Lodging a residence application

At a glance

Residence applications must be lodged at the INZ office, Visa Application Centre, or MFAT post responsible for the country or geographical area where the principal applicant currently lives [R2.10][RV1.10.1]. If an application is lodged elsewhere, the office may refer it to the correct one rather than refusing it immediately [R2.10]. After lodgement, INZ determines the office that will process the application, which may be different from the lodging office [R2.15]. An application is lodged on the date that INZ or an authorised office receives it [R2.20]. All applications and supporting documents must be stamped with the date of lodgement upon receipt by INZ or an authorised office [R2.30]. An application is "made" on the lodgement date only if it is lodged in the prescribed manner on that date; if further documents are requested, the application is made on the date the last outstanding document is received [R2.25].

How it works

INZ publishes the current list of Receiving Offices on its website, indicating which office, Visa Application Centre, or MFAT post serves each geographic region [R2.10]. The applicant must determine the appropriate office based on where they are living at the time of lodgement [R2.10]. This requirement applies to residence applications and ensures that processing occurs at the office with local knowledge.

The receiving office handles the initial receipt and completeness check; if the application is complete, it may proceed to assessment or be forwarded to a processing office. The rule does not prescribe the entire processing chain—only the point of lodgement [R2.10].

Processing office determination: For residence class visas, INZ decides which branch or MFAT office will process the application. This means the processing may be done at an office different from where the application was lodged [R2.15]. The rule allows INZ to manage workloads and assign cases to specialist processing teams. There is no right for an applicant to have their application processed at a particular office [R2.15].

Lodgement date: An application is lodged on the date that INZ, or an office authorised to receive visa applications on INZ's behalf (including Visa Application Centres), receives it [R2.20]. The lodgement date is the date of physical receipt—not the date the application is posted, couriered, or processed. In AMS (the Application Management System), this date is recorded as the date 'tendered' [R2.20]. The lodgement date is significant because it establishes when the application enters the system and can affect the timing of further steps, such as the date from which processing timeframes are measured.

Stamping of applications: All applications and any evidence or information submitted in support (whether lodged at the same time or later) must be stamped by INZ or an authorised office, such as a Visa Application Centre, with the date of receipt [R2.30]. This administrative step formalises the lodgement date and creates an official record of when each document entered the system. For electronic lodgements, the equivalent is the system-generated date stamp upon successful transmission.

Date an application is made: An application is "made" on the lodgement date only if, on that date, it is lodged in the prescribed manner [R2.25][RV1.10.5]. The prescribed manner is the manner laid down for residence class visa applications in the Immigration (Visa, Entry Permission, and Related Matters) Regulations 2010, which set out the mandatory requirements for lodging an application [R2.35][RV1.10.5]. Immigration officers at an INZ office determine whether applications are lodged in the prescribed manner by assessing whether all mandatory requirements for lodgement (see R2.40) have been met [R2.25]. If an immigration officer determines that an application is not lodged in the prescribed manner and requests further documents (see R2.50), the application is made on the date that INZ receives the last of any outstanding documents necessary to meet the prescribed manner for lodgement [R2.25]. In AMS, the date the application is made is referred to as the date 'accepted' [R2.25].

Steps

1. Check the INZ website for the current Receiving Office list and identify the office responsible for the country where the principal applicant lives [R2.10].
2. Prepare the application according to the relevant residence instructions, ensuring all forms and evidence are complete [R2.10].
3. Lodge the application at the designated office—an INZ office, Visa Application Centre, or MFAT post—via the method specified by that office (e.g. online, courier, or in person) [R2.10]. Applications under the Residence chapter may also be lodged using an approved electronic form [RV1.10.1].
4. If you lodge elsewhere: the application may be referred to the appropriate office. This is a discretionary decision; the receiving office is not required to return or reject it, but delays are likely [R2.10].

