Quick Summary: USCIS Paper Filing Recommendations
| Question | Answer |
|---|---|
| Where do these recommendations come from? | Official USCIS guidance on paper filings to avoid scanning delays |
| Why does USCIS have these rules? | USCIS is digitizing records and scans all paper submissions into its electronic database |
| Can I staple or hole-punch documents? | No, this disrupts the scanning process |
| Can I submit photos smaller than 4×6 inches? | No, provide copies at an appropriate size instead (except required passport photos) |
| Can I submit original documents? | Generally no, only submit originals when the filing instructions explicitly require them |
| Can I print the form on colored paper? | No, use standard white paper only |
| Should I submit multiple copies of the same document? | No, submit only one copy unless specifically requested |
When Are Original Documents Required?
USCIS generally does not require original documents and recommends submitting copies. Original documents such as birth certificates, marriage certificates, driver’s licenses, passports and naturalization certificates should only be submitted when:
| Condition | Details |
|---|---|
| The filing instructions explicitly require originals | The specific form’s filing instructions state that originals must be submitted |
| USCIS issues a specific separate request for originals | For example, in a Request for Evidence (RFE) that specifically asks for originals |
Submitting copies in all other cases is appropriate. If USCIS later needs an original, they will make a specific request. Submitting originals unnecessarily risks losing important permanent documents.
Are you considering filing a petition or application for a U.S. visa or immigration benefit? These tips may help.
The United States Citizenship and Immigration Services (“USCIS”) updated its website with Recommendations for Paper Filings to Avoid Scanning Delays. Published on November 16, 2022, these filing tips are very useful for anyone seeking a visa or immigration benefit. The recommendations state:
“As we move toward an increasing electronic environment, we now scan and upload many documents into electronic database systems. To avoid delays and improve scanning efficiency, we recommend that you do not:
- Hole punch, staple, paper clip, binder clip, or otherwise attach documents to one another.
- Include photos or documents smaller than 4×6 inches for evidentiary purposes. Provide photocopies of these items instead. The only exception is when we request a passport photo with the filing.
- Include anything that contains electronic chips and batteries (such as musical greeting cards) or any non-paper materials such as cassette tapes, CD-ROMs, DVDs, toys, action figures, or thumb drives. We will not accept these types of materials. However, we will accept photographs or photocopies of these items.
- Submit forms or evidence documents bound with a binding or spiral wire/plastic.
- Submit evidence using photo albums, scrapbooks, binders, or greeting cards.
- Fold documents.
- Place sticky notes on documents.
- Use insertable tab dividers.
- Print forms on colored paper.
- Submit more than one copy of the same document or evidence unless required by the form instructions or regulations. If you are required to submit a copy of a complete prior application, petition, or request, clearly mark it as a “COPY” at the top of each page to ensure it is processed as intended.
- Send original documents such as birth certificates, marriage certificates, driver’s licenses, passports, naturalization certificates, except when:
- Required by the form instructions for the application, petition, or request you are filing; or
- We specifically issue a request for you to submit an original document.
Avoiding these activities will improve our efficiency as we process your application, petition, or request.”
Many U.S. immigration benefits can be self-filed by the person seeking the benefit for themselves or a family member and these recommendations should be helpful. Of course, Enterline and Partners is available to help anyone that would like to have professional, experienced assistance in the process. Importantly, some benefits can be complex and the petitioner or applicant will benefit from a lawyer’s help in the preparation and processing of the information, documentation and forms required.
Frequently Asked Questions
Why does USCIS have specific recommendations about how paper filings are physically prepared?
USCIS is progressively digitizing its record-keeping systems. Paper petitions and applications submitted by mail are scanned and uploaded to an electronic database before USCIS staff review them. Actions such as stapling, hole-punching, folding documents, or submitting materials in binders or albums significantly slow or disrupt the scanning process, which causes delays in the review of your specific petition.
Can I submit original documents such as a birth certificate or passport to USCIS?
Generally not unless specifically required. USCIS recommends submitting copies of civil documents including birth certificates, marriage certificates, passports and naturalization certificates. Only submit originals when the specific filing instructions explicitly require it, or when USCIS sends a separate request for original documents. Submitting originals unnecessarily carries the risk of permanently losing important identity documents.
Can I include photos or additional visual evidence in my petition? Are there size requirements?
Yes, you may include photos as supporting evidence, but do not submit any photos smaller than 4×6 inches except for required passport-size photos submitted with the application. If you have photos in a smaller format, provide printed copies at an appropriate larger size. Do not place photos in albums, scrapbooks or plastic sleeves. Print digital screenshots or small images on standard letter-size paper so they can be scanned clearly.
If I need to submit a copy of a previously filed application, is there anything special I need to do?
Yes. If you are instructed to submit a copy of a previously filed application or complete petition package, clearly mark “COPY” at the top of every page. This identifies the material as a reference copy for a specific purpose rather than a new initial filing, and ensures it is processed correctly by USCIS.
Beyond the physical formatting tips, what else is important when filing a paper petition with USCIS?
Several other points are critical: always use the current edition of each form because USCIS will reject petitions filed on outdated editions; verify the correct lockbox or filing address for your specific form type before mailing because addresses change; confirm you are enclosing the correct filing fee per the current USCIS fee schedule; and retain a complete copy of everything you submit because USCIS does not return submitted evidence.
If you want to find out how we can help you, contact us info@enterlinepartners.com and speak with a U.S. immigration lawyer in Ho Chi Minh City, Manila and Taipei.
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Copyright 2022. This article is for information purposes only and does not constitute legal advice. This article may be changed with or without notice. The opinions expressed in this article are those of Enterline and Partners only.
