ImmiAccount doesn't enforce a file naming convention — but that doesn't mean it doesn't matter. Case officers review hundreds of applications. Files named IMG_4231.jpg or Scan.pdf slow them down and can create doubt about what a document is. A clear, consistent naming system signals professionalism and makes the reviewer's job easier.
The recommended convention
Use a numbered prefix followed by a descriptive name — all in one word using underscores or hyphens. No spaces in file names.
- 01_Passport_Bio_Data.pdf
- 02_Birth_Certificate.pdf
- 03_Marriage_Certificate.pdf
- 04_Police_Clearance_Australia.pdf
- 05_Bank_Statements_3_Months.pdf
- 06_Employer_Reference_Letter.pdf
- 07_English_Test_IELTS.pdf
For subsequent entrants (family unit)
When subsequent entrants (spouse, children — members of the family unit) are included, prefix their documents with their role or initials so it's clear who each document belongs to.
- 01_Sponsor_Passport.pdf
- 02_Applicant_Passport.pdf
- 03_Child1_Birth_Certificate.pdf
- 04_Child1_Passport.pdf
File format rules
- Use PDF for all multi-page documents and most official documents
- JPG is acceptable for passport photos and single-page images
- Avoid TIFF, DOCX, or other non-standard formats
- Maximum 5 MB per file — compress if needed
How VisaPacks handles naming
When you export your documents from VisaPacks, each file is automatically renamed following a consistent convention: a numbered document ID, the document name, a role label where relevant (such as an employer or applicant role), the applicant's name, and an explicit index — for example, 11_Payslips_Employer_1_John_Smith_1.pdf for a primary applicant's first payslip from their first employer, or 06_Birth_Certificate_Child_1_Emma_Smith_1.pdf for a dependent child's document. Every applicant on a multi-person checklist (primary, spouse, or child) gets their own folder and consistent naming, all generated automatically without any manual renaming.
Common mistakes to avoid
- Using spaces in file names instead of underscores or hyphens
- Naming files inconsistently across categories, so some are numbered and others aren't
- Forgetting to identify which family member a document belongs to on a multi-applicant application
- Leaving default camera or scanner file names (IMG_2024, Scan1) unchanged before uploading
Frequently asked questions
Does ImmiAccount actually require a specific naming convention?
No — ImmiAccount itself doesn't enforce a naming format. The benefit is entirely about making a case officer's review faster and reducing ambiguity about what each document is, which can indirectly help avoid delays caused by requests for clarification.
What should I name files for a joint application with a spouse?
Include the applicant's name or role in each file name so it's unambiguous whose document is whose — for example, distinguishing an applicant's birth certificate from a spouse's or child's. Keeping each family member's documents in their own clearly labelled folder or file set avoids confusion during review. A personalised visa document checklist handles this for you — each applicant's items sit in their own section, and exports are renamed to a consistent convention automatically.
Keep your original files as well as the renamed export. If you need to resubmit or provide additional evidence later, you'll want the originals in their original quality.