Mandatory requirements for lodgement

An application for a residence class visa must meet specific mandatory requirements at the time it is lodged, unless an exception applies [R2.40]. Specific requirements for variation of travel conditions, a permanent resident visa, or a second or subsequent resident visa are also set out in RV1.10.10 (see below). [RV1.10]

Paper applications (outside an immigration control area)

Unless the application is eligible for the online process or another exception, a residence class visa application made outside an immigration control area must [R2.40]:

• be made on an approved form;
• be completed in English;
• be signed by the applicant (or by a parent/guardian if the applicant is under 18);
• include all dependants of the principal applicant who hold or have applied for a temporary entry class visa based on their relationship to the principal applicant;
• be given to an immigration officer together with:
  • the applicant's passport (or certified copy), certificate of identity (or certified copy), or if unavailable, the original full birth certificate (or certified copy) or other identity document;
  • two passport-sized photographs of the applicant's head and shoulders;
  • an original or certified copy of the applicant's full birth certificate (or an identity card if the birth certificate is unobtainable);
  • the appropriate fee and immigration levy (if any);
  • any information and evidence required by the relevant immigration instructions that shows the principal applicant fits the residence category under which the application is made;
  • a completed Medical Certificate that is less than three months old (unless an exemption applies under health instructions);
  • a completed Chest X-ray Certificate that is less than three months old (except for pregnant women and children under 11, unless exempted under health instructions);
  • a police certificate (less than six months old) for each country of citizenship and for each country where the applicant has lived for 12 months or more in the past 10 years (except for applicants under 17, and except where the authorities of that country will not generally provide such certificates);
  • any other information, evidence, and submissions the principal applicant considers show they are eligible for the visa.

Medical and Chest X-ray Certificates may be submitted directly to Immigration New Zealand by the examining physician [R2.40].

Online applications

An application for a residence class visa may be made online if INZ has provided electronic forms for that purpose [R2.40]. The online process requires the applicant to [R2.40]:

• complete the electronic form in English;
• provide full name, date and place of birth, and passport or certificate of identity details;
• upload a photograph complying with INZ's specifications;
• produce the information and evidence required by immigration instructions to demonstrate eligibility;
• acknowledge that the information supplied is true and correct to the best of their knowledge;
• agree to notify INZ of any change in circumstances before a visa is granted or the application is determined;
• pay the prescribed fee and immigration levy (or arrange payment acceptable to the processing officer).

Applications at an immigration control area or port

Only certain persons may apply for a resident visa at an immigration control area [R2.40]:

• Australian citizens;
• holders of Australian permanent residence visas (including resident return visas);
• persons who previously held a resident visa.

Such an application must [R2.40]:

• be made on the approved form;
• relate to only one person;
• be completed in English;
• be signed (or by a parent/guardian if under 18, or if unaccompanied under 18, signature is not required);
• be given to an immigration officer with the applicant's passport or certificate of identity.

Eligible Australian citizens and Australian permanent residents may use the automated electronic system to present their passport [R2.40].

Definition of 'current' for supporting documents

A document provided in support of an application or Expression of Interest is considered 'current' if it is not expired at any relevant stage—at lodgement, during assessment, and at the date of final decision [R2.40].

Waiver of mandatory requirements

Immigration officers may waive mandatory requirements only where they hold delegated authority to make a special direction [R2.40].

Requests to lodge otherwise than on an approved form

The Immigration Regulations permit applications to be made otherwise than on the approved form in limited circumstances, typically straightforward cases with minor verification needs [R2.40]. However, because residence class visa applications are complex and require a high level of verification, requests to lodge otherwise than on the approved form will normally be refused [R2.40].

Evidence of identity

Mandatory identity requirements require applications to include a full birth certificate for every applicant, which usually states [R2.40]:

• the applicant's name;
• date and place of birth;
• the names and occupations of the parents.

If a full birth certificate is unobtainable, an identity card may be submitted. A full birth certificate is considered obtainable even if there is possible delay or expense in obtaining it [R2.40].

