Can this form be e-signed?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Confirm exceptions (for example, certain court filings or testamentary documents) do not apply and provide required consumer disclosures for consumer-facing records.

Is notarization required?

Not typically for employment sponsorship forms, but employer attestations may require notarization or witness signatures depending on state law or corporate policy. For remote notarization, follow state RON requirements and retain mandated audio-video records where applicable.

Who must sign employer attestations?

An authorized company officer or delegated HR signatory should execute employer attestations; the employee should acknowledge identity and consent sections. Verify signer authority with corporate records to prevent audit findings and challenges during USCIS review.

What supporting documents belong with the form?

Attach the offer letter, passport copy, prior approval notices, recent pay records, and educational credentials. Include certified translations for non-English documents and maintain a manifest of attachments and their sources.

How long should records be kept?

Follow federal minimums: I-9 retention rules (8 CFR §274a.2) and IRS three-year rule (IRC §6501(a)). If the record contains PHI, follow HIPAA six-year retention (45 CFR §164.530(j)). State rules may be longer and should be checked.

How to correct errors after signing?

Do not alter the original signed document. Prepare a corrective addendum or amendment, have it signed by all required parties, and retain both the original and corrective document with a clear audit trail showing the reason for the correction.

Electronic Signature
Templates
HR
Employee Combined Visa

Employee Combined Visa

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

EMPLOYEE COMBINED VISA

Personal Information

Full legal name Other names used (including prior legal names)

Date of birth:

Place of birth:

Nationality:

Passport details

Passport number:

Country of issue:

Passport expiry date:

Primary residence address Contact telephone Personal email

Position Information

Proposed job title Department / business unit Reporting manager

Proposed start date:

Salary (gross, per annum or local equivalent):

Employment type (select all that apply)

Full-time Part-time Temporary Contract

Employment History (Most recent first)

Employer 1 — Company name Title / role

Start date: End date:

Primary responsibilities Reason for leaving

Employer 2 — Company name Title / role

Start date: End date:

Primary responsibilities Reason for leaving

Education

Highest degree or credential Institution

Graduation date:

Major / field of study:

References (Professional)

Reference 1 — Name

Reference 2 — Name

Reference 3 — Name

Visa and Immigration Details

Current immigration status in country of employment:

Current visa type (if any): Date of last entry:

Visa category requested (select all that apply):

Work Permit Skilled Worker Intra-company Transfer Temporary Work Dependent Other

Requested duration of authorization:

Anticipated date of arrival / commencement:

Dependents expected to accompany (names and relationship)

Sponsorship, Employer Information & Obligations

Sponsoring employer (company name) Employer contact person Employer address

By submitting this form the Applicant requests sponsorship from the employer named above. The Applicant understands that sponsorship may require documentation, certifications and employer representations to immigration authorities. The Applicant acknowledges that the employer may withdraw, amend or suspend sponsorship if material facts change or if the Applicant does not meet statutory or regulatory requirements.

Employer obligations: The employer may be required to provide attestations of employment, salary, and working conditions; to maintain records as required by applicable immigration law; and to notify relevant authorities of material changes. Nothing in this form constitutes a guarantee of visa issuance.

Required Documentation Checklist

Passport copy (photo page) Current CV / resume Letters of previous employment / references Educational certificates Police clearance certificate (where required) Medical examination report (where required) Passport-sized photographs Other (specify below)

Fees, Costs and Indemnity

The Applicant acknowledges that application, processing, legal, relocation, medical or other fees may apply. The Applicant agrees that unless a separate written agreement specifies otherwise, the Applicant may be liable for any fees the employer pays on the Applicant's behalf and agrees to reimburse such amounts when lawful. The Applicant further authorizes deduction of such amounts from wages where permitted by applicable employment law and only to the extent permitted by statute.

I acknowledge and accept the fees, cost and indemnity terms above.

Background Checks, Authorization & Privacy

The Applicant authorizes the employer and its agents to obtain and verify criminal record checks, employment history, educational credentials, immigration status and other background information necessary to process the visa application. The Applicant consents to the collection, use and disclosure of personal information by the employer for immigration processing, compliance and related employment purposes, consistent with applicable privacy obligations.

I authorize background checks and the use of my personal data for immigration and employment purposes.

Legal Disclosures

At-will employment: If employed, the Applicant acknowledges that employment may be at-will and may be terminated by either party at any time, except where a written contract provides otherwise. Nothing in this form guarantees continued employment for any specific period.

I acknowledge the At-Will Employment statement above.

Equal opportunity: The employer provides equal employment opportunity and makes employment decisions without discrimination on prohibited grounds. Reasonable accommodations will be considered in accordance with applicable law.

I acknowledge the Equal Opportunity statement above.

Applicant Certification and Declarations

I certify that the information provided in this form and in any attached documentation is true, complete and correct to the best of my knowledge. I understand that knowingly providing false or misleading information or withholding material facts may result in denial of sponsorship, revocation of any offered sponsorship, disciplinary action up to and including termination of employment, and civil or criminal penalties under applicable law. I agree to promptly inform the employer of any change in circumstances that may affect my eligibility for immigration authorization.

I certify that all information provided is true and complete and I consent to the declarations above. Additional remarks (optional)

Applicant Name:

Signature:

Date:

What the Employee Combined Visa is and when it’s used

The Employee Combined Visa is a standardized employer-completed form used in U.S. hiring and immigration workflows to document an employee's visa sponsorship, employment terms, and required employer attestations in a single consolidated record. It combines identification data, job offer details, immigration case numbers, and employer compliance statements to streamline internal review, HR onboarding, and submission to immigration counsel or agencies. The form supports both initial sponsorship requests and ongoing status updates and is intended for use where employers must document immigration support alongside standard employment onboarding records.

