Refusal Templates, Training, and Direction (Hanoi Embassy / HCMC Consulate)

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IMPORTANT INFORMATION

Your email has been received by the Department of Home Affairs’ (the
Department) Freedom of Information (FOI) section.

If you have lodged a request for access to documents or amendment to
information, you will receive an acknowledgement letter within 14 days.

Please see our website for more information on submitting a valid request
for access to information. [2]Freedom of information
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Legal priority: If your situation has changed to the extent that your FOI
request now have a legal priority such as Administrative Appeals Tribunal,
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Frequently Asked Questions

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mailbox is unable to respond to visa and citizenship status updates or
questions. If your query is answered by this information you will not
receive another response to your email.

Your Query General Information
If you applied [4]Our online services (homeaffairs.gov.au)
online, you can
check your visa [5]Ceremony wait times (homeaffairs.gov.au)
application status
in [3]ImmiAccount.
I want to access [6]Check visa details and conditions
my visa details (homeaffairs.gov.au)
I want to apply [7]Applying online in ImmiAccount
for a visa to (homeaffairs.gov.au)
Australia
My visa has [8]Your visa is expiring or has expired
expired (homeaffairs.gov.au)
I want to apply [9]Become a citizen (homeaffairs.gov.au)
for Australian
Citizenship or [10]Evidence of citizenship and certificates Change
access/amend my a citizenship certificate (homeaffairs.gov.au)
citizenship
details
I want my travel [11]Requesting travel records (homeaffairs.gov.au)
records in and out
of Australia
I am having Use our [12]technical guide to troubleshoot in
technical problems [13]ImmiAccount.
lodging an
application If you are still unable to resolve your issue submit
the [14]ImmiAccount Technical Support Form
I wish to provide Provide information by [15]ImmiAccount. After you
information about submit your application, use [16]ImmiAccount to:
a visa application
or provide ·       apply for a bridging visa
information about
changes to my ·       access the My Health Declarations service
situation
·       attach documents to your online application

·       check the progress of your application

· update your passport or address details

· notify of incorrect information in your
application

Further details and instructions refer to
[17]ImmiAccount Help & Support

[18]Changes in your situation (homeaffairs.gov.au)
I have made an If you have been sent a request letter to complete
appointment for a health but are experiencing delays you can attach
health/biometrics details of your appointment to [19]ImmiAccount.
examination
I want to withdraw [20]You want to withdraw an application
my visa or (homeaffairs.gov.au)
citizenship
application
I want to update [21]Changes in your situation (homeaffairs.gov.au)
my address,
contact or
passport details
Can my visa fee be Refunds can only be made in very limited
refunded? circumstances governed by legislation.

For further information see [22]Getting a refund
(homeaffairs.gov.au)
Visa eligibility Information on [23]visa options is available on the
query Department’s website.
Since my visa was [24]Changes in your situation (homeaffairs.gov.au)
granted I have had
a child born in
Australia
I want to report [25]Border Watch Online Report (homeaffairs.gov.au)
suspicious or
illegal
immigration, visa,
customs and trade
activity.
I want to lodge Find out how to provide [26]Compliments, complaints
feedback about a and suggestions
Department service

Important Notice: The content of this email is intended only for use by
the individual or entity to whom it is addressed. If you have received
this email by mistake, please advise the sender and delete the message and
attachments immediately. This email, including attachments, may contain
confidential, sensitive, legally privileged and/or copyright information.

Any review, retransmission, dissemination or other use of this information
by persons or entities other than the intended recipient is prohibited.
The Department of Home Affairs, the ABF and the National Emergency
Management Agency respect your privacy and have obligations under the
Privacy Act 1988.

Unsolicited commercial emails MUST NOT be sent to the originator of this
email.

References

OFFICIAL: Sensitive
Personal-Privacy

In reply please quote:

FOI Request: FA 25/09/01343

File Number: FA 2509/01343

Dear NGUYEN

Acknowledgement of Freedom of Information Access request

This letter acknowledges that on 17 September 2025 the Department of Home
Affairs (the Department) received your request to access documents held by
the Department under the Freedom of Information Act 1982 (the FOI Act).
This letter also provides important information about your request.

