The Swedish Migration Agency answers: What happens between the time of application and decision?
A common question the Swedish Migration Agency receives is “what happens to my application?” Why is the waiting time sometimes very long before receiving a decision and why does it differ between two similar applications? These are complex questions and there isn’t always a simple answer, but in this part of the “Swedish Migration Agency answers your questions”, we will cover these very questions.
It can be hard to wait for a decision after applying for a residence permit or Swedish citizenship, both because these are important events in life and because you do not always know what is happening behind the scenes. As different applications have different requirements and all applications are reviewed individually, it is not possible to provide a single answer that applies to everyone.
We aim to provide general information here and do not provide in-depth information about each case type. What is presented is a summary of what happens during the process and things that can have an impact on your waiting time while your application is processed. The article is mainly based on case law that applies to work permits, ties and Swedish citizenship.
Use e-service to increase your chances to receive a faster decision
Applicants can either submit an application online or on paper, and regardless of how you apply, the case is registered in the Swedish Migration Agency's system.
As a rule, applicant’s receive a faster decision when applying online. This is because the Swedish Migration Agency’s e-service provides clear instructions on how to complete the application and what information you need to submit. This makes it easier to follow instructions and submit a complete application – which leads to a shorter waiting time. However, the application method itself, online or on paper, does not affect the waiting time.
First, the application is reviewed
What happens when the application has been received differs – for work permits and citizenship applications, a so-called screening is done. This means that we do an initial review to check that the application is complete. An application is considered complete when all of the necessary documents and information are included in order for the application to be processed. For family ties applications, a screening is made first when it is time for the application to be processed.
After screening, the Swedish Migration Agency may decide to sort the case based on whether the application is complete. This is the step that has a direct impact on how long it will take for you to receive a decision. In some cases, however, the Swedish Migration Agency may still need to carry out a more in-depth investigation, even if all of the necessary documents have been included in the application.
It is important to emphasize again that we work in different ways to sort cases within the different processes – for example, sorting within the citizenship process looks different than sorting in the work permit process. However, it is always important to submit a complete application to increase the chances that you will get a faster decision.
Is your application complete?
A complete application means that you have submitted everything that the Swedish Migration Agency has requested, for example, a marriage certificate if you are married, an application for a residence permit to move to live with someone, or an employment contract if you are applying for a work permit. If an application is complete, the Swedish Migration Agency can process it more quickly, as everything needed is included from the beginning.
Different applications have different requirements, therefore, it is very important that the applicant or the person representing the applicant carefully checks the requirements that apply for the specific application. It can also make the waiting time easier, as the process is more predictable if you submit everything needed from the start.
Temporary residence permits on the grounds of close family ties
The circumstances of individual case dictate the processing time
Many people wonder if the Swedish Migration Agency processes cases in order based on when the application has been received. The short answer is no; cases are not processed in order. There are a number of different factors that affect the order in which applications are processed, but the main factor is the circumstances of the individual case. Similar cases are processed in a similar manner with approximately the same processing time. What ultimately determines the order of processing may be whether the application needs to be supplemented, whether an oral interview needs to be done or whether the application needs to be investigated for various reasons.
The Swedish Migration Agency assesses the application
People often compare their own case with those of others and mistakenly think they will get the same decision at the same time, because they think the cases are identical. But it is the Swedish Migration Agency that assesses whether, for example, an application meets the criteria, whether it needs to be supplemented or whether the information that has been submitted requires further investigation. Cases that look identical at first glance can therefore be assessed differently depending on the individual circumstances.
Some cases are prioritised
It is part of the Swedish Migration Agency's assignment to prioritise certain cases over others. This applies, for example, to cases that have been referred back to the Swedish Migration Agency from the courts, which must be given a high priority. However, it is important to note that there may still be waiting times for urgent cases, depending on how many priority cases the agency needs to process.
Cases may also be prioritised where it is a prerequisite that applicants receive a decision in time to be able to use the permit. This applies, for example, to students who have a specific start date for studies or berry pickers, artists and athletes where the permit period applies only for a limited period of time during the year.
Statistics and developments
In 2023, the processing period was the longest for those who applied for Swedish citizenship or residence permits to move to live with someone in Sweden – 495 and 401 days on average, respectively. The figures are shown in the Swedish Migration Agency's annual report for 2023.
The Swedish Migration Agency is constantly working to develop its operations and working methods in order to shorten processing times. For example, work is being done to automate more parts of the citizenship process, which will help to free up more time for processing and shorten the processing times over the long term.
The Swedish Migration Agency’s Annual Report 2023
Pdf, 9.3 MB, opens in new window. (only in Swedish)
Other authorities may affect waiting times
In the application process for Swedish citizenship, the Swedish Migration Agency relies on information and assessments from other authorities. This is due to the requirement that you have lived a law-abiding life, as the Swedish Migration Agency cannot assess this without the support of other authorities. Therefore, the processing time is partly determined by, for example, the Swedish Enforcement Authority, the Swedish Police Authority and the Swedish Security Service, which can also have long waiting times within their own operations.
Request for a decision
According to the Administrative Procedure Act, you have the right to request that a case be decided if you have been waiting for a decision for more than six months. For work permits, this number is four months. The Swedish Migration Agency receives a large number of such requests each year and has one month to decide whether the basic case can be decided or if it is too early to make a decision.
In most cases, especially when it comes to applying for Swedish citizenship, the Swedish Migration Agency cannot make decisions immediately and therefore rejects the request. If this happens, the applicant can appeal to the courts, and in the majority of cases the court decides that the Swedish Migration Agency must make a decision as soon as possible.
Given these circumstances, the request for a decision is a natural factor that has a significant impact on the Swedish Migration Agency's processing times, as it draws resources from our ordinary processing activities.
The Swedish Migration Agency will contact you if anything is missing
It is common for those awaiting a decision from the Swedish Migration Agency to contact us to ask if something is missing or if the agency is waiting for information from the applicant. It may therefore be good to know that the Swedish Migration Agency will always contacts you if more information is needed, such as answers to certain questions or a document that needs to be submitted.
However, again, it is important to emphasise that it is the applicant who is responsible for checking what is needed and that all necessary information and documentation are included – to avoid supplementation and longer processing time.
When a decision is made
When processing is complete and a decision has been made on the application, the applicant will receive an email, if the person has applied digitally. If the application was made on paper, the decision will be sent in paper form as well, either through the embassy or consulate-general as stated in the application, or at home by post if the applicant already lives in Sweden.
If the applicant have a “Min Sida” login, the person can view the decision there as well, but this does not apply to all types of cases and one must have a Swedish Bank ID to view the decision. Whether the applicant picks up the decision on My Page or not, the person will receive it by post.
Residence permit cards
If you are granted a residence permit, you will also receive a residence permit card. In order to create this card, you must be photographed and fingerprinted. Where you do this also depends on whether you live in your home country or in Sweden – either at the embassy or the Swedish Migration Agency.
A few embassies and consulates-general send out the decision and residence permit card by post. It is always best to contact the embassy or consulate-general for more information about what applies in your specific case.
If you are not satisfied with the decision
If you disagree with the Swedish Migration Agency’s decision, you usually have the right to appeal to get the decision changed. Information about this can be found in the decision document. Otherwise, you can always contact the Swedish Migration Agency to ask how to appeal.