🇦🇺🇨🇦 Australia & Canada

Immigration Document Checklist: What You Need for a Skilled Visa (2026)

Q: How should employment reference letters be written for a visa application?

Employment reference letters for Australian skilled visas must be on company letterhead, signed by a supervisor or HR manager, and explicitly address: your full name, job title, employment dates (start date and end date or 'current'), whether employment was full-time or part-time and average weekly hours, your key duties and responsibilities (in detail, addressing the relevant ANZSCO occupation), and your salary or remuneration. For Canadian Express Entry applications, the letter must include your position title, main duties (matching the NOC TEER description), employment dates, hours per week, and annual salary — and must be signed by a supervisor with their contact details. Generic letters stating only 'this person was a good employee' are consistently assessed as insufficient.

Q: What if a document is not in English?

Any document not in English (or French, for Canadian applications) must be accompanied by a certified English translation. The translation must be provided by a NAATI-accredited translator (for Australian applications) or a certified translator accepted by IRCC (for Canadian applications). A bilingual friend or family member cannot provide the translation — it must be by a certified professional. The original foreign-language document must be submitted alongside the translation; the translation alone is not sufficient.

Q: How long are immigration documents valid for?

Validity periods vary by document type. Police clearance certificates are generally valid for 12 months from issue date and must be current at the time of application lodgement and at visa grant (for AU) or at the time of application submission (for CA). Medical examinations for Australian skilled visas are valid for 12 months from the date of examination. English language test results are valid for 3 years (AU) or 2 years (CA). Skills assessment certificates (AU) are valid for 3 years. WES ECA results (CA) do not expire but IRCC requires they be issued by a designated organisation at the relevant time.

Q: What happens if I cannot get a police certificate from one of the required countries?

If you are unable to obtain a police clearance certificate from a country where you have lived, you must include a statutory declaration or sworn statement explaining the reason (for example, the country does not issue police certificates to non-residents, or the country has no accessible clearance system). You should also include any available evidence of your attempts to obtain the certificate. Both DHA and IRCC have processes for dealing with countries where police certificates are unavailable or inaccessible — your registered agent or RCIC can advise on the appropriate statutory declaration format.

✓ MARA + CICC · Last reviewed: March 2026 · 6 min read · MARN 2518872 · RCIC R705748

Document errors and omissions are the leading cause of avoidable delays in skilled visa applications in both Australia and Canada. This checklist covers the documents required across both systems — with notes on the most common gaps that experienced practitioners see.

Key Facts

Documents required

15–25 items

Typical skilled visa application

Most common omission

Reference letters

Both AU and CA applications

Police cert validity

12 months

Must be current at lodgement

Medical validity

12 months

From date of examination

Source: DHA + IRCC, March 2026

In This Guide ▾

Identity and travel documents
Qualifications and transcripts
Skills assessment / credential evaluation
English language results
Employment evidence
Health documents
Character documents
Financial documents (CA)
Partner and family documents
Certified copies and translation

This checklist covers the documents typically required for Australian skilled visa applications (Subclasses 189, 190, 491) and Canadian Express Entry applications. Requirements vary by visa subclass, family composition, and individual circumstances. Always confirm the specific requirements for your application with your registered agent or RCIC before lodging.

Section 1 — Identity and Travel Documents

Required Documents

Current passport — all biographical pages (photo, personal details, issue/expiry dates)
All previous passports — particularly those covering periods of employment or residence claimed in the application
National identity card (if applicable to your country)
Change of name certificate or deed poll (if your name differs across any documents)
Birth certificate

Note: Passport copies must typically be certified. For Australian applications, all pages with stamps and visas are required — not just the photo page. Inconsistencies in name spelling across documents must be explained with supporting evidence.

Section 2 — Qualifications

Required Documents

Official academic transcripts — all semesters/years (original or certified copy)
Degree certificate or graduation letter
Diploma or trade certificate (if applicable)
Professional development records and post-graduate certificates (if relevant to skills assessment)
Certified English translation of all documents not in English

Note: Transcripts must typically be certified copies issued directly by the institution or notarised. For Australian skills assessment, the assessing authority usually requires transcripts to be sent directly from the institution or in a sealed, institution-stamped envelope. For WES (Canada), documents must be sent directly from the issuing institution in sealed envelopes.

