How to Write on Behalf of an Employee to Immigration

You can send a letter on behalf of your employee to immigration officials by e-mail, fax or traditional mail.

U.S. Citizenship and Immigration Services is the agency that handles legal immigration into this country. When you have an employee who is working through immigration matters, assisting during this process is an honorable thing to do. If a letter or e-mail is in order, there are a few different ways to contact immigration officials on behalf of your employee, depending on the type of matter you are addressing. Whether your employee is just beginning the official immigration process or dealing with an existing case, immigration service representatives can offer guidance.

Instructions

1. Locate your local office. Go to the U.S. Citizenship and Immigration Services website and access the local office locator. Enter your zip code or click on the state where the employee resides to locate the nearest office and obtain an address. When you prepare your letter, reference the employee's case number if one has been issued.

2. Submit a letter through eRequest. If you are seeking an application or petition on behalf of your employee, you can do this through the eRequest system from the U.S. Citizenship and Immigration Services website. Click the "Place an eRequest" link and enter the information you are seeking on behalf of your employee.

3. Contact Infopass. To request an appointment on behalf of your client, send an e-mail through the Infopass program. Choose language preference, then click the link to schedule an appointment or receive more information.

4. Address your letter. Put your name and return address at the top of the letter, followed by the date and address of your local immigration office. If you have a contact person you have spoken to by phone, include her name above the office address. Follow this by referencing your employee's full name and case number if one has been issued. For instance, "RE: John Smith, Case number INS3451."

5. Provide details of your request. Open with the reason you are writing on behalf of your employee. If you are providing a reference, give details on your employee's character and the reason you believe he should be granted citizenship or allowed to remain in the United States. For example, "John is a dedicated employee who shows up for work at any time needed. He is dependable and trustworthy, going above and beyond his job requirements. He has had no criminal issues and would be an asset to our country."

6. Sign and close. End the letter with information on how to follow-up with you for more information, such as a phone number. Type your name, then sign beneath it. Keep a copy for your records, along with an extra copy for your employee. If you are mailing the letter, rather than e-mailing or faxing, send it via certified mail to have proof of receipt.

Tips & Warnings

• If you prefer to call on behalf of your employee, assistance is available in both English and Spanish. Dial the National Customer Service Center at 1-800-375-5283.

• If your employee is in need of a form, you can access these online from the U.S. Citizenship and Immigration Services website and E-file the information.

References

• U.S. Citizenship and Immigration Services: Contact Us
• U.S. Citizenship and Immigration Services: Service and Office Locator

Resources

• U.S. Citizenship and Immigration Services: eRequest
• U.S. Citizenship and Immigration Services: Infopass