ART Evidence Index: Organising Documents and Correcting Mistakes
Sources checked 18 September 2026
An ART evidence index helps the reader find the document that supports a point in your review. It also helps you identify missing records, inconsistent dates and different versions before they become harder to explain.
This is a practical organisation method, not an official mandatory template. Follow the directions and requirements that apply to your review.
Start with the issues, not the number of documents
List the findings you need to address from the decision record. Next to each one, identify the relevant evidence and the question it helps answer. Avoid treating every document you possess as equally useful.
Keep an issue table separate from the evidence itself. A short summary can guide the reader to a source, but it does not replace that source or establish that your interpretation is correct.
Use an index with consistent fields
| Field | What to enter |
|---|---|
| Reference | A unique label such as E01 |
| Document and source | A descriptive title and who produced it |
| Date or period | The document date and period it addresses |
| Issue addressed | The specific factual point it helps explain |
| Page or filename | Where the reader can locate it |
| Version or limitation | Translation, incomplete copy, correction or missing pages |
For example, “E04 — employer letter dated 8 August — roster during June — pages 18–19” is easier to locate than “more evidence final”. Use hypothetical labels only as a model; the actual file should reflect your documents and the Tribunal’s instructions.
Build a chronology alongside the index
A chronology places events in order; an index locates documents. Keep those functions distinct. A letter written recently may describe an earlier event, so record both dates where relevant.
Flag uncertainty openly. If an event occurred around a month rather than on a known day, do not manufacture precision. Compare the timeline with application forms, statements and the decision record before finalising it.
How to correct evidence already submitted
Tell your lawyer as soon as you discover an error. Identify the earlier document, the exact passage, the correct information and the reason for the difference. Keep the earlier version in your own record; do not quietly overwrite it and assume the Tribunal can infer what changed.
A practical correction table
| Earlier statement | Correction | Explanation and support |
|---|---|---|
| Identify the document, date and paragraph | State the accurate information clearly | Explain how the error arose and identify records that support the correction |
Distinguish a mistaken date from a new event occurring later. If you do not know why an error occurred, say so rather than assigning blame or inventing an explanation. More serious concerns about false documents or incorrect information need individual legal advice.
Keep a record of what the Tribunal receives
The ART’s after-applying guidance explains how to manage a case and provide material. Follow the submission method and directions for your matter. Save your submitted files, covering note and available acknowledgement together.
Before submitting, check that attachments open, pages are readable and the index references the final filenames. If an upload or delivery fails, preserve the error and seek help promptly. A file in your working folder is not proof of receipt.
Common organisation problems to avoid
- Multiple files called “final” without version dates.
- Statements referring to attachments that are absent.
- Duplicate documents with different page numbering.
- Translations separated from the document they translate.
- A chronology presenting assumptions as established facts.
Keep unedited source records. Where privacy, safety or redaction concerns arise, discuss them with your adviser rather than altering a record in a way that changes its meaning.
Frequently asked questions
Does a good index guarantee a successful review?
No. Organisation helps explain the evidence; it does not cure a missing legal requirement or decide what weight the Tribunal gives a document.
Can I wait until a hearing to explain an error?
Raise it promptly with your lawyer and follow the case directions. Do not assume there will be an oral hearing or that material can be supplied at any time.
Discuss your file with Emigrate Lawyers
Our ART review team can review your decision, evidence and next steps. Contact Emigrate Lawyers with your existing documents and any current deadline so we can discuss advice specific to your circumstances.
Disclaimer
This article provides general information only and is not legal advice. Australian migration law, policy and procedures can change, and your options depend on your individual circumstances. Do not rely on this article to calculate a deadline or determine your eligibility. Obtain advice from a qualified Australian legal practitioner about your situation. Reading this article does not create a solicitor–client relationship with Emigrate Lawyers.
Madhab Kharel
Principal Lawyer & Director, Emigrate Lawyers
Madhab Kharel is the Principal Lawyer and Director of Emigrate Lawyers, an Australian law firm assisting clients across Australia and internationally. His migration law practice includes Partner Visas, Protection Visas, visa refusals and cancellations, Administrative Review Tribunal matters, health and character issues, Schedule 3, Section 48, sponsorship limitations and employer-sponsored migration. He regularly advises clients with complex immigration histories and matters requiring detailed legal submissions and evidence strategy.
Reviewed by Madhab Kharel, Principal Lawyer
Date reviewed: 18 September 2026