Scope of request

You have requested access to the following:

I request access to documents under the Freedom of Information Act 1982.

Specifically, I seek copies of:

1. Decision templates and Standard Wording

All refusal templates, standard wording, or template
paragraphs used by the Australian Embassy in Hanoi and the Australian
Consulate-General in Ho Chi Minh City in Visitor visa (Subclass 600) and
Transit visa (Subclass 771) decisions between 1 January 2024 and the
present.

2. Internal Guidance and Training

All documents, training materials, or guidance provided to
delegates at those posts on how to draft refusal reasons for Visitor or
Transit visa applications during the same period.

All documents, training materials, or guidance provided to
delegates at those posts on Visitor or Transit visa applications to be
refused during the same period.

3. Quality Assurance or Review Instructions

Any documents (including emails) setting out procedures at
those posts for quality assurance of refusal decision records, or review
by team leaders/managers before issue.

Your request has been allocated FOI request number FA 25/09/01343. Please
include your FOI request number in all correspondence with the Freedom of
Information Section.

Timeframe

The timeframe for processing a request is 30 days from the day we receive
your request, as set out in the FOI Act.

Your review rights in relation to your request are available on [1]Freedom
of information reviews | OAIC.

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Charges do not apply to requests from individuals seeking access to
documents about themselves. However, a charge may apply to all other
requests for access to documents.

Charges are based on the amount of time the Department spends on your
request. Charges can range from $10 to over $1,000 depending on the
complexity and scope of your request. The Office of the Australian
Information Commissioner reported that across the public service, the
average charge notified was $335.50 in 2020-21.

If a charge applies, you will be issued with a Notice of Charge that
explains the charge and your options.

Detailed information about FOI charges that may apply to your FOI request
is available on [2]the Department’s website.

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The Department’s practice is to exclude the personal details of Government
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Reducing the scope of your request can reduce the time and charges
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To reduce or withdraw your request, contact the FOI section at
[3][Department of Home Affairs request email] and include your FOI request number.

Contacting the FOI Section

Should you wish to discuss your request you may contact the FOI Section at
[4][Department of Home Affairs request email].

Kind regards,

Andrea
Authorised FOI Officer, Freedom of Information
Position Number 60118553
Privacy, FOI and Records Management Branch
Legal Group
Department of Home Affairs
E: [5][Department of Home Affairs request email]

Personal-Privacy
OFFICIAL: Sensitive

Important Notice: The content of this email is intended only for use by
the individual or entity to whom it is addressed. If you have received
this email by mistake, please advise the sender and delete the message and
attachments immediately. This email, including attachments, may contain
confidential, sensitive, legally privileged and/or copyright information.

Any review, retransmission, dissemination or other use of this information
by persons or entities other than the intended recipient is prohibited.
The Department of Home Affairs, the ABF and the National Emergency
Management Agency respect your privacy and have obligations under the
Privacy Act 1988.

Unsolicited commercial emails MUST NOT be sent to the originator of this
email.

References

Visible links
1. https://www.oaic.gov.au/freedom-of-infor...
2. https://www.homeaffairs.gov.au/access-an...
3. mailto:[Department of Home Affairs request email]
4. mailto:[Department of Home Affairs request email]
5. mailto:[Department of Home Affairs request email]

OFFICIAL: Sensitive
Personal-Privacy

Good afternoon

I refer to your request received on 17 September 2025 for access to
documents under the FOI Act.

The current due date for your request is 17 October 2025.

In order for the Department to complete the process of retrieving all the
documents that fall within the scope of your request and the subsequent
decision-making process in relation to those documents, the Department
will require additional time to process your request.

The Department seeks your agreement under section 15AA of the FOI Act to
extend the timeframe for the processing of your request by 30 days. This
would extend the due date for your request to Sunday 16 November 2025.
However, as this date falls on a non-working day, section 36(2) of the
Acts Interpretation Act 1901 provides that the latest date the Department
may issue a decision would be the next working day, which is Monday 17
November 2025.

It would assist the Department in managing its FOI caseload if you could
provide a response to this request by close of business, Wednesday 24
September 2025.

