Hello Everyone,
I finally got all my documents ready to send and now I got a huge dilemma how should I do it. In a guide it says that I just need to organize it in the same order as in the check list, which I did. But I still want to hear some experiences. I really don't want my application to get sent back. Should I do all this tables of contents or not? Should I separate different parts in different envelops?
Please give me advise. I wanted to mail tomorrow but now I'm a bit confused.
Thank you.
I understand your confusion as the application is a lot of papers and putting everything together is mentally exhausting.
I can't speak to what the "best way" of doing anything is, but I'll tell you how I did it. Our application was received May 1st, 2017, I was approved as a sponsor, and it's been sent to the VO in Warsaw.
First of all, always listen to what it says in the forms. If they tell you to put everything in the order of the checklist - do it. My logic was if everything is in that order, then the checklist doubles as a table of contents, which is probably why they want things in that order too. As a result, I didn't bother with a table of contents.
What I did do, though, is make a cover page for every section/form. Then I paperclipped the form and cover page together. As a result, my application was a bunch of paperclipped bundles of paper, each with it's own cover page (I don't think I stapled the forms together, but I'm not 100% sure). All of those were, again, in the same order as they appeared on the checklist. I think I only used a separate envelope for the pictures (so that they wouldn't get mixed in with the rest of the application), but the envelope was clearly labelled. I also tried to use the wording of the checklist for all my cover pages/labels.
As far as I know, the most important thing (other than following the instructions, ei. putting everything in the same order as the checklist) is that the organization of your file doesn't needlessly frustrate the people working on it. I would argue that a table of contents is overkill, but obviously that's an individual decision. Basically I just though to myself, "If I were working on this as efficiently and accurately as possible, how would I want it laid out" and organized it accordingly.
Everyone's application package is going to be a little different, and if you feel as though one certain organization is better than another, go with it! The most important thing is that you read and follow the instructions on the forms. Other than that, you can do what you feel is best (within reason, of course!).
I'll also add that you have a much bigger chance of your application being sent back for things other than how you organize it. Double check that all the forms/documents are present, you used the most recent versions of the forms, and that all the signature lines applicable to your situation have been signed. With that being said, organization can result in an application being sent back if, because of bad organization, the person checking your application can't find a necessary form/document.
All that's to say that, as far as organization is concerned, as long as you follow the instructions and make things easy to see/find, you should be okay!
