How to Prepare a Case for Filing with USCIS: Key Tips from Lockbox Tours
Preparing a case for filing with USCIS can be a meticulous process, but following best practices can reduce the risk of rejection and streamline the process. Cases are scanned into the system so that officers can access them remotely. Therefore, it is critical to keep in mind that your case will be viewed from a scanned version. The information below has been gathered by the American Immigration Lawyers Association during a tour at the USCIS Lockbox facility.
1. Delivery Methods and Timing
Approved Couriers Only: Use vetted delivery services such as USPS, UPS, FedEx, or DHL. Other couriers will not be accepted.
Weekend Deliveries: While deliveries are accepted seven days a week, items received on weekends may be backdated to the prior business day. Avoid relying on this for time-sensitive filings.
Proper Addressing: Ensure the correct address and notations are on the envelope or box to avoid misrouting.
2. Payment Guidelines
No Cash Payments: Cash can delay processing as it requires additional steps to convert into a check.
Check Details: Include the applicant’s name, form type, and A-number (if applicable) on the check. Attach checks to the front of the application packet or individual forms for easy access.
Separate Payments: Filing fees for different forms should be paid separately. Avoid mixing payment methods (e.g., check and credit card), as this will lead to rejection.
3. Packaging and Presentation
Fastener-Free: Avoid using tape, staples, or metal prongs. Opt for rubber bands, paper clips, or binder clips.
Uniform Paper Size and Weight: Use 8.5”x11” paper of the same weight to ensure smooth scanning.
Avoid Highlighting: Highlighted text may not scan properly and could redact important information. Mark important details on the side instead.
No Two-Hole Punches: These can interfere with the scanning process.
No Double-Sided Printouts. Avoid double-sided printouts.
Black and White Prints: USCIS scans documents in black and white. Avoid spending on color printouts and instead invest in high-quality black and white prints to ensure clarity.
Organized Photos: For applications requiring photos (e.g., Forms I-485, I-131, I-765), write the applicant’s name, A-number, date of birth, and form number on the back of each photo. Group them in one envelope.
4. Form Completion Tips
All Caps for OCR: USCIS is using OCR technology to capture data from the forms. Complete forms in ALL CAPS for better optical character recognition (OCR).
Avoid Handwriting: Handwritten entries require manual input and are prone to errors.
No Mixed Versions: Ensure all pages of a form are the same version. Mixed-version filings will be rejected.
Supplemental Pages: Use addendum pages for additional information rather than reducing font size in text boxes.
Wet Signatures Only: USCIS does not accept electronic or computer-generated signatures. Ensure signatures are original or wet-signed copies.
5. Handling Rejections
Common Reasons for Rejection: Missing or unacceptable signatures and incorrect fees are the most common reasons. Double-check these before submission.
Rejection Follow-Up: If a filing is incorrectly rejected and the deadline has passed, refile promptly and contact Lockbox support at lockboxsupport@uscis.dhs.gov. Find up-to-date USCIS contact information here.
Mark Refiled Documents: Clearly label previously rejected documents as “COPY” or “SUPPORTING EVIDENCE” to avoid confusion.
Medical Examinations: If resubmitting a rejected filing, include the medical exam results opened during initial processing, as indicated by the audit trail at the bottom of the document.
Final Thoughts
A well-prepared filing can save time, avoid unnecessary rejections, and ensure your application moves through the system efficiently. By following these tips and staying organized, you can increase the likelihood of a smooth USCIS filing process.
If you need help with your USCIS filing, feel free to contact our office.