If you wish to discuss this matter further, please do not hesitate to
contact me on the details below.

Kind regards,

Andrea
Authorised FOI Officer, Freedom of Information
Position Number 60118553
Privacy, FOI and Records Management Branch
Legal Group
Department of Home Affairs
E: [1][Department of Home Affairs request email]

Personal-Privacy
OFFICIAL: Sensitive

Important Notice: The content of this email is intended only for use by
the individual or entity to whom it is addressed. If you have received
this email by mistake, please advise the sender and delete the message and
attachments immediately. This email, including attachments, may contain
confidential, sensitive, legally privileged and/or copyright information.

Any review, retransmission, dissemination or other use of this information
by persons or entities other than the intended recipient is prohibited.
The Department of Home Affairs, the ABF and the National Emergency
Management Agency respect your privacy and have obligations under the
Privacy Act 1988.

Unsolicited commercial emails MUST NOT be sent to the originator of this
email.

References

Visible links
1. mailto:[Department of Home Affairs request email]

fa 250901343 decision record.PDF.pdf

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fa 250901343 documents released.PDF.pdf

98K Download View as HTML

OFFICIAL

Dear Nguyen

FOI request FA 25/09/01343

I refer to your FOI request received on 17 September 2025, seeking access
to the following:

1. Decision templates and Standard Wording
All refusal templates, standard wording, or template paragraphs used by
the Australian Embassy in Hanoi and the Australian Consulate-General in Ho
Chi Minh City in Visitor visa (Subclass 600) and Transit visa (Subclass
771) decisions between 1 January 2024 and the present.

2. Internal Guidance and Training
All documents, training materials, or guidance provided to delegates at
those posts on how to draft refusal reasons for Visitor or Transit visa
applications during the same period.
All documents, training materials, or guidance provided to delegates at
those posts on Visitor or Transit visa applications to be refused during
the same period.

3. Quality Assurance or Review Instructions
Any documents (including emails) setting out procedures at those posts
for quality assurance of refusal decision records, or review by team
leaders/managers before issue.

The Department has made a decision on this request. Please find attached
the decision record and documents released under the FOI Act.

This request has now been closed.

Kind regards

Tony

Position number: 60186973

Authorised FOI Officer | Freedom of Information

Privacy, FOI and Records Management Branch | Legal Group

Department of Home Affairs

E: [1][Department of Home Affairs request email]

OFFICIAL

Important Notice: The content of this email is intended only for use by
the individual or entity to whom it is addressed. If you have received
this email by mistake, please advise the sender and delete the message and
attachments immediately. This email, including attachments, may contain
confidential, sensitive, legally privileged and/or copyright information.

Any review, retransmission, dissemination or other use of this information
by persons or entities other than the intended recipient is prohibited.
The Department of Home Affairs, the ABF and the National Emergency
Management Agency respect your privacy and have obligations under the
Privacy Act 1988.

Unsolicited commercial emails MUST NOT be sent to the originator of this
email.

References

Visible links
1. mailto:[Department of Home Affairs request email]

image002.jpg

6K Download

[1]Australian Government Department of Home Affairs logo

IMPORTANT INFORMATION

Your email has been received by the Department of Home Affairs’ (the
Department) Freedom of Information (FOI) section.

If you have lodged a request for access to documents or amendment to
information, you will receive an acknowledgement letter within 14 days.

Please see our website for more information on submitting a valid request
for access to information. [2]Freedom of information
(homeaffairs.gov.au)

Legal priority: If your situation has changed to the extent that your FOI
request now have a legal priority such as Administrative Appeals Tribunal,
Court, Ministerial Intervention, Visa cancellation deadline since you
submitted your initial request, please provide a physical evidence to
support your priority claim.

We’re responding to a large volume of requests

Due to the high volume of requests we receive, we will not be able to
respond to requests to provide status updates on current requests for
information. We prioritise processing the requests we receive, including
yours.

If processing your request is going to take us a lot of time because the
request is large or the request is unclear, it may be refused.

Frequently Asked Questions

If your email relates to other matters then please contact the relevant
area of the Department or review the frequently asked questions below. The
mailbox is unable to respond to visa and citizenship status updates or
questions. If your query is answered by this information you will not
receive another response to your email.