Specific requirements for variation of travel conditions, permanent resident visa, or second/subsequent resident visa (RV1.10.10)

For an application for a variation of travel conditions, a permanent residence visa, or a second or subsequent resident visa made outside an immigration control area, the mandatory requirements are set out in RV1.10.10 [RV1.10.10]. These requirements largely mirror those for residence class visas under R2.40 and include:

• the application must be made on an approved form and completed in English [RV1.10.10];
• if applying online, the applicant must provide the required information and evidence, pay the appropriate fee, and make a declaration that the details are true and correct to the best of their knowledge, and agree to notify INZ of any change in circumstances before the application is determined [RV1.10.10];
• if applying on paper, the application must be signed (or signed by a parent or guardian if the applicant is under 18) and given to an immigration officer together with:
  • evidence of the applicant's current or previous resident visa or visas [RV1.10.10];
  • the applicant's passport (or a certified copy) or certificate of identity (or a certified copy), or if unavailable, the original full birth certificate (or certified copy) or other identity document [RV1.10.10];
  • two passport sized photographs of the applicant's head and shoulders [RV1.10.10];
  • the information and evidence required by the relevant immigration instructions to demonstrate the applicant fits the category [RV1.10.10];
  • any other information, evidence, or submissions the applicant considers shows eligibility [RV1.10.10];
  • the appropriate fee (if any) [RV1.10.10].

An immigration officer may, before determining the application, require further photographs, documents, or an interview to help decide whether the applicant meets the visa or variation requirements [RV1.10.10].

Applications not lodged in the prescribed manner

An application must be returned if it is submitted by an unlicensed immigration adviser unless the adviser is exempt from licensing [R2.50].

Except for the mandatory return above, INZ may, in its discretion, hold an application that is not lodged in the prescribed manner for a specified period until outstanding requirements are met. However, such an application is not considered to have been made. [R2.50][RV1.10.5] INZ is under no obligation to hold an incomplete application. [R2.50]

Minor incomplete applications: When an application is lodged in an incomplete but minor and easily corrected manner, immigration officers will [R2.50]:

• hold the papers; [R2.50]
• notify the principal applicant or agent that the application has not been lodged in the prescribed manner but is being held for a limited time to enable the principal applicant or agent to meet the outstanding mandatory requirements; [R2.50]
• notify the principal applicant or agent of the documents required for the application to meet the mandatory lodgement requirements (see R2.40). [R2.50]

Principal applicants are given a specified time to complete the outstanding requirements. If they do not do so, the application may be returned. [R2.50]

Applications that are not minor: When an application is not lodged in the prescribed manner and the minor-incomplete procedure does not apply, the application must be returned to the principal applicant or agent. [R2.50]

