Supporting documents

At a glance

Section A13 of the Immigration Operational Manual sets out the general requirements for documents submitted to support visa applications [A13]. For temporary entry class visa applications, E4.65 provides specific instructions on how supporting documents must be submitted [E4.65]. These requirements apply alongside A13 and complement the specific document checklists for each visa type. [A13][E4.65]

For residence class visa applications, R2.55 sets out the rules for how documents must be submitted, including requirements for originals, certified copies, and translations [R2.55].

Definition

A13 is a cross‑cutting instruction that governs the form, format, and verification of supporting documents. It covers matters such as when originals are required, the use of certified copies, and translation requirements [A13]. E4.65 reinforces and expands on these rules specifically for temporary entry class visas, with additional detail on identity documents, legible copies, and translations [E4.65]. R2.55 provides the parallel set of requirements for residence class visa applications [R2.55]. Together, the instructions ensure consistency in how Immigration New Zealand assesses the authenticity and adequacy of documentary evidence. [A13][E4.65][R2.55]

Application in decisions

Immigration officers must verify that all supporting documents meet the standards in A13 [A13]. For temporary entry class visa applications, officers should verify supporting documents in a manner consistent with the identified risk and verification level, and their general obligation to verify documents under E7.5 [E7.5][E4.65]. For residence class visa applications, documents must be submitted in accordance with R2.55, which specifies when originals or certified copies are required and how translations must be provided [R2.55]. Failure to comply with A13, E4.65, or R2.55 may lead to a request for further documents or, in some cases, decline of the application. [A13][E4.65][R2.55]

Verification obligations (E7.5)

E7.5 places a broad verification duty on officers that applies across all visa types [E7.5]. Key aspects include:

• Applicant responsibility: The applicant must ensure the information, evidence, and submissions provided demonstrate they meet the applicable immigration instructions to the officer's satisfaction [E7.5].
• Officer obligation: Immigration officers must take necessary or appropriate steps to verify any documentation or information relevant to any decision, whether or not a particular instruction explicitly requires it [E7.5].
• Genuineness of documents: When assessing an application, the officer must be satisfied that any documentation or information provided is genuine [E7.5].
• Consequence of non‑genuine documents: If an officer cannot establish that documentation or information is genuine, the application may be declined because the officer is not satisfied that sufficient evidence has been provided [E7.5].
• False or misleading information: If an officer is satisfied information or documentation is false or misleading, the application must be assessed in accordance with the instructions at A24 (considering false, misleading, or withheld information under section 58 of the Immigration Act 2009) [E7.5].
• Verification of identity: Where there is reason to doubt the claimed identity of an applicant or the authenticity of identity documents, officers must seek further information to verify identity and document authenticity [E7.5].

These obligations run in parallel with the more procedural requirements of A24 when false/misleading information is discovered.

Verification obligations for residence (R5.10)

R5.10 sets out the verification obligations that apply specifically to residence class visa applications, complementing the general verification duty of immigration officers [R5.10]. It should be read in conjunction with R5.11.

• Applicant responsibility: It is the responsibility of an applicant for a visa to ensure that the information, evidence, and submissions provided demonstrates the applicant meets applicable immigration instructions to the satisfaction of an immigration officer (see R5.30 Approving an application) [R5.10].
• Officer obligation: Immigration officers have a general obligation to take such steps as are necessary or appropriate to verify any documentation or information relevant to any decision under immigration instructions, whether or not a particular provision enables or obliges them to do so [R5.10].
• Genuineness of documents: When assessing an application, immigration officers must be satisfied that any documentation or information provided with that application is genuine [R5.10].
• Consequence of non‑genuine documents: If an immigration officer cannot establish documentation or information submitted in applying for a visa is genuine, that application may be declined if an immigration officer is not satisfied that sufficient evidence has been provided to demonstrate that the relevant immigration instructions have been met [R5.10].

R5.11 Consequence of false or misleading information

If, during verification of a residence class visa application, an immigration officer is satisfied that any information or documentation submitted is false or misleading, the application must be assessed (with respect to the false or misleading information) in accordance with A24.15 [R5.11]. Instruction R5.11 should be read together with the verification obligations at R5.10, and it cross-references the residence-specific section 58 procedure in A24.15 (see False, misleading or withheld information under Section 58).

Interpretation & edge cases

Specific immigration instructions for particular visa categories may impose additional documentary requirements (for example, for police certificates, medical certificates, or relationship evidence). Where those instructions differ, the specific requirement prevails, but the general principles of A13 and, for temporary entry visas, E4.65 continue to apply. For residence class visas, R2.55 operates alongside A13 to govern document submission, and where the two conflict the more specific residence instruction in R2.55 will prevail. [A13][E4.65][R2.55]

Evidential requirements for residence (R5.5)

Immigration officers must be satisfied that the information an applicant submits complies with the evidential requirements set out in residence instructions [R5.5]. Even if an applicant meets the specific evidential requirements, an immigration officer may still decide that additional evidence is necessary [R5.5]. Immigration officers should use their discretion to decide what is sufficient evidence for rules and criteria that have no specific evidential requirements [R5.5].

