Keep the official confirmations, notices and relevant visa or status documents, with dates and case references as provided. Preserve requests for additional information and your responses. The exact documents depend on the process; do not rely on a universal private checklist or a screenshot that omits the notice’s conditions.
Maintain a clear event log for the case
For each record, note what it confirms and what remains outstanding. Separate bank payment records from government decisions. Follow the official instructions for submitting documents through the designated portal and seek clarification where a notice is ambiguous.
Do not edit the wording of an official record to make it look like a different type of approval. Event logs fail when they record dates without recording what was requested. Six months later the file shows a notice arrived in March and a response went out in April, and nobody can say what the notice asked for.
One record prevents that: the request itself, retained in full alongside the complete response as submitted rather than as drafted. File them as a pair. The reason is simple to state — the process is documentary, so a later question about what was provided is answered by what is in the file, not by recollection.
Hypothetical example: a claims analytics applicant keeps each request stapled to its response, and a query about one supporting document is answered in a minute.