AIMA Portugal Expat: Essential Guide

Understanding AIMA: What it is and what it does

AIMA is the Portuguese government body responsible for all matters related to the legal residency of non-EU/EEA/Swiss nationals (and for EU/EEA/Swiss citizens after five years of legal residency).

If you fall into this category, AIMA controls whether you can live in Portugal long-term. Their responsibilities include:

• Issuing Residence Permits: AIMA decides who qualifies for an initial residence permit.
• Renewing Residence Permits: These permits are not permanent; AIMA approves or denies renewals (although, as detailed below, the IRN now handles most renewals).
• **Family Reunification:** AIMA processes applications for legal residents to bring their families (spouses, children, and dependent parents) to Portugal.

Essentially, if you are not a citizen of an EU/EEA country or Switzerland, and you intend to live in Portugal, you must obtain a visa to move to Portugal, and when arriving in Portugal, a residence permit, and your journey will involve AIMA, directly.

The AIMA backlog and its delay

The defining characteristic of AIMA in 2025 is the massive backlog of approximately 400,000 pending applications.

This backlog is not just a statistic; it represents hundreds of thousands of individuals facing significant delays and profound uncertainty about their legal status in Portugal. This backlog translates to:

• Extreme Wait Times: Expect to wait many months, potentially over a year, for an appointment (for initial applications or those renewals still handled by AIMA) and for your application to be processed.
• Communication Blackout: Contacting AIMA is notoriously difficult. Phone lines are perpetually busy, emails often go unanswered, and the website offers limited, and often outdated, assistance. This lack of communication exacerbates the anxiety and frustration.
• Life in Limbo: The delays and uncertainty put your life on hold, affecting your ability to work, travel, access services, and plan for the future. Many people compare the process to being in a state of legal limbo.

Why the Backlog?

Several factors contribute to this crisis:

• Portugal's Popularity: Increased immigration to Portugal has overwhelmed AIMA's capacity.
• The SEF to AIMA Transition: The 2023 transition from the previous immigration agency (SEF) to AIMA was poorly managed, creating further delays and confusion. Lost paperwork and conflicting information were common occurrences during this transition.
• Insufficient Resources: AIMA demonstrably lacks the staff, infrastructure, and efficient processes to handle the volume of applications.

AIMA's transition and the IRN

AIMA has publicly acknowledged the backlog and announced a dedicated task force with the stated goal of resolving all pending applications by June 2025.

Right now, legal documents that are expired will have an extension on their validity until June 2025.

This initiative includes plans to hire 300 new employees and open 30 new service centers across Portugal. While the announcement could signal an improvement, there's widespread skepticism based on past experiences with similar, unfulfilled promises. A "wait-and-see" attitude prevails, with many feeling that significant, systemic change is needed.

IRN's role in residence permit renewals

A significant, and often misunderstood, change is the involvement of the Instituto dos Registos e do Notariado (IRN).

Some IRNs are now handling residence permit renewals, and critically, the process for specific locations is done entirely by email. This is a vital detail often missed in official announcements.

Who can renew through the IRN (via email):

• Holders of temporary residence permits.
• Holders of permanent residence permits.

Who cannot renew through the IRN:

• Victims of human trafficking.
• Golden Visa holders (those with residency through investment).
• Potentially other specific cases—the rules are not always clear. Always confirm with official sources and check with online expat communities for the latest updates.

How to renew your permit through the IRN:

The process, while intended to be simpler, still requires meticulous attention to detail and a proactive approach.

1. Identify the Correct Location and Email Address: This step is absolutely crucial. The IRN does not use a single, central email address for renewals. Instead, each participating IRN location has its specific email address. You must find the correct email address for the IRN office that serves your area of residence.
   • Source of Information: The most reliable source for these email addresses is often other expats who have successfully completed the process. The official IRN website is not always up-to-date or straightforward to navigate in this regard. It's common practice to share updated lists of IRN locations and their corresponding email addresses in online communities.
   • Example (Subject to Change): It's impossible to provide a definitive list here, as addresses change. You must verify the correct address through online expat communities and, if possible, with the IRN directly. Do not rely on outdated information.
2. Prepare Your Documents (Digital Copies): Scan all necessary documents into a digital format, preferably PDF. Ensure the scans are clear, legible, and of high quality. It's widely reported that low-quality scans are a frequent cause of rejection, so pay close attention to this step.
   • Required Documents (Checklist—May Vary):
     • Current Residence Permit (front and back)
     • Passport (all pages, including blank pages)—It's a surprisingly common mistake to omit blank pages, leading to rejection.
     • Proof of Address (e.g., rental contract, utility bill)—must be recent, usually within the last 3 months. The address must match your registered address.
     • Proof of Financial Means (e.g., bank statements, tax returns)—requirements vary depending on your permit type; check the specific requirements for your situation and be prepared to provide ample documentation.
     • NIF (Portuguese tax number) document
     • Social Security Number (NISS) document (if applicable)
     • Other documents as specified by the IRN (check for updates in online communities)
3. Craft a Clear and Concise Email:
   • Subject Line: Be specific and include identifying information. Example: "Residence Permit Renewal—[Your Name]—[Permit Number]—[Passport Number]"
   • Body:
     • State your full name, date of birth, passport number, current residence permit number, and NIF.
     • Clearly state that you are requesting a renewal of your residence permit.
     • List all attached documents (e.g., "Attached: 1. Residence Permit (front and back), 2. Passport (all pages), ...").
     • Provide your contact information (phone number and email address).
     • Be polite and professional.
4. Attach All Documents: Ensure all required documents are attached to the email. Double-check that the attachments are the correct files and are not corrupted. It's a common mistake to accidentally attach the wrong file or an outdated version of a document.
5. Send the Email: Send the email to the correct IRN email address for your location. Triple-check the address before sending, as sending it to the wrong address can cause significant delays.
6. Follow Up (If Necessary): While the email system is intended to streamline the process, it's still wise to follow up if you don't receive a confirmation or response within a reasonable timeframe (e.g., 3-4 weeks). Send a polite follow-up email, referencing your original email (include the date and time you sent it) and requesting an update. Many have found that persistence pays off.

General Advice for IRN Email Renewals:

• Email Address Verification: The most common piece of advice is to meticulously verify the IRN email address, as these can change.
• Scan Quality: High-quality scans are essential; blurry or illegible scans are frequently cited as a reason for rejection.
• Patience: Even with the email system, processing can take a month or longer.
• Stay Informed: The process, requirements, and email addresses are subject to change, so regularly checking online expat communities for updates is crucial.
• Alternative Offices: Some have found success contacting different IRN offices if their local one is unresponsive, although this is not always possible or advisable and should be approached with caution.
• SIGA Portal: If you don't receive any news from your email, try to schedule an appointment through the SIGA portal.
• Mail: Some users report success by sending the documentation by mail.