DNA testing evidence (E4.80)

DNA testing is the most reliable form of evidence for determining whether a claimed biological relationship exists. In cases where documentary or other evidence is unavailable or unreliable, it may be the only avenue to satisfy an immigration officer. [E4.80]

Immigration officers may raise the possibility of DNA testing with an applicant where documentation does not exist or is unreliable. [E4.80] DNA testing is entirely voluntary for both applicants and sponsors. If an applicant or sponsor, having been advised of the possibility, decides not to undertake testing, no adverse inference may be drawn from that decision, and the decision itself cannot be a reason to decline the application. [E4.80]

Results of a DNA test must always be considered alongside all other information and evidence relevant to the claimed relationship. [E4.80] An immigration officer may accept DNA test results as part of an application at any time. [E4.80]

Only tests carried out by an INZ‑approved laboratory in accordance with standard procedures will be accepted as evidence of a claimed relationship under these instructions. [E4.80] The usual expectation is that the applicant or sponsor will bear the cost of DNA testing used to support claims in their residence application. However, INZ may, on a case‑by‑case basis, consider meeting the cost. [E4.80] Where the applicant or sponsor has accepted an INZ invitation to undertake DNA testing to prove a relationship between an applicant and a sponsor who obtained residence under the Refugee Quota, the costs of that test will be met by INZ. [E4.80]

All DNA testing carried out under E4.80 must comply with the Information Privacy Principles of the Privacy Act 2020. [E4.80]

Form in which documents must be submitted (A13.1 and E4.65)

General rule

Unless an exception applies, any passport, certificate of identity, birth certificate or other identity document must be submitted as either the original or a certified copy [A13.1][E4.65]. All other supporting documents must be originals or certified copies [A13.1]. For temporary entry class visa applications, other documents may consist of legible copies unless original documents are specifically requested on the relevant INZ form or guide, or by an immigration officer [E4.65] (see A13.1 for the general authority).

Exceptions

Documents do not need to be originals or certified copies if provided in support of an application made:

• on an electronic form [A13.1][E4.65];
• by a diplomatic or consular official for a temporary entry class visa [A13.1][E4.65]; or
• for reconsideration of a decision to decline a further temporary entry class visa [A13.1][E4.65].

Additionally, uncertified copies may be accepted when:

• they are specifically requested on the relevant INZ form or guide [A13.1];
• the application is made on an electronic form, in which case a legible scan of the original must be provided in the manner specified by the online form or by an immigration officer [A13.1]; or
• the application is for a temporary entry class visa, in which case a legible copy may be provided [A13.1][E4.65].

However, original documents must still be provided if specifically requested on the INZ form or guide, or by an immigration officer [A13.1][E4.65].

Residence class visa documents (R2.55)

For residence class visa applications, unless the application is made online, all supporting documents must be originals or certified copies [R2.55]. Certified copies must be stamped or endorsed as being true copies of the originals by a person authorised by law to take statutory declarations in the applicant's country or in New Zealand (for example, a lawyer, notary public, Justice of the Peace, or court official) [R2.55].

If the application is made online, uncertified electronic copies of documents may be provided [R2.55]. For any application — including an online application — an immigration officer may request to see the original document where it has not been supplied [R2.55].

Originals (A13.1.1)

Original documents must:

• be copied or processed immediately [A13.1];
• be returned directly to the owner or the owner's authorised agent (e.g. solicitor) as soon as possible [A13.1]; and
• not be released to any other person unless the owner has made a written statement authorising release to a specified person [A13.1].

Certified copies (A13.1.5)

Certified copies must be stamped or endorsed as true copies of the originals by a person authorised by law to take statutory declarations in the applicant's country or in New Zealand; examples include a lawyer, notary public, Justice of the Peace, or court official [A13.1].

Immigration officers may still request the original documents even if certified copies have been supplied [A13.1]. An officer may certify copies themselves if they are satisfied the copy agrees with the original in essential details [A13.1]. When doing so, the officer must mark the copy with:

• the words "original sighted" [A13.1]; and
• the date [A13.1].

Faxed copies of certified documents should be accepted only if the originals, or certified copies, are then submitted at the earliest opportunity [A13.1]. Documents showing evidence of tampering or unofficial alteration must be referred to an immigration officer with Schedule 1-3 delegations, who will decide further action [A13.1].

