How to Gather Supporting Documents for USCIS Visa Petitions

When you’re applying for a U.S. visa or Green Card, knowing which documents to include (and how to organize them) can make or break your USCIS application. This evidence is the backbone of your petition, but how do you know which documents to gather or how to verify them in a complex process? This guide lays out the basics to help you gather supporting documents with confidence.

Let’s break down how to take the guesswork out of document collection, how to avoid the most common mistakes, and how Ellis can make the process easier so you can submit a complete and accurate application.

Understanding Government Supporting Document Requirements

When you apply for a U.S. visa or immigration benefit, USCIS needs evidence that everything in your application is true and complete. These pieces of evidence, called supporting documents, help confirm who you are, that you qualify for what you’re requesting, and that you meet all legal requirements. Think of them as the evidence that backs up your story so your application can be reviewed without delays.

Supporting documents usually fall into three categories:

Identity (who you are): Identity documents confirm your name, date of birth, and nationality through passports, birth certificates, and photo IDs.
Eligibility (how you qualify): To verify that you meet visa qualifications—like education, work experience, or family relationship—using diplomas, employment letters, or prior immigration records. For example, an H-1B visa needs proof of a bachelor's degree or higher, typically provided through transcripts or university diplomas.
Financial support (how you’ll support yourself): Financial support documents show that you or your sponsor have the means to support your stay in the U.S. without relying on financial assistance from the U.S. government.

For employment-based visas, the employer needs to prove their capacity to pay the offered wage via tax returns, payroll records, or annual reports.
For family-based visas, the petitioner must submit an I-864 with pay stubs, tax returns, and W-2s.

The exact documents required for each category depend on the type of visa application. Meeting the specific documentation requirements for your visa category is important, incomplete evidence can lead to processing delays, Request for Evidence (RFE), or even denial.

Types of Supporting Documents Needed for USCIS Applications

Preparing a successful USCIS petition requires accurate and well-organized supporting documents.

Key things to look out for:

Avoid errors by double-checking that names, dates, and personal information are consistent across all documents.
If you submit any documents in a foreign language, also attach a certified English-translated version that meets the Department of State’s guidance, including a signature from the translator verifying accuracy.
Label every document clearly to avoid misunderstandings, and include notarized copies of credentials where possible to support credibility.

Here are some supporting documents across forms and advice on how to avoid common errors:

Identification Documents

Document	Tips for Avoiding Common Errors
Passport	Ensure your passport is valid for at least six months beyond your intended stay. Include clear copies of the photo and biographical pages. If you have renewed passports, include both the current and previous versions showing travel stamps.
National ID Card	Provide a copy of both sides of your ID.Include a certified translation if it’s not in English. Confirm the ID matches the full legal name on your passport.
Birth Certificate	Submit a certified copy showing both parents’ names. Include a certified translation if not in English. If a birth certificate is unavailable, obtain an official record of non-availability plus secondary evidence (school or medical records).
Government-Issued Photo ID (e.g., Driver’s License)	Use as secondary proof of identity or residence. Confirm the address is current or include a recent utility bill as proof.

Prior U.S. Immigration Records

Document	Tips for Avoiding Common Errors
Visa Stamps	Include copies of all U.S. visa stamps in your current and previous passports. These help verify your travel and immigration history.
I-94 Arrival/Departure Record	Download the most recent I-94 from CBP. Check that your admission class, entry date, and expiration date are correct.
Form I-797 Approval Notices	Include all relevant approval or receipt notices (e.g., H-1B, L-1, OPT). These confirm prior or ongoing immigration benefits.
Employment Authorization Document (EAD)	Provide front and back copies of your EAD. Ensure the card is unexpired and the category matches your authorization.

Educational and Professional Records

You may need to provide verified transcripts, final degree certificates, professional licenses, and employment offer letters depending on your visa category.

