Retain genuine official instructions and receipts alongside separately identified private agreements. Explain each payment’s purpose and recipient accurately.
Avoid collapsing unlike records
A consulting invoice and a government processing receipt document different transactions. Follow actual official instructions rather than presenting private correspondence as an official approval notice.
The official page describes the application and vetting process; expect to provide identity documents, civil records for the family, evidence of the lawful source of the gift funds and whatever the official form requests. A dated copy of the official program page and any implementing executive action, the intermediary's written material and contract, and a complete record of any payment including payee, instrument and date. Do not discard or summarize the original record once translated, since a reviewer may need to compare both versions, and keep a dated file noting which version of the official instructions informed the translation approach. A board or committee resolution authorises the expenditure, a signed sponsorship agreement sets out what the company undertakes and for whom, and a payment instruction with its bank confirmation records what actually moved and when. Reconciliation means checking each answer against the supporting record before a new representative repeats it: identity and travel documents, employment history, relationship records, prior immigration history, notices, portal messages and receipts should tell the same story.