How-to

How to keep passport, visa and BRP expiry dates in one place with reminders

Why keep expiry dates in one place

Important documents often have different dates and are kept in different places: a passport in one folder, a visa letter in an email, a card in a wallet. Some people find that gathering every date into a single record makes it easier to see the full picture at a glance.

• One list is quicker to check than several separate documents.
• A shared structure makes it easier to spot a missing or unclear entry.
• Reminders set up once can work in the background.

Many people now have an eVisa, a digital record viewed through a UKVI account, instead of or as well as a BRP (biometric residence permit). Current details are on GOV.UK, so it is worth reading them directly. This guide only describes how to record dates, whatever the document type.

What to record for each document

A simple record can be built from a few fields. One approach is to use the same fields for every item:

• Document type: for example passport, eVisa record, BRP, or another travel document.
• Holder's role: such as applicant or sponsor, rather than a name.
• Reference number: kept private or partial, for example only the last few characters.
• Issue date and expiry date: copied exactly as shown.
• Where the original is kept: for example a named folder or drawer.
• Notes: anything that helps you find or identify the item later.

Keeping full numbers out of a general-purpose list reduces what could be exposed if the list is ever seen by someone else.

Choose a simple format

The best format is usually the one that is easy to keep up to date. A few common options:

1. A table or spreadsheet. Good for seeing everything together and sorting by date.
2. A calendar. Entries on the expiry date, plus extra entries for reminders.
3. A dedicated app. The VisaKnot app includes an expiry tracker where dates are entered and shown with a clear status. Reminders are scheduled on the device at set intervals before each date.

Whichever is used, it helps to keep one master record rather than several copies that can drift apart.

Set several staged reminders

A single reminder can be missed or dismissed. Some people set a series, for example months ahead, then weeks ahead, then days ahead, so the date comes up more than once. These are organising reminders to prompt a look at the record. They are not a view on when anything should be done.

• Give each reminder a clear label saying which document it relates to.
• Check that notifications are switched on for the app or calendar being used.
• Review the reminders when a date is added, changed or removed.

For questions about what a date means for a particular case, see GOV.UK or speak to an IAA-registered adviser or SRA-regulated solicitor.

Keep the record private and accurate

A list of dates and partial references is still personal information. Some people protect it with a device passcode, avoid sharing it in group chats, and keep it separate from scans of the documents themselves. A separate guide on storing sensitive documents securely looks at this in more detail.

It also helps to check the record against the actual document, one character at a time, when an entry is first made and again whenever a document is replaced. If travel dates are also being noted, the guide on keeping a travel history record may be useful alongside this one.

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