Quick answer
Send one tidy folder of PDFs: a one-page summary first, then identity, entity, tax, bank statements, debts and security, each file named so the contents are obvious without opening it. Scan full documents, not cropped photos; keep one document per file; and run a ten-point check before sending. A well-labelled pack is read faster and queried less.
Key points
- Number your files so they open in the order an assessor reads them.
- PDFs of complete documents beat phone photos every time.
- Name each file for what it is, not for when you saved it.
- A ten-point pre-send check catches the common slip-ups.
- Format
- PDF, one document per file
- Naming
- Number, then document, then date
- Time to assemble
- 30 to 60 minutes
Why does packaging matter?
Because the reader’s time is the scarcest thing on the file. An assessor opening a pack named “scan0023.jpg, IMG_4412.heic, Document (3).pdf” has to open each file to learn what it is. Opening twenty of them costs minutes that add up to a slower start, and every file that turns out to be unreadable is a request waiting to happen.
business.gov.au suggests compiling your documents into a professional-looking report. You do not need design skill for that. You need names, order and a clean format.
How should I name the files?
Use a three-part pattern: number, document, date or period. Numbers make the files sort in the order they should be read.
| File name | Contents |
|---|---|
| 00-Summary.pdf | Your one-page business summary |
| 01-ID-Smith-J.pdf | Photo ID, front and back |
| 02-ABN-and-entity-details.pdf | ABN Lookup printout; ASIC extract for companies |
| 03-Tax-return-2025.pdf | Latest lodged return and notice of assessment |
| 04-BAS-lodged-Jul-Sep-2026.pdf | One file per BAS, or combined by quarter |
| 05-Bank-business-Sep-2026.pdf | One file per account per month |
| 06-ATO-account-2026-10.pdf | Account position, with the date in the name |
| 07-Debts-schedule.pdf | Your list of existing commitments |
| 08-Security-title-search.pdf | Property documents, if relevant |
Avoid spaces in some systems; hyphens are safest. Use the same pattern every time.
What format works best?
PDF, one document per file. A few specifics:
- Whole documents. If a statement is four pages, send all four. Pages missing from the middle are one of the most common reasons for a file to be returned.
- Flat and readable. Use a scanning app, not the camera, and check the text is sharp when you zoom.
- No screenshots of apps when a downloadable PDF is available. Screenshots can be cropped and are harder to verify.
- Downloads from source. Statements and ATO records downloaded directly are best. The ATO’s online services for business lets users download account transactions as CSV or HTML, which you can print to PDF.
What is the ten-point check before I send?
Run through these in order. It takes five minutes and prevents most return requests.
- Does every file open on a different device?
- Is every page of every document present?
- Do the names on ID, ABN, ASIC and statements match exactly?
- Is every statement within the date range asked for, with no gaps?
- Are there any large deposits or transfers I should explain in the summary?
- Do the BAS totals roughly match the bank deposits?
- Is the ATO account position dated within the last week or so?
- Is each registered owner or director represented?
- Is there anything in the folder I would not want read? Remove it if it is not part of the pack.
- Is my phone number in the email, and is it one I answer?
Illustrative example. A florist sends a pack on a Friday afternoon: 14 files, all numbered, summary first. The assessor spots in a minute that the August statement is missing a page, and asks for it by email that evening. Because the pack is tidy, the query is a one-liner and not a long hunt.
How do I send it safely?
Use the channel your specialist nominates. They will say what works: a secure upload link, an email address, or an in-house portal. Do not post identity documents into public chat apps. If you are unsure, ask before you send, and send a short covering note listing what is attached.
What should I do after sending?
Keep a copy of exactly what you sent, in a folder labelled with the date. If anything changes while the file is open, such as a new account or a new debt, tell the specialist rather than quietly sending a revised file. The page on what stalls a file explains why undisclosed changes are costly, and the first 24 hours after lodging tells you what to expect.
What do I do about sensitive details in the pack?
An application pack contains identity documents, account numbers and tax details. Treat it accordingly. Send it only to the person who asked for it, through the route they nominate. Do not post identity documents to public channels or shared drives with open links. If a document contains information that is not relevant, such as a personal account line unrelated to the business, you can mention it in the covering note, but do not edit the document itself.
When the file is settled, keep your own copy in your records folder and delete duplicate copies sitting in downloads, email attachments and messaging apps. That is housekeeping, but it also reduces the number of places where your identity documents live.
What about a shared folder instead of email attachments?
A single secure link can be tidier than a string of emails, provided the recipient asks for it. Name the folder with the date, put the files in numbered order and check the link works from a different device before sending. Remove access when the process finishes. If your specialist prefers attachments, follow their lead; the format matters less than the order and completeness of the contents.
Ready to lodge?
Your pack is in shape, so the next thing is the short form. Lodge your free enquiry: about a minute, no documents needed at this point, no credit check at this stage, and a single person reading what you write.
Give accurate details on the form (amount, purpose, state, structure and any property), because that is what lets the first call be useful. When the specialist then asks for documents, your numbered folder is ready to send, and the assessor receives a file that is simple to read.
Frequently asked questions
Phone photos or scans?
Scans, using a scanning app that produces a flat, cropped PDF. Photos taken at an angle or with shadows are slow to read and sometimes impossible to verify.
Should I password-protect files?
Only if you tell the recipient the password through a different channel. For most packs, sending through the channel your specialist nominates is safer than adding a password nobody has.
How big can files be?
Keep each below about 10 MB and the whole pack in a few attachments or a shared link. If a statement PDF is huge, download it again from your bank at a lower resolution.
What if some documents contain other people's details?
Send what is needed for the file. If a statement lists unrelated personal transactions, you can mention that when you send it. Do not edit statements to remove lines, because altered documents cannot be relied on.
How long do I need to keep the originals?
The ATO says most business records must be kept for 5 years, and ASIC requires companies to keep records for 7 years. Keep your originals and send copies.