This case study is for digital nomads who get paid or work with clients via freelance platforms. Samantha was among the first to apply for a digital nomad visa at the end of 2022, back when the requirements were still being fine-tuned. Samantha, based in the UK, worked remotely for a Latvian company and received payments through the freelance platform EasyStaff.
If you’re in a similar situation—getting paid or working through a third-party platform and planning to apply for a digital nomad visa—this case study will guide you through the process, using Samantha’s experience as an example. At the end, we’ll provide practical advice on how to fill out your documents to avoid complications.
Applying for the Digital Nomad Visa: Key Details
Samantha lived in the UK and worked for a Latvian company, receiving payments through EasyStaff. Her client, a Latvian bank, would transfer money to the platform, which then sent it to one UK bank, from where it would be deposited into Samantha’s account at another bank.
Challenges During Samantha’s Application Process
One of the mandatory requirements for a digital nomad visa is providing proof of income for the last three months. However, Samantha refused to submit a bank statement. She explained that due to the complex payment scheme, the statement didn’t clearly show where the payments were coming from. The statement only indicated a transfer from a UK bank, with no direct link to her services. Instead, Samantha opted to submit payment screenshots from EasyStaff.
Unfortunately, despite our advice about potential risks, Samantha stuck with her decision. We submitted a letter from her Latvian employer and payment screenshots from EasyStaff. Naturally, the immigration authorities had valid concerns about the source of her income and whether she had enough funds to qualify for the visa.
Additional Document Requests and the Refusal
After submitting the documents, Samantha received an additional request from immigration authorities, which is common and can happen for various reasons. In this case, they requested a bank statement, which she had not provided.
The immigration office also wanted proof of the working relationship between Samantha and EasyStaff, mistakenly assuming the platform was her second employer. We had originally submitted information about her Latvian employer, but the lack of clear documentation had caused confusion. They also asked Samantha to show additional funds in her account—something usually required when the applicant is moving alone without family. This request likely stemmed from the absence of a proper bank statement.
Samantha had already transferred most of her funds out of the UK, leaving very little in her account. Unfortunately, she couldn’t show sufficient remaining funds in another form. However, we still had to respond to the request, so we submitted the small balance she had.
In the end, we received a refusal for the visa and immediately filed an appeal. Samantha agreed to provide a bank statement for the last three months, showing her income and matching it with the invoices she had submitted.
The Appeal Process: Clarifying Samantha’s Payments
After the refusal, Samantha allowed us to prepare her documents using the bank statement this time. It’s important to always present new documents when appealing. Gather additional statements and evidence to clearly show your case and support the facts.
For Samantha, we needed to demonstrate her steady monthly income using the bank statement and explain how she received payments through EasyStaff. Since the statement alone didn’t clarify the source of the funds, we wrote a detailed letter explaining the payment process.
We also requested a new letter from Samantha’s Latvian employer, which is not strictly regulated and can be written in any format. In this letter, we asked them to specify not only the usual details but also to explain why EasyStaff was used for payments and what percentage EasyStaff retained when transferring funds.
In the appeal letter, we described in detail how Samantha worked with her client and received payments via EasyStaff, attaching supporting documents for each step.
Samantha’s Letter and Documents for the Appeal
Below is an excerpt from Samantha’s detailed appeal letter, which could serve as a template for anyone in a similar situation:
“I, XXX Samantha, receive tasks on the freelance platform EasyStaff and review the terms and conditions of each assignment, including the compensation amount. Once I accept the terms, I commit to completing the work. After finishing a task, I, as the Contractor, submit it for review, after which the Client confirms that the work is completed correctly and accepts it.
Then, I receive an email notification from EasyStaff stating that payment will be credited to my personal account within one business day, with the platform deducting a commission of X% from the total compensation (the exact amount depends on the euro-to-pound conversion rate at the time).
Document: We attached a letter from the employer explaining how payments and work are processed via EasyStaff.
Once the task is completed, I submit it to the Client for review. The Client, XXX (company name), then receives a notification in their EasyStaff account to confirm the task’s completion.
Document: We attached screenshots of the Client’s EasyStaff account for August, September, and October, showing confirmed tasks.
Afterward, the Client deposits the payment into EasyStaff, from where the platform deducts its commission and transfers the remaining funds.
Document: We provided the Latvian company’s bank statements for the necessary three months, showing the payments used to cover the services.
I receive confirmation in my EasyStaff account that the Client has accepted the task, and the money will be credited to my account within one business day. Additionally, my bank statements show receipts for payments in August, totalling XXXXXX pounds, in September, totalling XXXXXX pounds, and in October, totalling XXXXXX pounds.
Document: We attached Samantha’s payment receipts and bank statements for the last three months.
EasyStaff also has a step-by-step guide on how Clients should process payments to the UK, outlining the entire procedure.
Document: We included EasyStaff’s payment processing guide.
“According to the Joint Directive of the Director General for Overseas Spaniards and Consular Affairs and the Director General for Migration regarding the practical aspects of applying Law 14/2013 of September 27 on supporting entrepreneurs and their internationalisation, for visa and residency applications for remote workers, any form of proof of income is acceptable, as stated in Instruction Three, Section 2: “Any means of evidence may be used to accredit the mentioned amounts, and each case will be individually analysed.”
In light of the above, we kindly request that you consider this appeal and the attached documents, acknowledge that the appeal was submitted within the appropriate time frame and format, and reassess the submitted documents and facts favourably. Ultimately, we ask that the refusal of the digital nomad visa be overturned, and the requested residence permit be granted.
What Happened Next in Samantha’s Case
We received a response from the Consulate, stating that the appeal was partially successful: the refusal was annulled, and Samantha’s case would be re-examined as part of the standard process.
Pay attention to the timeline: we submitted the appeal on 19 January, and on 11 June, Samantha was granted the residence permit—backdated to 19 January. Appeals always take time, and in this case, it took six months, but the visa was granted from the date of the appeal’s submission.
In the end, Samantha received her visa and is now enjoying her life in Spain. She now knows that it’s essential to submit all the required documents from the beginning.
Advice for Freelancers Applying for a Digital Nomad Visa
If your situation is similar to Samantha’s, we strongly recommend submitting your bank statement right away, even if it doesn’t clearly show where the payments are coming from. In that case, you’ll need to provide a thorough explanation:
- Detail how you work with your clients.
- Describe the process of working with a third-party platform.
- In the employer’s letter, clearly explain everything about the platform’s involvement and how the work is paid for.
If, like Samantha, you think you may not have enough documents or they might not be convincing enough, contact us! A migration expert will review your case and assess the risks during a free consultation.