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Preparing for Your U.S. Non-Immigrant Visa Interview in 2025

3 min read
Written by Ali Ramezanzadeh

For companies sponsoring foreign talent under non-immigrant work visas (such as the H-1B, O-1, L-1, or E-2), the consular interview is a critical step in securing employee mobility. While the interview is conducted with the applicant, your HR or legal team plays a key role in ensuring the candidate is thoroughly prepared—minimizing risk, delays, and denials.

This guide outlines what U.S. employers need to know to help international hires prepare for their visa interviews in 2025: from required documentation to interview logistics and post-interview next steps.

Step 1: Ensure Candidates Have All Required Documents

To avoid processing issues or last-minute disruptions, your employee should arrive at the consulate with the following:

  • DS-160 Confirmation Page
    Ensure the candidate has completed Form DS-160 accurately and printed the confirmation page with the barcode.
  • Interview Appointment Confirmation
    The appointment letter confirming the consular interview date and time.
  • Valid Passport
    The passport must be valid for at least six months beyond the intended U.S. stay. Each applicant (including dependents) must present their own passport.
  • Visa-Compliant Photographs
    Two recent passport-size photos, meeting the specific dimensions and background requirements set by the local U.S. Embassy or Consulate.
  • Supporting Documentation
    • Copy of the approved Form I-797 (Notice of Approval)
    • Employment verification letter from your company outlining job title, duties, salary, and location
    • Educational documents, pay stubs, or prior visas (as relevant)
    • Any supporting documents uploaded to the Consular Electronic Application Center (CEAC)
  • Certified Translations
    Any non-English documents must be accompanied by certified translations.

Tip: Provide your employees with a document checklist and review their packet before the interview. If you work with immigration counsel, request a pre-interview readiness check.

Step 2: Understand Who Must Attend the Interview

Most principal applicants must appear in person for their visa interview. For derivative dependents (spouses and children), requirements vary by consulate:

  • Spouse and children age 14 and up usually must attend
  • Children under 14 may be exempt, depending on the location

If dependents are entering the U.S. at a later date, separate interviews may need to be scheduled. Encourage employees to plan ahead to avoid delays in family relocation.

Step 3: Missed Interview Protocol

If your employee cannot attend the scheduled interview (due to illness, emergency, or travel disruption), rescheduling must be handled proactively. No-shows can result in:

  • Termination of the visa case
  • Cancellation of the I-129 petition
  • Forfeiture of visa fees

HR teams should coordinate closely with immigration counsel and the employee to notify the consulate in advance and secure a new appointment.

What Happens During the Visa Interview

The interview is typically brief but decisive. The consular officer will evaluate both the petition and the employee’s responses to determine eligibility.

Typical questions include:

  • Details about your company and its industry
  • The employee’s role, title, responsibilities, and qualifications
  • Job location and U.S. office address
  • Prior U.S. visa history or past entries
  • Ties to the employee’s home country (if relevant)

Reminder to Employers: Prepare the employee to answer clearly, truthfully, and confidently. Avoid coaching on specific answers, but provide context on how to describe your company’s operations and their role.

After the Interview: What to Expect

If the visa is approved:

  • The consulate will inform the applicant of the passport pickup or delivery process.
  • Passport and visa are typically returned within a few business days.
  • The employee can then make travel arrangements and begin onboarding.

If the visa is denied:

  • The consular officer will issue a denial notice with the reason cited (e.g., lack of documentation, ties to home country, prior violations).
  • In some cases, the employee may be allowed to submit additional documents to overcome the denial.

Employers should work with immigration counsel immediately if a denial occurs to assess risk exposure, compliance implications, and alternative strategies.

Employer Takeaways

  • Proactively support visa-bound employees with document checklists, pre-interview prep, and consulate-specific guidance
  • Ensure employment letters are detailed, accurate, and consistent with the filed petition
  • Be available for urgent questions leading up to the interview
  • Maintain open communication with your legal provider for any complications that arise

Need Assistance Preparing Sponsored Employees for Visa Interviews?

Ellis works directly with HR teams and in-house legal departments to help global hires navigate the U.S. visa process with clarity and confidence. From document review to mock interview preparation, we provide end-to-end support to ensure your workforce stays mobile and compliant.

Book a consultation today to streamline your global mobility program.

Disclaimer: The information provided here is intended as a general guide for filling out the Form DS-160 and preparing for the visa interview. However, visa requirements and processes can vary based on individual circumstances. It is always advisable to consult with a qualified immigration attorney or legal counsel for personalized guidance and to ensure compliance with the latest regulations and requirements specific to your situation.

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