Will USCIS Accept Copies of Translated Documents or Should I Submit Original Translations?
Do I submit original documents or copies of translated documents to USCIS? We hear this question all the time: USCIS requested that I translate supporting evidence documents for my immigration, naturalization or residency application, and now I am not sure if I need to submit the original translations, that is, the stamped, signed original copies from the translator, or if a printed or photocopy of the translation is acceptable. Does USCIS accept copies of translated documents, that is, can I print and submit the translation, or do I need the original copy of the translated documents?
There is not a clear answer as many types of USCIS applications and petitions exist, each with unique rules and regulations; nonetheless, USCIS provides the following information about original documents:
How Do I Know if my Application Needs Original Documents Submitted?
First, USCIS clearly states that applications and all petitions must be submitted in the original, signed forms. That is to say, the official, signed petition or application for residency, asylum, immigrant status and so on, must be submitted in the original application.
USCIS often asks for documentation to prove the existence of relationships and other facts in order to support petitions and applications. According to their recent publications, the following helps explain when original documents are required and when copies can be submitted.
USCIS Regulations Regarding Submission of Supporting Documents, Photocopy or Original
If supporting documents are issued exclusively for the purpose of submission to USCIS, applicants or petitioners must submit original documentation with the petition or application. Common examples of supporting documents that must be sent in the original form, that is not copies of the originals, are the following:
- Form I-20, Designated School Official to a foreign student
- Form DS-2019, Program Officer to an Exchange Visitor
- Labor Certification from the Department of Labor
- Labor Condition Agreement, endorsed by the Department of Labor
- Form I-693 Medical Examination from an authorized civil surgeon
- Vaccination Sign-off Supplement, Medical Examination Certificate
- Attestations, formal consultations, advisory opinions (for example, a letter of expertise regarding professional skills)
- Affidavits prepared in order to replace unavailable documents (for example, a signed affidavit that has replaced a birth certificate when the original records have been destroyed by fire, flood, etc.)
- Translations of these documents (even in cases where the rules allow for the submission of a copy of the original document itself.)
However, if the original document has already been sent to USCIS for a different matter, a photocopy is acceptable as long as an explanation of when and why the original document was previously sent to USCIS.
The above publication clearly states that translations must be submitted in the original copy, yet, later in Appendix 11-1 Supporting Documents and Applications of the USCIS Policy Manual, the rule has been amended as per below:
“Effective immediately, the Service [USCIS] will no longer routinely require submission of original documents or “certified copies.” Instead, ordinary legible photocopies of such documents (including naturalization certificates and alien registration cards) will be acceptable for initial filing and approval of petitions and applications. At the discretion of the adjudicator, original documents may still be required in individual cases. In addition, whenever a personal interview is required, original documents will be presented for review and comparison and returned to the applicant or petitioner at the time of the interview. Instructions on all forms will be amended and conforming regulations, operations instructions and other materials will be similarly changed.” Source: Appendix 11-1 Supporting Documents.
What this means is copies are okay, unless you have been told otherwise. When documents are submitted in the initial filing, photocopies or legible copies are okay, and after the case or application has been reviewed, originals may be requested. In over thirteen years of translating vital records, medical documents, background checks and pretty much every other document for USCIS, I have only seen this once or twice. With that being said, I am confident to recommend printed copies for all USCIS applications, petitions, and so on.
The Short Answer: Can I Submit printed translations to USCIS? Yes
As you can see, USCIS has pages and pages of publications regarding a variety of situations, and the there is no clear answer to the question: Does USCIS accept copies of translated documents; however, the short answer is yes. In the past, about ten years ago, all documents had to be submitted in the original form. at that point, USCIS started allowing legible copies of most documents (as mentioned above), including translations of documents for additional evidence, and that has been the normal, accepted practice since then. In fact, most translators or translation companies do not even send hard-copies or original translations when completing certified translations for USCIS purposes. Some do so for an additional fee. Southeast Spanish continues to provide hard-copies, or original copies of translations, for no additional charge as many of our customer use the translations for other purposes, such as the DMV, passports, employment, schools, colleges and local government. In those cases hard copies are almost always required. Recently, USCIS and the National Visa Center (both part of DHS) are requiring applicants to upload additional evidence documents online, including translations of non-English documents. Obviously in these cases, no hard-copies are required. For the USCIS In-Person interview for Permanent Residency, printed or legible copies have always been accepted for years, contrary to what is mentioned previously. We have translated for customers hundreds of time who have called the day before an in-person interview with USCIS. In those cases, not even once was the printed, scanned version rejected. Common practice is the print and submit for the USCIS in-person interview.
In short, printed copies or legible copies of the original translated document, as explained by USCIS, are accepted in most cases. In fact, it has been said that printed photocopies of translations are acceptable for over 95% of all applications and procedures. Nonetheless, if there is any doubt, submit the original copies. Additionally, it is always good practice to review carefully all requirements for your particular application as additional stipulations may be added or adjusted based on the evidence required for your individual case.
This advise is based on experience and current practice in translation; it is for informational purposes only. The information herein should not be considered legal advice. In the past few years, USCIS has worked to increase its customer service by providing phone and chat representatives for support. It is always a good idea to contact USCIS with questions. In that case, you will have a written record of what is required in your case.
Dan H., Ph.D., February 2020
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