Document	Tips for Avoiding Common Errors
Diplomas and Transcripts	Request official or sealed copies from your school. Verify your name, degree, and graduation date. For non-U.S. degrees, include a credential evaluation.
Professional Licenses or Certifications	Include copies of active licenses showing your name, license number, and expiration date. Attach verification letters if needed.
Resume or CV	Ensure your resume is up to date with accurate job titles and employment dates. Make sure it aligns with all information in your petition and prior filings.
Employment Verification Letters	Request letters on company letterhead. Include job title, dates of employment, and a short description of duties. These are often required for employment-based petitions.

Personal Documents

Document	Tips for Avoiding Common Errors
Marriage Certificate or Divorce Decree	Provide a certified copy, plus a translation if needed. Check that names and dates match your other documents.
Dependents’ Birth Certificates	Submit certified copies showing parental relationships. Include translations if not in English.
Financial Documents (Tax Returns, Bank Statements, Sponsorship Letters)	Provide recent and complete records (often 6–12 months). Ensure the information supports eligibility for sponsorship or financial stability.
Police Clearance or Background Check	Obtain the clearance from the appropriate local authority. If you’ve lived in multiple countries, check USCIS guidance for each location.

Take time to organize, label, and double-check all your documents before submitting your petition. Doing this upfront reduces delays, avoids RFEs, and improves your chances of approval.

How to Organize Your Supporting Documents

Make it easier for both you and USCIS to review and verify documents with clear organization.

Here are some tips on how to collect and arrange your supporting documents:

Use official checklists: USCIS document checklists outline the supporting evidence that an applicant needs to submit for different visa categories. For example, applicants can use the I-485 checklist to tick off documents once they’re ready, ensuring completeness when sending a petition.
Create digital copies: Scan all paper documents and store them in a digital folder for future reference and to have backups. Online versions of documents also make sharing files with legal teams much easier.
Label your folders: Group documents by type or purpose (i.e., identity records or employment proof) and clearly label the physical and digital folders. Include a summary of the specific documents each folder contains. A consistent system helps legal teams review documents more rapidly and locate the specific papers they need for different petitions.
Check for consistency before sending: Small errors in numbers or dates, or even minor inconsistency across documents, can cause USCIS to ask for more information, introducing processing delays.
Keep copies: Even after submitting, keep all digital files. Having the documents ready to go will expedite the process if you need to respond to RFEs, petition for a different visa category in the future, or renew your current visa.

A consistent ordering system is the best way to mitigate any possible points of friction in the application process, making it easy for a USCIS agent to review your case and comb through the necessary files.

Preparing Your Application Packet for Mailing

Submitting a petition to USCIS is a complicated process. Due to this, many applicants don’t handle the mailing process themselves. Instead, they work with a law firm that oversees their application and takes responsibility for delivering their documents.

Ellis manages the entire process of preparing and submitting a visa application — guiding applicants through the process of collecting documents, organizing everything into a readable and structured format, and mailing the petition packet directly to USCIS. Working with a law firm that has extensive experience with preparing successful visa petitions helps reduce risk for both employers and employees.

When preparing applications for mailing, law firms:

Check that forms and supporting documents are in the right order.
Ensure everything is clearly labeled and double-checked for accuracy.
Verify that petition packets are sent to the correct service center or USCIS lockbox, with traceable delivery.

Employers and employees should provide their law firm with documents that are complete and accurate, allowing the firm to prepare an application packet that meets all USCIS requirements.

Tracking and Following up on Your Application

When an applicant submits their application, USCIS generates a 13-character receipt number. This number is stored on myUSCIS online accounts as well as on any Notice of Action (I-797) form sent to the applicant.

Applicants can follow their petition via the Case Status Online page by entering their receipt number.

Ellis closely monitors active applications for employers, delivering updates and notifying applicants on any progress USCIS has conferred.

Confidently Submit USCIS Petitions With Ellis

A well-documented, clear, and accurate visa petition requires attention to detail — but it’s essential for smoother processing. It helps avoid RFEs, which can significantly add to your visa processing timeline.

Ellis supports employers with their visa applications for international talent. It provides help with immigration paperwork and secure packet submission, improving the likelihood of a timely approval. Ellis also monitors application status in real time, which means faster responses to any issues.

Ready to take the stress out of your immigration paperwork? Ellis helps companies and global talent keep USCIS applications complete and on track. Reach out to Ellis today.