Interpretation & edge cases

• "May be referred" gives INZ discretion. A wrongly lodged application is not automatically invalid or returned; the office can refer it. This means an application is still considered lodged, but processing may be delayed. There is no guarantee that referral will occur, and INZ could arguably refuse to accept it (though the provision implies a referral practice) [R2.10].
• Principal applicant's living location: The rule uses "currently lives", which suggests habitual residence, not temporary travel. If the principal applicant is visiting another country temporarily, the office responsible for the country where they normally reside may still be appropriate. However, strict application of the rule could require the office of the country where the person is physically present. The manual does not define a minimum period, so practitioners should take a conservative approach: lodge where the applicant is living at the time, even if temporarily [R2.10].
• Visa Application Centres (VACs) and MFAT posts: Some countries do not have an INZ office; VACs or diplomatic posts act as receiving agents. The list on the INZ website identifies these, and the same rule applies—the responsible VAC/post for the applicant's country of residence is the correct destination [R2.10].
• Effective date: This instruction has been in force since 2 December 2013. There have been no subsequent amendments that alter this general lodging rule [R2.10].
• Processing office: The instruction that processing may occur at an office other than the lodgement office gives INZ flexibility. Applicants cannot choose the processing office, and the fact that processing is done elsewhere does not affect the validity of the lodgement. The rule has been effective since 29 November 2010 [R2.15].
• Lodgement date and receipt: The application is lodged on the date INZ or an authorised office receives it [R2.20]. For physical applications, this is the date the application arrives at the office—not the date of posting. For electronic lodgements, the date of receipt is the date the submission is transmitted successfully and received by INZ's systems. Practitioners should retain proof of delivery (courier tracking, electronic receipt confirmation) to establish the lodgement date if a dispute arises. The distinction between the receipt date and the date tendered in AMS should be noted: the date tendered reflects the administrative recording date, but the instruction makes clear that the lodgement date is the receipt date [R2.20].
• Lodged vs made distinction: The date an application is "lodged" (R2.20) and the date it is "made" (R2.25) can differ. If an application is complete on receipt and meets all mandatory lodgement requirements, the two dates are identical. If INZ determines the application was not lodged in the prescribed manner and requests further documents, the "made" date shifts to when those documents arrive, while the "lodged" date remains the original receipt date [R2.25]. This distinction can affect age assessments for dependent children, partnership duration calculations, and other time-sensitive criteria assessed at the date the application is made.
• Prescribed manner: The determination of whether an application is lodged in the prescribed manner is made by immigration officers at an INZ office, not by the receiving office alone. The mandatory requirements referenced in R2.40 must all be satisfied before the application is considered made [R2.25]. The prescribed manner is defined by the Immigration (Visa, Entry Permission, and Related Matters) Regulations 2010, not by the Operational Manual itself, and applies to all residence class visa applications [R2.35]. The specific mandatory requirements are listed in the Mandatory requirements for lodgement section above, and include documentary, identity, medical, and police certificate requirements [R2.40]. Applications must be lodged in the prescribed manner, and those that are not will not be considered to be made [RV1.10.5].
• Stamping as evidence of lodgement date: The stamping requirement provides an official record of the lodgement date [R2.30]. If a dispute arises over when an application was lodged, the stamped date on the application form and documents is the definitive evidence. This is especially relevant for time-sensitive criteria (such as the age-out of a dependent child or expiry of a temporary visa), where the exact lodgement date determines eligibility.
• Unlicensed adviser return: The obligation to return an application submitted by an unlicensed adviser is mandatory and not subject to discretion. Practitioners should verify the adviser's licensing status before submission to avoid an automatic return. [R2.50]
• "Held" but not "made": When INZ exercises its discretion to hold an incomplete application, the application is not treated as having been made. No processing occurs, and time-sensitive criteria are not frozen. The lodgement date remains the original receipt date, but the "date made" will only be established if and when all outstanding requirements are met. [R2.50][RV1.10.5]
• Minor incomplete — discretion: The determination of what is "minor and easily corrected" rests with the immigration officer. There is no exhaustive list, but common examples include missing passport photos, an unsigned form, or a missing certified copy that can be quickly supplied. [R2.50]
• No obligation to hold: INZ may return an incomplete application immediately, even if the deficiency is minor. The manual explicitly states there is no obligation to hold. This is a risk for applicants who lodge close to critical deadlines. [R2.50]

Citations

• R2.10 — Where to lodge an application
• R2.15 — Processing of applications
• R2.20 — Date an application is lodged
• R2.25 — Date an application is made
• R2.30 — Receipt of applications
• R2.35 — How an application must be lodged
• R2.40 — Mandatory requirements for lodging an application for a residence class visa
• R2.50 — Applications not lodged in the prescribed manner
• RV1.10 — Lodging an application
• RV1.10.1 — Where to lodge an application
• RV1.10.5 — Applications not lodged in the prescribed manner
• RV1.10.10 — Mandatory requirements for lodging an application for a further residence class visa