Uncertified copies (A13.1.10 and E4.65(4)-(5))

Where uncertified copies have been provided, an immigration officer may request to see the original documents before deciding the application [A13.1][E4.65]. Uncertified copies must be legible and an accurate reflection of the original [A13.1][E4.65].

Translations (A13.5 and E4.65.1, E4.65.2)

When translations are required

All documents that are not in English and are submitted in support of a residence class visa must be accompanied by a certified translation [A13.5]. For a temporary entry class visa, including visitor visas, certified translations are mandatory for all police certificates and medical certificates that are not in English [A13.5][E4.65]. For any other non‑English documents provided with a temporary application, an immigration officer may request a certified translation; if requested, the applicant must supply it [A13.5][E4.65].

Immigration officers may themselves translate documents supplied with a temporary application (other than police and medical certificates) if they have the appropriate language skills [A13.5].

Translation requirements for residence class visas under R2.55.1

R2.55.1 independently requires that any documents submitted in support of a residence class visa application that are not in English must be accompanied by an English translation [R2.55.1]. INZ may, at its discretion, require full English translations of documents [R2.55.1]. The translation requirements under R2.55.1 are substantially the same as those under A13.5, requiring that translations:

• not be prepared by the applicant, any member of their family, or an immigration adviser assisting with the application [R2.55.1];
• be accompanied by the original documents or certified copies [R2.55.1];
• be certified as a correct translation made by a person familiar with both languages and competent in translation work [R2.55.1];
• bear the stamp or signature of the translator or translation business [R2.55.1]; and
• if applicable, be on the official letterhead of the translation business [R2.55.1].

Officers may request a translation of the complete document where only selected parts have been translated, or request a translation by a different (specified) translation service if they are not satisfied with the initial translation [R2.55.1]. If a different translation service is requested, the reasons behind the request must be clearly documented and conveyed to the applicant [R2.55.1].

Certified translation requirements

A certified translation must meet all of the following conditions [A13.5][E4.65]:

• not be prepared by the applicant, any family member, or an immigration adviser assisting with the application;
• be accompanied by the original documents or certified copies, unless legible copies are acceptable under A13.1;
• be paid for by the applicant;
• be certified as a correct translation made by a person familiar with both languages and competent in translation work;
• bear the stamp or signature of the translator or translation business; and
• if applicable, be on the official letterhead of the translation business.

Who can prepare a certified translation

A certified translation may be prepared by any of the following [A13.5]:

• the Translation Service of the Department of Internal Affairs;
• reputable people in the community known to translate documents accurately (excluding those listed in the prohibition above);
• embassies or high commissions (provided the translation is endorsed with the appropriate seal);
• any other private or official translation business.

Officer's additional powers

An immigration officer may request a translation of the complete document if only selected parts have been translated, or may require a translation by a different specified translation service or translator if they are not satisfied with the initial translation [A13.5][E4.65]. When a different translation service is requested, the reason must be clearly documented and conveyed to the applicant [A13.5][E4.65].

If uncertified copies of original documents have been provided alongside translations, the officer may request to see the original documents before making a decision [A13.5].

Exception: Afghan Emergency Resettlement Category

Despite the general rule for residence class visas, certified translations are not required for a permanent resident visa under the Afghan Emergency Resettlement Category unless specifically requested by the immigration officer [A13.5] (see also S4.35).

Visitor visa specific rules

Applicants for any category of visitor visa must provide translations of all non‑English documents submitted in support of the application, not only police and medical certificates [A13.5][E4.65].

Translations for visitor visa documents (other than police and medical certificates) must:

• not be prepared by the applicant, any family member, or an immigration adviser assisting with the application [A13.5][E4.65];
• be accompanied by the original documents or certified copies, unless legible copies are acceptable under A13.1 [A13.5][E4.65];
• be in English [A13.5][E4.65]; and
• include, in English, the translator's full name, address, telephone number, and qualifications and experience that demonstrate proficiency in both English and the translated language [A13.5][E4.65].

If the applicant fails to provide any required translation, or a translation does not contain all the required information, an immigration officer may decline the application [A13.5][E4.65]. However, if the officer is satisfied that the failure is minor and there is sufficient evidence that the applicant meets the relevant instructions, the officer may decide the application based solely on the English‑language documents provided [A13.5][E4.65].

Citations

• A13 — Documents submitted to support applications
• A13.1 — The form in which documents must be submitted
• A13.5 — Translations
• E4.65 — How supporting documents must be submitted
• E4.80 — DNA testing for verifying claimed relationships
• E7.5 — Verification
• R2.55 — How to submit documents
• R2.55.1 — Translations
• R5.5 — Evidential requirements
• R5.10 — Verification
• R5.11 — Verification and false information