What should happen at your first meeting with an agent

The first meeting with a migration agent sets the tone for everything that follows. It is where the agent explains who they are, what they can and cannot do, what the process may involve and what they charge. It is also where some basic legal protections start, especially around the consumer guide, written agreements and handling money.

The first check is who the agent is#

Before the meeting goes far, the person offering immigration assistance in Australia should be a registered migration agent with a current MARN, or an Australian legal practitioner. Giving immigration assistance in Australia without being properly authorised can breach section 280 of the Migration Act 1958. Charging for that unregistered assistance can also raise issues under section 281.

A professional operator normally gives their full name, business details and MARN early. Under section 25 of the Migration Agents Code of Conduct 2021, a registered migration agent must include their MARN in advertising material. That makes it easier to verify the person on the public register.

If the meeting is with someone found online, through social media or by word of mouth, it is sensible to verify the details independently. VisaBid has a quick way to check an operator. If a person avoids giving a MARN, gives a number that does not match their name, or says registration is not necessary, that is a warning sign.

The consumer guide should come first#

One of the clearest rules for a first meeting is in section 38 of the Code. A registered migration agent must give the client a copy of the consumer guide before starting work for them. This is not optional and it is not something to leave until later.

The guide explains basic consumer protections, including complaints processes, record keeping and how fees and services should be set out. It helps the client understand what professional conduct looks like before they agree to anything. VisaBid also has a plain English consumer guide that summarises these protections.

In practice, this may happen by email before the meeting, as an attachment with a booking confirmation, or at the start of the appointment. A professional agent usually draws attention to it, rather than burying it in a long pack of documents. If no consumer guide is given, that does not match the process expected by section 38.

The first conversation should explain the process, not make promises#

A proper first meeting is usually a fact-finding and information session. The agent asks for background information, checks identity documents, asks about migration history and explains what services they offer. They may also outline likely stages, such as document collection, form preparation, lodgement, health checks, police clearances and Department requests for more information.

The conversation should stay realistic. Under section 26 of the Code, a registered migration agent must not make statements that are false or misleading about the likely success of a matter. That means a professional does not guarantee a visa grant, a fast approval or a special connection inside the Department.

This first meeting often also covers risk areas in general terms. For example, the agent may explain that false or misleading documents can cause serious problems under sections 234 and 245AR of the Migration Act, and that Public Interest Criterion 4020 can affect some applications where bogus documents or false information are involved. The key point is that a professional explains the importance of accurate information and genuine documents, without making promises about outcomes.

If the person is going to deal with the Department on a client's behalf, Form 956 often comes up. Section 312A of the Migration Act is the provision connected with appointment of an authorised recipient or migration agent. In many matters, this form is used so the Department knows who is acting and who can receive correspondence.

Fees and services should be clear before any money changes hands#

A professional first meeting should cover money in a way that is specific and easy to compare. Section 46 of the Code says the fee structure must be set out clearly. That usually means itemised professional fees, an explanation of what is included, what is not included and when each amount becomes payable.

For example, an agent may separate an initial consultation fee, document review fee, application preparation fee, lodgement fee and fees for later stages such as responding to requests from the Department. Professional fees in the market vary widely. A straightforward consultation may be modest, while full application assistance can run from hundreds into several thousands of dollars depending on the complexity and the amount of work involved.

Department charges are separate from agent professional fees. Those government charges change from time to time, especially around 1 July, so they are best checked on the relevant visa page rather than relying on a number quoted in a general guide. A careful first meeting makes that distinction clear.

If the pricing is vague, bundled without explanation or described as a single figure with no breakdown, it becomes harder to compare providers. One reason many people use VisaBid is to describe a case and get quotes in an itemised format that is easier to line up side by side.

There must be a written agreement before the agent takes money#

Sections 42 and 51 of the Code matter a lot at the start of the relationship. Under section 42, a registered migration agent must have a written agreement with the client that sets out the services and fees. Under section 51, an agent must not ask for, or receive, payment for professional fees until that agreement is in place.

This is one of the most important consumer protections in the whole process. The written agreement should identify the client, describe the work to be done and explain the fees, disbursements and other important terms. It should also say how either side can end the agreement and what happens to money already paid.

The agreement is not just a formality. It is the document that shows what was promised and what was paid for. If a person is asked to transfer money after only a phone call, text message or social media chat, without a proper written agreement, that is not the process contemplated by sections 42 and 51.

It is common for the written agreement to be sent after the first meeting, once the scope of work is clearer. That is fine, provided no professional fees are taken before it is signed or otherwise properly accepted. If money is taken first and paperwork comes later, the order is wrong.

Money, receipts and documents should be handled properly from day one#

Once a written agreement is in place and payment is made, the paperwork should continue to be organised. Under section 49 of the Code, the client should receive an invoice and a receipt. That helps show what was paid, when it was paid and what it related to.

If the agent holds money in a client account, section 50 of the Code applies. The point of a client account is to keep certain client funds separate and accounted for properly. A professional explains how this works if it is relevant to the arrangement.

Document handling also matters in the first meeting. Clients often hand over passports, identity papers, qualifications, employment evidence and relationship documents. A professional agent should explain whether originals are needed, whether copies are enough and how documents will be stored and returned.

Section 54 of the Code says documents must generally be returned within 14 days when the client asks, subject to limited exceptions. Section 56 requires records to be kept for seven years. That means a well-run practice usually has a clear system for storing communications, forms, invoices, agreements and supporting documents.

Signs of a professional first meeting#

A strong first meeting is usually structured and calm. The agent confirms their registration, gives the consumer guide, explains the service, sets out fees clearly and follows up with a written agreement before taking professional fees. There is usually a record of what was discussed and what the next step is.

There are also some common warning signs. These include pressure to pay immediately, no written fee agreement, no consumer guide, no receipt, no MARN, claims of guaranteed approval, or requests to sign blank forms. Another warning sign is any suggestion to use false, altered or borrowed documents, which can cause serious legal problems.

If the experience does not look right, it helps to pause and verify the provider. VisaBid has tools to check an operator, learn more about the complaints process on the complaints page and compare quotes through the marketplace. A first meeting does not have to end with an immediate commitment.

Common questions#

Do migration agents have to give a consumer guide at the first meeting?#

Yes. Section 38 of the Migration Agents Code of Conduct 2021 says a registered migration agent must give the client a copy of the consumer guide before starting work. It can be given electronically or in hard copy, but it should come first.

Can a migration agent take payment before a written agreement?#

No, not for professional fees. Section 42 requires a written agreement covering services and fees, and section 51 says the agent must not ask for or receive payment for professional fees before that agreement is in place.

What documents are usually discussed in the first appointment with a migration agent?#

The first appointment often covers identity documents, passports, migration history, civil status documents, qualifications, employment records and any previous correspondence from the Department. Which documents matter depends on the type of service being discussed, but the meeting is usually about identifying what exists and what may later be needed.

What are red flags in a first meeting with a migration agent?#

Common red flags include no MARN, no consumer guide, pressure to pay on the spot, no written agreement, no itemised fees and promises of guaranteed success. Another serious red flag is any request to use false information or questionable documents, because false documents can lead to major problems under the Migration Act and PIC 4020.

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About this guide. This is general information about how a process works in Australia. It is not immigration assistance and it is not advice about your situation. Under section 280 of the Migration Act 1958 only a registered migration agent or an Australian legal practitioner can give you that. Government charges are indexed and most change on 1 July, so check any figure at immi.homeaffairs.gov.au, and check any agent on the OMARA register.