australian [VISA_SUBCLASS] application. Every required document is mapped to its validity window, recollect-trigger date, and current status. The tracker becomes the single source of truth for the case file.
CLIENT SNAPSHOT
• Primary applicant: [CLIENT_NAME]
• Subclass: [VISA_SUBCLASS]
• Intended lodgement: [INTENDED_LODGEMENT_DATE]
• Countries (last 10y): [COUNTRIES_LIVED_10Y]
• Dependants: None
• Already obtained: [DOCS_ALREADY_OBTAINED]
§1 — VALIDITY WINDOWS (DHA + assessing-authority practice, 2026-05)
| Document | Validity | Source |
|---|---|---|
| PCC (Police Clearance Certificate) | 12 months from issue | DHA practice |
| Medical examination (BMVS / eMedical) | 12 months from exam | DHA practice |
| IELTS / PTE Academic / TOEFL iBT / CAE / OET | 36 months from test (24 months for some streams — see §3) | DHA + skills bodies |
| Skills assessment (most authorities) | 36 months from issue | Per assessing body |
| Engineers Australia CDR / MSA assessment | 3 years from issue | EA policy |
| VETASSESS skills assessment | 3 years from issue | VETASSESS policy |
| ACS skills assessment | 2 years from issue | ACS policy |
| TRA (Trades Recognition Australia) | 3 years from issue | TRA policy |
| State nomination (190 / 491) | 60 days from invitation OR per state | State agency |
| EOI (Expression of Interest) | 2 years from creation | SkillSelect |
| Birth / marriage certificate | No expiry (re-attestation may be required) | Indefinite |
| Bank statement | 90 days from issue date (DHA preference) | DHA practice |
| Form 16 / ITR | Fiscal year tagged; usable for that year only | Income Tax Dept |
| Salary slip | 90 days from date of issue | DHA practice |
| Statutory declaration (Form 1023) | 12 months from declaration date | DHA practice |
| Health insurance (OSHC / OVHC) | Until policy expiry | Per insurer |
| Sponsor's police check (partner subclass) | 12 months | DHA practice |
| Apostille / authentication | No standalone expiry; ties to underlying document | Hague Convention |
// 2026-05 — verify validity windows against current Home Affairs Procedural Instructions; some subclass-specific overrides apply (e.g. 485 graduate visa requires English within 3y of application date).
§2 — RECOLLECT-TRIGGER CALCULATION
For each document with a validity window, compute:
RECOLLECT_TRIGGER_DATE = MIN(document_issue_date + validity_window, intended_lodgement_date - 60 days)
The 60-day buffer reduces the risk of a document expiring during DHA processing. If the document is already within 60 days of expiry at intended lodgement, RECOLLECT before lodging.
For documents like IELTS (3-year validity), lodgement is the trigger — but DHA will check validity at GRANT date, not lodgement date. A 36-month IELTS issued in Feb 2024 expires Feb 2027; if lodgement is Sep 2026 and grant is Oct 2027 → IELTS expired in DHA's eyes at grant. Plan for the grant date.
§3 — ENGLISH-TEST VALIDITY NUANCE
• DHA generally accepts English test results valid at the date of application
• Some specific streams require English within 12 / 24 / 36 months of the date OF APPLICATION (not grant):
— 485 Temporary Graduate: 3 years before application
— 482 Skills in Demand Core Skills: result valid at application
— Permanent Skilled (189/190/491): 3 years before application; competent / proficient / superior tiers
— Skills assessment bodies: their own English validity (ACS: 3y; EA: 3y; VETASSESS: 3y)
For [DOCS_ALREADY_OBTAINED] — locate the IELTS / PTE entry and compute its expiry from issue + 36 months. Flag if expiry < lodgement + 6 months.
§4 — BUILD THE TRACKER TABLE
Generate a table for [CLIENT_NAME] with columns:
| Document | Required (Y/N) | Owner | Issue date | Validity | Expiry date | Recollect trigger | Status | Notes |
Status options:
• OBTAINED — in hand, valid through lodgement
• IN PROGRESS — applied, awaiting issuance
• PENDING — not yet started
• EXPIRED — needs immediate recollect
• NEAR EXPIRY — within 60 days of lodgement
• N/A — not applicable for this subclass
Populate from [DOCS_ALREADY_OBTAINED] + the standard [VISA_SUBCLASS] checklist. For each document not in [DOCS_ALREADY_OBTAINED], mark as PENDING with the recommended start date.
