Many disagreements between clients and visa services start with a simple problem: nobody wrote down exactly what was agreed. A clear migration services agreement protects both sides by setting out the services, fees, responsibilities and refund terms before any work begins.
This guide explains what a good agreement should include, how refunds commonly work and what to check before you sign.
Why Written Agreements Matter
Migration applications can take months or longer, and circumstances often change along the way. Without a written agreement, it is easy for expectations to drift. A clear document gives you something to refer back to if questions arise about what was included, what was paid and what happens next.
Registered migration agents are expected under their Code of Conduct to set out their services and fees in writing and to provide clients with the Consumer Guide. Whoever you work with, you should expect the key terms to be documented.
What a Migration Services Agreement Should Include
The parties
The full names of you and the service provider, and the name and registration number of the registered migration agent responsible for immigration advice.
Scope of services
A clear description of what will be done, such as assessing eligibility, reviewing documents, preparing and lodging the application and responding to requests from the Department. It should also say what is not included.
Fees and charges
- Professional fees, stated clearly
- Government visa application charges, listed separately
- Expected third-party costs, such as tests, assessments, translations and medicals
- The payment schedule and what each payment covers
Client responsibilities
What you need to provide, by when, and your obligation to give complete and truthful information.
Communication
How and how often you will be updated, and who your main contact is.
Refunds and cancellation
What happens if you withdraw, if the service ends the agreement, or if the visa is refused.
Complaints
How to raise a concern and how it will be handled. See how IC Australia handles complaints and resolutions.
How Refunds Usually Work
Refund terms differ between providers, so the written agreement is what matters. Common arrangements include:
- Staged fees: payments linked to milestones, with refunds possible only for stages not yet started
- Withdrawal: partial refunds depending on the work already completed
- Refusal: professional fees are often not refunded simply because a visa is refused, since the work was performed. Some providers offer specific terms, which should be in writing
- Government charges: these are paid to the Department and are generally not refunded by the Department after a decision is made
If refund terms are unclear, ask before you sign. Never rely on verbal promises.
Warning Signs in an Agreement
- No written agreement offered at all
- Fees described vaguely or as “to be confirmed”
- Government charges mixed into professional fees without explanation
- A guarantee of visa approval
- Pressure to sign immediately without time to read
- Terms that allow the provider to keep your original documents
For more warning signs, read how to spot red flags in Australian migration services.
Before You Sign: What to Do
- Read the whole agreement, not just the fee section.
- Compare it with what was discussed in your consultation.
- Ask for any unclear terms to be explained in writing.
- Check the registered agent’s details independently using the MARA verification safety checklist.
- Keep a signed copy and every receipt.
Our guide to questions to ask before you pay any fees can help you prepare, together with how to prepare for a migration consultation with IC Australia.
Agreement Checklist
- Parties and registered agent named
- Services and exclusions listed
- Professional fees and government charges separated
- Payment schedule clear
- Refund and cancellation terms written down
- Complaint process explained
- Signed copy kept
Frequently Asked Questions
Is a verbal agreement enough?
It is much safer to have a written agreement. Verbal understandings are easy to forget or dispute.
Will I get a refund if my visa is refused?
It depends on the agreement. Professional fees are often not refunded after a refusal, and government charges are generally not refunded. Check the written terms.
Can the agreement change during my application?
If your circumstances or pathway change, the agreement may need to be updated. Any changes to services or fees should be confirmed in writing.
What if the provider does not follow the agreement?
Raise it with the provider first. If the issue involves a registered migration agent and is not resolved, you can complain to the regulator. Read what a trustworthy immigration service looks like for more on good practice.
Before signing, it can also help to read Australia visa reviews – start here for a wider view of how to evaluate a provider.
Sign With Confidence
A clear migration services agreement is one of the best protections you have. To learn how to check any provider, read is IC Australia legit – how to verify, or contact us if you have questions about our terms.
