We have received the below from UKVI setting out the process for service of asylum decisions electronically:
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We are continually looking for ways to improve our service and during this time actually keep some of it going which is why we have developed a process to enable us to maintain the service of decisions in those cases where we are able to make decisions.
There are three steps to the process developed and as you will see they are aimed at making sure that we have the correct details for both you and our customers to avoid information being sent to the wrong recipient. In slower time we are looking to simplify the process to make it slightly less cumbersome.
Step 1 – Validation of email address
The following email will be sent to the most recent email address held on file
Email Title: Updating representation details
Email content: We are reviewing our cases to ensure that we have the latest details on the system. You previously contacted us and provided your client’s reference number (insert representatives reference). Please can you confirm that you are still acting for this person? Also can you provide a copy of the Authority to Act electronically?
We would like to use email to contact you in future about this case. Please confirm that this email address is the best address to contact you?
Please can you respond to this email by (insert date allow 5 working days).
If this email has been sent to you in error please let us know and delete the email”
Action on receiving response from reps
- Representatives no longer acting – system and file will be updated and copy of response held electronically
- Representatives acting but do not wish to receive emails – system and file will be updated and copy of response held electronically
- Representatives are acting, are happy to receive emails and email address is correct – system and file will be updated and a copy of response held electronically.
- Representatives are acting and are happy to receive emails but email address is incorrect – system and file will be updated and a copy of the response held electronically. Validation step will be completed again using new email address
Step 2 – Obtaining consent to serve decisions
Once confirmation received that representatives are happy to receive emails, that authority to act is current and that there are no reasons showing service in person is required, an email with the following wording will be sent:
Email Title: Authorisation for Decision service
Email content: You provided an authority to act form for your client (insert representatives reference). If you are no longer acting for this person please contact us.
We would like to serve your client’s decision by email but we need your agreement to do this.
Please can you confirm that you are content with this proposal by (insert date allow 5 working days).
If this email has been sent to you in error please let us know and delete the email”
Step 3 – Serving the decision
Once all documentation has been produced this will be attached to an email and sent to the email address already verified. There will be an accompanying email with the following wording:
Email Title: Decision Service
Email content: You provided an authority to act form for your client (insert representatives reference) and confirmed on (insert date) that you were happy for your client’s decision to be served to you by email.
Please find attached your client’s and their dependents decision paperwork.
If you have any questions about the content of this email please contact us.
If this email has been sent to you in error please us know and delete the email.”
We will of course be reviewing this constantly and welcome any feedback you may have as part of this.
Kind regards
Kerstin
Kerstin Thompson
Asylum Operations
UK Visas and Immigration
Lunar House, Wellesley Road, Croydon, CR9 2BY
- Document Date
- Monday March 30, 2020