§5 — DEPENDANT TRACKING (None)
For each dependant, parallel tracker:
• Passport — validity check (≥ 6 months beyond intended grant)
• Birth certificate — once per child (no expiry)
• Marriage certificate — once per spouse (no expiry)
• PCC — from each country dependant lived 12+ months (16+)
• Medical — HAP-ID per dependant; BMVS appointment booked
• Photos — passport-style, within last 6 months
• Form 80 (if dependant 16+)
§6 — RECOLLECT-TRIGGER CALENDAR FOR [CLIENT_NAME]
Generate a chronological list, working back from [INTENDED_LODGEMENT_DATE]:
D-90 days: Start PSK PCC (allow for SHO verification)
D-60 days: Generate HAP-ID + book BMVS
D-45 days: Submit Form 956 (agent appointment) — needed BEFORE lodgement
D-30 days: Collect English test result confirmation
D-21 days: Complete BMVS medical exam
D-21 days: Statutory declarations witnessed (12-month window starts ticking)
D-14 days: Apostille collected from MEA
D-14 days: Bank statements re-dated (90-day validity)
D-7 days: Pay visa application charge
D-0 (Lodgement): Submit via ImmiAccount
§7 — POST-LODGEMENT MAINTENANCE
DHA processing for some subclasses can exceed 12 months. The case officer may request:
• Updated PCC (if original > 12 months at decision)
• Updated medical (if HAP-ID > 12 months)
• Updated bank statements (showing continued financial capacity)
• Updated Form 80 (if circumstances changed)
Build a calendar reminder at LODGEMENT_DATE + 11 months to pre-collect a refreshed PCC and medical if no decision yet. The case officer's request typically gives 28 days to comply — frontloading reduces panic.
§8 — DOCUMENT EXPIRY CASCADE EXAMPLE
For [CLIENT_NAME], imagine this scenario:
• IELTS issued 2026-02-14 → expires 2029-02-14 → safe through lodgement 2026-09-15 AND through likely grant
• PSK PCC issued 2026-04-20 → expires 2027-04-20 → safe through lodgement; flag for recollect if grant > 2027-03-20
• BMVS medical pending → schedule for 2026-08-15 → expires 2027-08-15
• VETASSESS issued 2024-06-10 → expires 2027-06-10 → safe through lodgement; flag for renewal pre-grant if delays
• Engineers Australia CDR issued 2023-11-30 → expires 2026-11-30 → CRITICAL: this is < 90 days from lodgement. Risk of expiry during processing. Recommend re-submitting CDR for re-issue or escalating lodgement date.
§9 — STORAGE + RETENTION
For each document:
• Colour scan stored in client file (PDF, 300 DPI minimum)
• Original retained by client (NOT consultant) per MARA Code of Conduct
• Backup colour copy in secure cloud (Dropbox / Google Drive / OneDrive — encrypted)
• Retention period: 7 years post case closure (MARA professional responsibility + Privacy Act 1988)
§10 — CONSULTANT REVIEW PROMPT
After populating the tracker, review for:
□ Any document marked NEAR EXPIRY → trigger recollect immediately
□ Any document marked EXPIRED → halt lodgement, recollect first
□ Skills assessment within 90 days of expiry → re-issue before lodgement OR escalate lodgement
□ Dependant document parity → spouse + child + parent all complete
□ Statutory declaration witnesses signed within last 12 months
□ Bank statements re-issued within last 90 days
□ All apostilles verified at eapostille.mea.gov.in
□ Form 956 lodged so agent has ImmiAccount access pre-submission
End with: "DRAFT — for MARA-registered migration agent review. Verify against current Home Affairs guidance before submission. Document validity windows can change with Home Affairs policy updates — confirm against current Procedural Instructions for the subclass."Unlock the vault to see the full prompt