Your Query General Information
If you applied [4]Our online services (homeaffairs.gov.au)
online, you can
check your visa [5]Ceremony wait times (homeaffairs.gov.au)
application status
in [3]ImmiAccount.
I want to access [6]Check visa details and conditions
my visa details (homeaffairs.gov.au)
I want to apply [7]Applying online in ImmiAccount
for a visa to (homeaffairs.gov.au)
Australia
My visa has [8]Your visa is expiring or has expired
expired (homeaffairs.gov.au)
I want to apply [9]Become a citizen (homeaffairs.gov.au)
for Australian
Citizenship or [10]Evidence of citizenship and certificates Change
access/amend my a citizenship certificate (homeaffairs.gov.au)
citizenship
details
I want my travel [11]Requesting travel records (homeaffairs.gov.au)
records in and out
of Australia
I am having Use our [12]technical guide to troubleshoot in
technical problems [13]ImmiAccount.
lodging an
application If you are still unable to resolve your issue submit
the [14]ImmiAccount Technical Support Form
I wish to provide Provide information by [15]ImmiAccount. After you
information about submit your application, use [16]ImmiAccount to:
a visa application
or provide ·       apply for a bridging visa
information about
changes to my ·       access the My Health Declarations service
situation
·       attach documents to your online application

·       check the progress of your application

· update your passport or address details

· notify of incorrect information in your
application

Further details and instructions refer to
[17]ImmiAccount Help & Support

[18]Changes in your situation (homeaffairs.gov.au)
I have made an If you have been sent a request letter to complete
appointment for a health but are experiencing delays you can attach
health/biometrics details of your appointment to [19]ImmiAccount.
examination
I want to withdraw [20]You want to withdraw an application
my visa or (homeaffairs.gov.au)
citizenship
application
I want to update [21]Changes in your situation (homeaffairs.gov.au)
my address,
contact or
passport details
Can my visa fee be Refunds can only be made in very limited
refunded? circumstances governed by legislation.

For further information see [22]Getting a refund
(homeaffairs.gov.au)
Visa eligibility Information on [23]visa options is available on the
query Department’s website.
Since my visa was [24]Changes in your situation (homeaffairs.gov.au)
granted I have had
a child born in
Australia
I want to report [25]Border Watch Online Report (homeaffairs.gov.au)
suspicious or
illegal
immigration, visa,
customs and trade
activity.
I want to lodge Find out how to provide [26]Compliments, complaints
feedback about a and suggestions
Department service

Important Notice: The content of this email is intended only for use by
the individual or entity to whom it is addressed. If you have received
this email by mistake, please advise the sender and delete the message and
attachments immediately. This email, including attachments, may contain
confidential, sensitive, legally privileged and/or copyright information.

Any review, retransmission, dissemination or other use of this information
by persons or entities other than the intended recipient is prohibited.
The Department of Home Affairs, the ABF and the National Emergency
Management Agency respect your privacy and have obligations under the
Privacy Act 1988.

Unsolicited commercial emails MUST NOT be sent to the originator of this
email.

References

OFFICIAL

Good afternoon Nguyen,

We have received an internal review request on your FOI request from
another applicant named Oliver Smith on the Right To Know website.

Kindly confirming if you are the same person as Oliver Smith requesting
this internal review. (Please refer to public information on the Right To
Know website for more details).

Kind regards,

Michael

Freedom of Information Reviews Team

Privacy, FOI and Records Management Branch | Legal Group

Department of Home Affairs

E: [1][email address]

OFFICIAL

Important Notice: The content of this email is intended only for use by
the individual or entity to whom it is addressed. If you have received
this email by mistake, please advise the sender and delete the message and
attachments immediately. This email, including attachments, may contain
confidential, sensitive, legally privileged and/or copyright information.

Any review, retransmission, dissemination or other use of this information
by persons or entities other than the intended recipient is prohibited.
The Department of Home Affairs, the ABF and the National Emergency
Management Agency respect your privacy and have obligations under the
Privacy Act 1988.

Unsolicited commercial emails MUST NOT be sent to the originator of this
email.

References

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