How to Write a Winning USCIS Cover Letter

While it's not required by U.S. Citizenship and Immigration Services (USCIS), including a well-written cover letter can be very helpful for your client—it organizes the application materials and provides a clear summary of the case. 

With a cover letter, lawyers can highlight the important aspects of the application and ensure that USCIS officers understand the purpose of the submission and notice all necessary documents you have included right from the start.

A cover letter also gives you the chance to explain any special circumstances or potential issues that might come up during the review process. So let’s take a look at how to write a letter to USCIS for your client.

What is a USCIS cover letter, and why is it important?

A USCIS cover letter is a formal (but optional) letter that accompanies immigration applications and petitions, such as those for citizenship, green cards, or specific visas. It serves as an introduction to the application package and gives a brief overview of the case.

The main purpose of a USCIS cover letter is to guide USCIS officers through the materials, summarize what type of application you are submitting, and explain how the facts of the client’s case make them eligible for the benefit they are seeking. It may also contain legal arguments citing statutes, regulations, and agency or court decisions that are favorable to your client’s case. This can be especially useful for complex cases or when you need to emphasize specific details.

 Here is a breakdown of the purpose of the cover letter: 

• Summarize the application: The cover letter outlines the purpose of your client’s application, the specific immigration benefit they are seeking, and provides information about their background. This helps USCIS officers quickly understand the context and the nature of the submission. For example, if your client is applying for a green card through marriage, the cover letter would clearly state this, along with a summary of the supporting documents attached.
• Highlight key documents: A cover letter can help draw attention to critical supporting documents, such as birth certificates, marriage certificates, or proof of employment. By doing this, you can ensure that these important documents are not overlooked during the review process. 
• Address Potential Questions: If there are any special circumstances that might raise questions (such as living separately from a spouse), the cover letter gives your client the opportunity to address these issues upfront.

Key Elements of an Effective USCIS Cover Letter

To create a successful USCIS cover letter, certain key elements should be included to ensure that the letter is clear, organized, and complete. 

Here’s what you should include:

1. Applicant Information: Include a caption that is a subject or “re” line under the recipient's address. This caption section should state the type of application you are submitting, such as Form I-130 (Petition for Alien Relative) or Form I-485 (Application to Register Permanent Residence or Adjust Status), followed by your client’s name and A-number, each on successive lines. If you have the USCIS receipt number from any previously filed forms or applications, include that as well. 
2. Summary of Application: Provide a brief explanation of the purpose of the application and why your client is eligible for the immigration benefit they are requesting. For instance, if your client is applying for a green card through marriage to a U.S. citizen, state that clearly. If your client is adjusting their status based on employment, mention that as well. This summary gives USCIS officers a quick overview of your case, making it easier for them to understand your client’s situation from the start.
3. Highlight Supporting Documents: Include a concise, bulleted list of the key documents you are submitting for your client's application. These might include birth certificates, marriage certificates, proof of employment, or any other evidence that supports their eligibility. Listing these documents helps ensure that USCIS officers can quickly verify that all necessary paperwork is included. This reduces the chances of receiving requests for additional information, which can delay the processing of your application. If the documents are lengthy or if you wish to cite particular documents in the case explanation and arguments you include in your cover letter, you may tab them with lettered exhibit tabs for easy identification. If you do so, make sure to index the exhibits in your cover letter, listing them by the name of the document and the letter of the exhibit.
4. Call to Action: At the end of the main body of the letter, politely request that the USCIS officer give the application a thorough and favorable review. A simple statement asking for careful consideration of the enclosed documents and a request to grant the immigration benefit your client is seeking adds a respectful and positive touch to the letter. This shows that you and your client value the officer’s time and consideration.
5. Closing: Conclude the letter with a formal closing, including your signature and printed name. This personal touch adds authenticity to the letter and also acts as a declaration that the information provided is accurate. 

Best Practices for Different USCIS Applications and Petitions

When preparing a cover letter for a USCIS application, follow some of these best practices to ensure quality.

I-485 Cover Letter: Adjustment of Status

When writing a cover letter for Form I-485, which is used to adjust status to permanent residency, it is important to clearly demonstrate the applicant's eligibility for a green card. Begin by outlining the specific basis for adjustment, such as a family relationship or employment. Make sure to list all supporting documents, such as birth certificates, marriage certificates, and employment verification. If the application also includes a request for an Employment Authorization Document (EAD) or Advance Parole for travel, mention these as well. Highlighting these requests shows that the applicant is seeking permission to work and travel while their green card application is under review. Clearly organizing this information can help ensure that the application is processed smoothly and efficiently.

