Partner matters are long. A single file can stay open for years, pass between staff, and depend on dates set at the very start. This guide sets out how a practice can run subclass 820/801 and 309/100 matters from first enquiry to final decision, which documents are usually requested, which dates to track, and how to set the whole thing up as stages, checklists and reminders in AgentDS.
It describes how a practice organises the work. It is not advice to applicants, and every matter needs a registered migration agent's own assessment. This is general information, not legal advice.
How the partner pathway is structured
Home Affairs describes the partner visa as a two-stage process. For applicants in Australia, the temporary Partner visa (subclass 820) and the permanent Partner visa (subclass 801) are applied for together, and the applicant must be in Australia when they apply. For applicants outside Australia, the Partner (Provisional) visa (subclass 309) is the first step towards the permanent Partner (Migrant) visa (subclass 100), and the applicant must be outside Australia when they apply.
For both, Home Affairs says two years must have passed since the temporary visa was applied for before the permanent stage can be assessed. The sponsor, usually the partner, must be approved, and the 820/801 page says the sponsor should apply to sponsor as soon as possible after the visa application is submitted. Check the current 820/801 page and 309/100 page for fees and processing times rather than quoting them to clients from memory.
The stages, from enquiry to decision
- Enquiry. Record who is asking, whether they are in or outside Australia, their current visa and its expiry, and who the sponsoring partner is.
- Initial consultation. The Code of Conduct allows advice at an initial consultation without a service agreement, but the agent must tell the person their MARN, and invoices and receipts rules still apply to any fee.
- Engagement. Before any further immigration assistance, a signed service agreement must be in place and the client must have received the consumer guide. See our guide to the migration agent client service agreement. Consider whether the sponsor is also your client.
- Evidence gathering. Issue the document checklist to both partners and track what arrives.
- Pre-lodgement review. The agent checks eligibility points on the Home Affairs page, such as whether the applicant's current visa carries a "no further stay" condition for an onshore application.
- Lodgement. Record the lodgement date and the application reference. This one date drives the permanent-stage timeline.
- Sponsorship. Track the sponsor's application, which Home Affairs says should follow as soon as possible after the visa application.
- Post-lodgement. Health examinations, police certificates, requests for further information, and regular relationship-evidence updates, which the 820/801 page asks applicants to provide through ImmiAccount during processing.
- Temporary grant. Record the grant date and any conditions.
- Permanent stage. At the two-year point, collect updated relationship evidence and anything else requested for the 801 or 100 assessment.
- Decision and close. Record the outcome and date, give the statement of services, and set the file up for retention.
Documents typically requested
The 820/801 page groups evidence into a few categories. A practice checklist usually mirrors them:
- Relationship evidence showing a genuine and continuing spousal or de facto relationship, updated during processing.
- Sponsor evidence, including the completed sponsorship and proof of the sponsor's Australian citizenship, permanent residence or eligible New Zealand citizenship.
- Identity documents, including passport details, with any change of passport reported.
- Character documents, including police certificates and, where asked, Form 80.
- Health examinations as required.
- Statutory declarations where the page requires them in particular circumstances.
Keep the checklist per person. Sponsor documents and applicant documents arrive at different times, and a shared list hides who is holding things up.
The dates a partner practice must track
- Current visa expiry for onshore applicants, recorded at enquiry.
- Passport expiry for the applicant.
- Lodgement date, and the date two years later when the permanent stage becomes assessable.
- Sponsorship lodgement date.
- Response due dates for each request for further information.
- Issue dates of police certificates and health examinations, so the team knows when one may need to be refreshed.
- Temporary grant date.
- Decision date. The Migration Agents Regulations 2026 say the 28-day period for the statement of services starts on the day the decision is made, or the day the service agreement ends if the assistance ends first (OMARA legislative changes).
- Last action on the file. The Code requires client files to be kept for 7 years after the last action.
Setting it up in AgentDS
Stages. In visa application tracking, create the service stages above and use them on every partner application. Each application sits on the client's profile with its recorded deadlines and private notes, so a matter that runs for years still has one place to look.
Reusable templates. Build one task and document-checklist template for 820/801 and another for 309/100. When a new matter starts, assign the template to the application and review the dates before they are created. See document checklists.
Two people, two records. Create a client record for the sponsor as well as the applicant, and record the relationship in each file's notes. Duplicate checks help stop the same person being entered twice.
Recorded deadlines and reminders. Record the visa expiry, passport expiry, lodgement, two-year and response due dates. AgentDS emails the owner and the responsible person each morning when a recorded visa, passport, document, application or task date reaches 90, 60, 30 or 7 days, or falls due. Reminders go to your team. More on this in visa expiry tracking.
Documents and notes. Record each requested document and its checklist status, and attach files to document records. Uploads are stored privately in Australia and checked for malware before anyone can open them (security). Write file notes of calls and advice against the client; the Code requires a contemporaneous record of oral instructions and advice.
Quiet files. The owner's daily brief lists applications with no activity for 14 days, which is useful for a matter waiting on the two-year mark.
Fees. Create invoice records against the stages in your agreement, record money received and print invoice copies. See invoices and recorded payments.
Client updates. Prepare messages as stages change and send them from AgentDS. Every email carries an unsubscribe link.
Frequently asked questions
When can the permanent stage of a partner visa be assessed?
Home Affairs says two years must have passed since the temporary visa (820 or 309) was applied for. Record the lodgement date so the two-year date is visible to the team.
Should the sponsor be a separate client?
If the practice gives the sponsor immigration assistance, the Code's service agreement rules apply to them too. A registered migration agent should decide this for each matter.
How do clients get reminded to send relationship evidence?
Deadline reminders go to your team. Your team can then send the client a prepared message from AgentDS.
Can I use the same checklist for onshore and offshore matters?
You can, but separate 820/801 and 309/100 templates make eligibility differences, such as where the applicant must be when applying, easier to see.
Does this guide replace the Home Affairs pages?
No. Always check the current Home Affairs page for requirements, fees and processing times before advising a client.