Section 3 — Skills Assessment (AU) / Credential Evaluation (CA)

Required Documents

[AU] Positive skills assessment certificate from the designated assessing authority
[AU] Skills assessment must be current (within 3 years) at EOI lodgement and visa grant
[CA] WES Educational Credential Assessment (ECA) report — or from another IRCC-designated organisation
[CA] WES reference number for IRCC Express Entry profile

Section 4 — English Language

Required Documents

IELTS, PTE Academic, TOEFL iBT, or Cambridge C1/C2 test results (AU)
IELTS General, CELPIP General, TEF Canada, or TCF Canada test results (CA)
Test reference number (for online verification by DHA or IRCC)

Note: Results must be within the validity period at the time of application submission — 3 years for AU, 2 years for CA. If results are approaching expiry during processing, plan to retest. For AU, results must also be valid at visa grant date.

Section 5 — Employment Evidence

Employment evidence is the most frequently deficient document category. The requirements below apply to all claimed employment periods for both Australian skills assessment and immigration application purposes.

For Each Employment Period

Employment reference letter on company letterhead (see requirements below)
Payslips or salary statements covering the employment period (3–6 months minimum is standard; full period is ideal)
Employment contract or offer letter (if available)
Tax returns or employer-issued tax statements corroborating employment dates
Professional registration or licence relevant to the role (if applicable)

Employment Reference Letter Requirements — Australia

For Australian skills assessment and visa applications, reference letters must contain:

Your full legal name
Job title (as used at the employer)
Employment start date and end date (or "current" with a statement date)
Whether employment was full-time or part-time; average weekly hours if part-time
Detailed duties and responsibilities — specifically addressing the tasks and skill level of the claimed ANZSCO occupation
Your salary or hourly rate (or a statement that salary information is confidential, per some employer policies)
Signed by a supervisor, manager, or HR officer with their name, position title, and direct contact details
Printed on company letterhead

Employment Reference Letter Requirements — Canada

For Canadian Express Entry applications, reference letters must contain:

Company contact information (name, address, telephone, email)
Your name and position title
Employment start date and end date
Whether employment was full-time or part-time; hours per week
Annual salary and benefits
Key duties and responsibilities — these must align with the NOC TEER description for your claimed NOC code. Case officers verify against the published NOC duties list.
Signed by the immediate supervisor or HR, with name and position title

Section 6 — Health

Required Documents

[AU] Completed medical examination conducted by an IHME (International Health and Medical Examination) registered panel physician; lodged electronically via eHealth
[AU] Chest X-ray, if required (typically for applicants from high TB-prevalence countries or over certain ages)
[CA] Upfront medical examination (IME) by a designated immigration medical examiner (IME) physician listed on the IRCC website
[CA] eIMM results uploaded to IRCC; IME report not submitted separately by applicant

Note: Medical examinations must be conducted by panel/designated physicians only — a certificate from your personal doctor is not accepted. Medical examination validity is 12 months from the date of examination. Do not schedule too early; the examination must still be valid at visa grant (AU) or when IRCC processes your application (CA).

Section 7 — Character

Required Documents

Police clearance certificates for every country where you have lived for 12 consecutive months or more since age 16 (AU) or since age 18 (CA)
Police clearance from your country of citizenship (always required, regardless of length of residence)
If you cannot obtain a certificate from a required country — statutory declaration explaining the reason and evidence of attempts
[AU] ASIO clearance (automatically requested by DHA for some nationalities; no applicant action required)

Note: Police certificates are valid for 12 months. For lengthy processing timelines, you may need to obtain fresh certificates. Some countries (e.g., USA FBI background check) can take 8–12 weeks — begin these early. If you have lived in multiple countries, consolidate this requirement into your preparation timeline.

Section 8 — Financial Documents (CA Express Entry)

Required Documents (Canada only)

Proof of settlement funds — official bank letter or statements showing the minimum required balance
Minimum settlement funds as of 2026: single applicant CAD $13,757; spouse/partner add CAD $4,307; per child add CAD $2,160 (confirm current amounts at ircc.gc.ca)
Funds must be unencumbered (not pledged as security) and accessible
Bank statements covering the last 3–6 months recommended

Note: Proof of funds is NOT required if you are currently authorised to work in Canada or if you have a valid job offer from a Canadian employer (for certain streams). Confirm exemption status before preparing funds documentation.

