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Ikamet OS Docs

SOP — Document Review

Trigger

A new document appears in the customer workspace with status PENDING, or a task is created to review uploaded documents.

Review checklist

Passport

  • Document type is clearly “PASSPORT” (not national ID unless specifically required)
  • Passport has not expired
  • Validity extends at least 6 months beyond the intended permit/service end date
  • Name matches exactly what the customer entered in their profile
  • All biographical data page is visible and readable
  • No significant damage or alterations visible
  • For permit applications: will the passport remain valid for the full permit period?

Biometric photos

  • Recent (within 6 months)
  • White background
  • Face clearly visible, front-facing, no sunglasses
  • Meets Turkish government photo requirements (34mm × 45mm format)

Rental contract / accommodation proof

  • Notarized by a Turkish notary (for permit applications)
  • Covers the requested permit period
  • Address matches what will be used on the permit application
  • Landlord signature present
  • Not older than 3 months (for recent permits)

Health insurance

  • Issued by a Turkish insurer (or SGK-approved foreign insurer)
  • Coverage dates include the full permit period
  • Name on policy matches passport exactly
  • Policy covers inpatient hospitalization (minimum threshold met)
  • Policy number is valid and document is not a template/sample

Bank statement

  • Issued within the last 30 days
  • Shows sufficient balance (verify current minimum threshold)
  • Account is in the customer’s name
  • Statement is from an international bank or a Turkish bank — not a screenshot or informal document

Work permit: Diploma / qualification

  • Original or certified copy
  • Apostilled (for use in Türkiye — from the country of issue)
  • Translated by a sworn translator (yeminli tercüman) into Turkish
  • Translation is notarized
  • Institution name and degree are clearly stated

Citizenship: Title deed (tapu)

  • Official Land Registry document
  • In the applicant’s name
  • “Not to be sold for 3 years” annotation present (citizenship track)
  • DASK insurance issued in buyer’s name
  • Valuation report matches or exceeds the investment threshold

Accepting a document

Mark the document as VERIFIED in the Documents tab. This writes a timeline event automatically.

Rejecting a document

  1. Select REJECTED status
  2. Write a clear, specific rejection reason in the notes field
    • Bad: “Photo not acceptable”
    • Good: “Biometric photo has a coloured background — must be white. Please resubmit with a plain white background.”
  3. The system will write a DOCUMENT_REJECTED timeline event
  4. Send a WhatsApp to the customer with the same specific reason and instructions for resubmission
  5. Create a follow-up task: “Check [Name] — passport resubmission” due in 3 business days

Common rejection reasons (with customer-friendly language)

IssueWhat to say
Photo background not white”Your photo must have a plain white background. Please take a new photo against a white wall or at a photo studio.”
Rental contract not notarized”Your rental contract needs to be notarized by a Turkish notary. Your landlord will need to accompany you to the notary.”
Passport expires too soon”Your passport expires on [date], but we need it to be valid until at least [date+6 months]. Please renew your passport first.”
Insurance dates don’t match”Your insurance policy covers until [date], but your permit will need coverage until [date]. Please purchase an extended policy.”
Translation missing”This document needs to be translated into Turkish by a sworn translator (yeminli tercüman) and notarized.”