I-751 Cover Letter: Removal of Conditions on Residence

For the I-751 form, which is used to remove conditions on residence, the cover letter should focus on proving the authenticity of the marriage. It's also crucial to include evidence that supports the genuine nature of the marital relationship; mention joint financial documents like bank statements and lease agreements, which demonstrate shared financial responsibilities. Also, include photographs of the couple together and affidavits from friends or family who can vouch for the legitimacy of the marriage. By highlighting these documents in the cover letter, you can reassure USCIS that the marriage is real and not for immigration benefits. This helps to reduce the risk of receiving a Request for Evidence (RFE) and can facilitate a faster review process.

I-130 Cover Letter: Petition for Alien Relative

When preparing a cover letter for Form I-130, which is used to petition for an alien relative, the focus should be on clearly establishing the nature of the relationship between the petitioner and the beneficiary. If the petition is for a spouse, mention key marriage-related evidence such as a marriage certificate, photos, and documents showing shared financial responsibilities. If the petition is for a parent, child, or sibling, include the appropriate birth certificates and other documents that prove the family relationship. Clearly explaining these relationships helps provide a quick and clear overview to USCIS officers, making it easier for them to understand the nature of the petition and facilitating a smoother review process.

Each type of USCIS application has specific requirements, and tailoring the cover letter to meet the needs of your client can make a significant difference. By clearly outlining the purpose of the application, summarizing the relationship or circumstances, and listing supporting documents, you provide USCIS with a well-organized and compelling case. This approach not only helps to streamline the review process but also increases the likelihood of a favorable outcome.

Sample USCIS Cover Letter 

Here you can find a sample USCIS cover letter that you can copy and use.

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Follow the USCIS envelope example and guidelines when mailing documents: 

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• Use a large envelope that can hold all documents without folding them. 
• A standard 9x12 inch or 10x13 inch envelope is usually sufficient. 
• A Tyvek envelope is very strong, waterproof, and tear-resistant providing additional peace of mind that contents will be delivered safely. 
• Put the cover letter on top of the other documents and mail it using a trackable mailing service, such as USPS Priority Mail^® or a trackable service from FedEx or UPS.

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That being said, tailor the USCIS sample cover letter to your client’s needs, - but don’t forget to include all of the documents in a single envelope.

Tips for Immigration Lawyers when Writing USCIS Cover Letters

When drafting USCIS cover letters, immigration lawyers should work closely with their clients to gather all necessary and accurate information. This collaboration ensures that the cover letter truly reflects the unique aspects of the client’s case, adding a personalized touch that can significantly impact the application process. It’s important to keep the language clear and concise so that USCIS officers can quickly grasp the essential details without getting bogged down by unnecessary information. A straightforward approach enhances readability and helps ensure a smooth review process.

Proofreading the cover letter is essential to maintaining a high level of professionalism and avoiding errors that could cause misunderstandings or delays. Additionally, including any unique or special circumstances in the cover letter can be very helpful. This allows lawyers to address potential questions in advance and provide context that might not be immediately clear from the application forms alone.

Using a document management system can also streamline the drafting process. Such systems help keep all necessary documents organized and easily accessible, making it easier to create precise and comprehensive cover letters efficiently. This organized approach not only saves time but also ensures that all relevant information is included, helping to present a well-prepared and compelling case to USCIS.

Streamlining Immigration Document Management with Docketwise

Docketwise is an immigration forms and case management software that simplifies and streamlines the daily operations of immigration law firms.  It quickly became a favorite among immigration attorneys for its user-friendly interface and comprehensive range of features.  Docketwise is an all-in-one solution for handling various immigration law demands by integrating document management, immigration form automation, client management, and case tracking into a single platform.

With Docketwise’s case tracking capabilities, lawyers can monitor the status of each case, keeping track of all documents, notes, and updates from USCIS. This organized approach helps attorneys manage their workflow efficiently, reducing the risk of missing important deadlines or steps in the case management process. To experience these features firsthand, you can schedule a demo of Docketwise to see how it can enhance your immigration practice.