Prepare the actual written offer and a clear allocation of who pays which charges. These help explain the private arrangement; the official application and portal instructions determine the government evidence requested.
Keep internal approvals distinct from agency correspondence
A manager’s email, the company’s budget authorization and an official request for documents serve different purposes. Label their source and date. Ask the sponsor to explain conditions that affect the employee or family rather than omitting them from the consultation. Submit sensitive records through the authorized process, and verify official payment instructions independently of a forwarded private invoice.
Identity and immigration-history records for both spouses, evidence of the lawful origin of the funds for the gift and fee, marriage and birth certificates for any dependants, and a dated copy of the official program terms. Build a child-specific chronology before payment: long-form birth record, passports, custody or adoption evidence where relevant, marital-status records, prior filings, and exact dates needed for any CSPA review. The simplest discipline is to save a dated, complete copy of the page and the FAQ on the day of every decision or payment, print the payment confirmations, and keep the vetting notices and any correspondence with the program in one folder.