Chris Airey warns the lastest government overhaul of the visa system does not mean charities will have to work less hard to support incoming guests

Last week the Home Office initiated a complete overhaul of the visa system, which will see a number of changes implemented this month. The ultimate goal is to make the system more streamlined for all those visiting the UK – be it for business or leisure.

Under the changes, the previous range of 15 different visa categories have been scrapped and replaced by a system in which visitors will be given one of four types of visa.

The four categories include a standard visa covering general and business visits; another for those undertaking paid engagements such as appearing in concerts, theatre or other performance arts. A third type of visa covers those visiting Britain for a marriage or civil partnership. The final category is a transit visa for those passing through the country.

How will these new changes affect the third sector?

Diversity Travel welcomes government the new visa system and changes. We are pleased to see the government has added new permitted activities under the standard visa that will benefit charities: these include allowing visitors to undertake incidental charity volunteering, provided it lasts no more than 30 days in total; and allowing UK-based organisations which are not corporate entities, to “provide training to overseas visitors on work practices and techniques that are needed for their employment overseas, where this is not readily available in their home country”.

However, it remains to be seen if enough has been done to reduce difficulties experienced by charities trying to obtain visas for their visitors to the UK.

In recent months we have received reports of numerous cases of visa applications being refused including: a charity trying to arrange a visit from colleagues in their Nairobi office, a capacity-building humanitarian charity organising a training course for their partners in the Congo and a primary school arranging a reciprocal visit funded by the British Council for two teachers from Malawi: all resulted in wasted time, resources and expense.

Despite the changes, the process will remain complex for organisations in the third sector

Previously the application process – even for short, fully funded visits at the specific invitation of credible UK agencies – was incredibly detailed for organisations in the third sector and required a great deal of supporting evidence. Applicants that did not provide sufficient evidence of income and intention to return home were very unlikely to be given a visa, even if their trip is funded by a host charity or church.

Under the new changes, applicants must still satisfy the authorities and prove that they are a genuine visitor, who will leave the UK at the end of their stay. The visitor must also give evidence that they have sufficient funds to cover all reasonable costs in relation to their visit without working or accessing public funds. The eligibility policy has been expanded to allow any third party in the UK to provide financial support and accommodation to a visitor, where this was previously limited to friends and family.

Diversity Travel has recently published guidance on how charities, religious, education and community groups can maximise the chances of success when making a visa application for their visitors. A summary of the guide is below and a full version of the document can be downloaded from the Diversity Travel website.

• Start the application process early and don’t assume you will be successful first time

Despite the changes, the process will remain complex for organisations in the third sector. There is a complex online pre-application processes followed by biometric data collection, and posting the passport to a regional hub, usually in another country, for processing.

• Give more detailed information than you think is necessary

The application process requires incredibly detailed supporting evidence. There is no amount of information that will ensure success but the more you provide, the less reason for the application to be declined.

• Don’t underestimate the genuine visitor test

The visitor must satisfy the decision-maker that they will leave the UK at the end of their visit. Feedback from our clients suggest in practice this is a very high hurdle for those from the poorest countries – evidence of family ties is generally not enough proof.

• Build a credible case for the visit

A general “to whom it may concern” letter will not cover it – you should try to build a detailed reason for the visit and name the visa application office you are applying to prove you know who you are dealing with.

• Provide full details of any third parties providing financial support

Give not just name and contact details but also evidence of their professional or personal relationship with the visitor.

• Provide a detailed itinerary for the entire visit with no gaps

If your visitors are going sightseeing for the day it is fine to say this, but supply details where possible.

• Treat each individual in a group separately

Each visitor must meet the requirements of the visa rules individually – even if they are travelling as part of a family, tour group or school party.

• The devil is in the detail

Be sure to check consistency and correctness of spelling and grammar – it all adds credibility.

Chris Airey is managing director of Diversity Travel which works with over 2,000 clients including ActionAid, Tearfund and Save the Children International, developing cost-effective travel arrangements and providing clients with travel management consultancy to maximise value for money.