Section 9 — Partner and Family Documents

Required Documents

Spouse/partner birth certificate
Marriage certificate (if married)
Divorce decree or dissolution certificate (for either applicant, if previously married)
De facto/common-law relationship evidence (if applicable — 12+ months cohabitation evidence typically required)
Birth certificates for all dependent children to be included in the application
Adoption papers (if applicable)
Documents for dependent children: passport, medical examination, police certificate (if 16+ for AU, 18+ for CA)

Section 10 — Certified Copies and Translation

Both Australia and Canada impose specific requirements on the form of documents submitted:

Australia — Certified Copies

Certified copies must be endorsed by an authorised person who states that the copy is a "true and correct copy of the original." Authorised persons include: Justices of the Peace, medical practitioners, police officers, pharmacists, teachers, bank managers, and solicitors. The authorised person must print their name, occupation/title, and contact details on the certified copy, and include the date of certification.

Canada — Document Format

For IRCC online applications, scanned copies of original documents are typically accepted. Documents should be clear, complete, and readable. IRCC may request original documents or certified copies at any stage of processing. Documents not in English or French must be accompanied by a certified English or French translation — provided by a certified translator, not a family member or friend.

Translation Standards

Australia: Translations must be conducted by a NAATI (National Accreditation Authority for Translators and Interpreters) accredited translator. The translation must include the translator's NAATI credentials and contact details.
Canada: Translations must be provided by a certified translator. IRCC does not specify a single accrediting body but the translator must certify their credentials and that the translation is accurate.

Practitioner Note

Employment reference letters are the most frequently deficient document type in both Australian and Canadian skilled visa applications. AU case officers specifically verify that reference letters address the ANZSCO duties for the claimed occupation; CA case officers verify against the NOC TEER duties listed in the NOC matrix. A letter that describes responsibilities at a general level without addressing occupation-specific duties is frequently rejected as insufficient evidence. It is worth requesting reference letters using a template that explicitly lists the required information, rather than relying on employers to produce a compliant letter unprompted.

MARN 2518872 · RCIC R705748 · immi.tv

Free Download

Immigration Document Checklist — Skilled Visa Edition

Downloadable PDF version of this checklist — print it, tick it off, and arrive at your first agent consultation prepared.

Download Checklist →

Frequently Asked Questions

Do I need certified copies or originals for immigration documents? +

For most Australian and Canadian immigration applications, certified copies are required rather than originals. In Australia, certified copies must be endorsed by an authorised person. For Canadian applications submitted online, electronic copies are typically accepted; IRCC may request originals at any stage. Documents not in English or French must be accompanied by certified translations.

How should employment reference letters be written for a visa application? +

For Australian skilled visas, reference letters must address ANZSCO occupation duties in detail, include employment dates, hours, salary, and be signed by a supervisor on company letterhead. For Canadian Express Entry, letters must address NOC TEER duties, include employment dates, hours per week, annual salary, and be signed by a supervisor with contact details. Generic letters are consistently assessed as insufficient by case officers in both systems.

What if a document is not in English? +

Any document not in English must be accompanied by a certified English translation. For Australia, translations must be by a NAATI-accredited translator. For Canada, translations must be by a certified translator. The original foreign-language document must be submitted alongside the translation — the translation alone is not sufficient in either system.

How long are immigration documents valid for? +

Police clearance certificates: 12 months from issue (both AU and CA). Medical examinations: 12 months from date of examination. English language test results: 3 years (AU), 2 years (CA). Skills assessment certificates (AU): 3 years. WES ECA (CA): no expiry, but must be from a designated organisation. Documents must be current at the time they are assessed — not just at the time of lodgement.

What happens if I cannot get a police certificate from one of the required countries? +

If you cannot obtain a police clearance certificate from a required country, include a statutory declaration explaining the reason and evidence of your attempts. Both DHA and IRCC have established processes for countries where police certificates are unavailable or inaccessible. Your registered agent or RCIC can advise on the appropriate declaration format for the specific country involved.

Not sure which pathway fits your profile?

Book a free 30-minute assessment with our MARA registered and CICC licensed team. We'll review your document readiness and identify any gaps before you lodge.

Book Free Assessment →

Content is general in nature and does not constitute legal advice. Always seek professional advice from a registered migration agent (MARA) or regulated Canadian immigration consultant (RCIC) before taking action. MARN 2518872 (AU) · RCIC R705748 (CA)