Why consolidating visa and employment details matters

Using an Employee Combined Visa centralizes immigration and employment information, reduces duplicate data entry, and creates a single authoritative record for HR, legal, and immigration teams. It improves audit readiness and helps ensure required attestations and dates are documented consistently for compliance.

Who typically prepares and signs this document

HR teams, immigration attorneys, recruiters, and hiring managers use the Employee Combined Visa to coordinate sponsorship and onboarding tasks.

Corporate HR: Manages sponsorship approvals, wage determinations, and onboarding documentation across departments.
Immigration counsel: Reviews case specifics, prepares USCIS forms, and advises on timing and evidence.
Hiring managers: Confirm job duties, start dates, and internal approvals required for sponsorship.

Use the form to hand off a complete, auditable sponsorship package to legal or to submit required data for government filings.

Stepwise process to complete and route the form

Follow these steps to complete, review, and distribute the Employee Combined Visa for internal approval and immigration submission.

01

Collect Data: Gather IDs, job details, and prior immigration records from the employee.
02

Employer Review: HR verifies role, wage, and internal approvals.
03

Legal Check: Immigration counsel reviews eligibility and documents for USCIS petitions.
04

Finalize & Sign: Authorized signer dates and signs; retain a signed copy for records.

How the completed form flows through the organization

This diagram shows routing for the completed Employee Combined Visa through HR, legal, and record storage.

Upload: Upload completed PDF to HR system and attach to employee file.
Route to Counsel: Send to immigration counsel for petition preparation and review.
Signatures: Collect employer signature and employee acknowledgment where required.
Archive: Store final document with retention metadata for compliance.

Technical features to support secure eSubmission

Choose a platform that supports encrypted storage, audit trails, and multiple signer workflows for secure eSubmission.

Formats Supported: PDF, DOCX, and fillable forms.
Integrations: Works with HRIS, ATS, and document storage.
Authentication: Email, SMS code, or stronger MFA.

Core sections contained in a professional combined visa form

Core sections of the Employee Combined Visa capture identity, employment terms, immigration case data, employer attestations, signature blocks, and supporting document lists for cohesive compliance.

Identity

Records full legal name, date of birth, passport/ID numbers, and citizenship. Accurate identity fields support background checks, visa applications, and remote notarization identity-proofing processes.

Employment

Details start date, wages, job title, SOC code, location, and hours. These fields underpin prevailing wage calculations and job-based visa eligibility determinations when preparing USCIS forms.

Immigration

Includes current status, A-number or receipt numbers, visa category requested, priority dates, and prior petitions. Clear immigration history prevents duplication and supports counsel in petition strategy.

Attestations

Employer statements on job availability, bona fide offer, and compliance with labor laws. Signed attestations are used for internal audits and may be requested in government reviews.

Signature Block

Designates employer signer, title, date, and optional witness or notary fields. Signatory authority must match corporate records to validate legal commitments.

Attachments

Lists required supporting documents such as offer letters, payslips, passports, prior approvals, and educational credentials; attach verified copies for petition assembly, evidence packages, and ongoing recordkeeping.

eSignature vendor snapshot for Employee Combined Visa workflows

Core eSignature pricing and capability snapshot for handling Employee Combined Visa eSubmission and signing workflows.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Penalties and legal risks to watch for

I-9 Violations: Fines $281–$2,789 per violation (DHS).

Incorrect Filings: USCIS rejection delays petitions and adds refiling costs.

1099 Penalties: $60–$330 per form for late or incorrect 1099s (IRC §6721).

Intentional Disregard: $660+ per form with no maximum (IRC §6721).

Data Mismatch: Mismatched names or IDs can trigger backup withholding or denials.

Privacy Breach: HIPAA or data breaches risk civil penalties and enforcement.

Common preparation errors that cause delays

Incomplete identity data: Missing passport numbers or mismatched legal names cause identity-proofing failures and delay both internal approvals and USCIS filings.
Incorrect dates or formats: Using nonstandard date formats or transposed start dates can invalidate time-sensitive attestations and trigger compliance reviews.
Unsigned attestations: Employer attestations lacking an authorized signature or incorrect signer title may be rejected by counsel or during audits.
Missing supporting evidence: Failing to attach offer letters, pay records, or prior approvals often leads to requests for evidence and processing delays.

Practical practices to reduce errors and speed processing

Adopt consistent data entry, version control, and review checklists to reduce errors and maintain an auditable immigration record for each employee.

Use standardized templates and checks

Maintain a single standardized Employee Combined Visa template across locations. Include a mandatory pre-submission checklist for HR, hiring manager, and counsel to confirm identity, wage, job duties, and supporting documents before signatures are collected.

Designate authorized signers only

Limit employer attestations to designated officers or HR delegates recorded in corporate governance documents. Verify signer authority before submission to prevent internal disputes and to ensure petitions meet USCIS expectations for employer commitments.

Attach evidence consistently

Require attachments such as offer letters, recent paystubs, educational credentials, and passport copies in standardized file names. Consistent evidence reduces RFE risk and accelerates petition assembly for counsel and government reviewers.

Maintain an audit trail

Capture timestamps, IPs, signer emails, and version history. If using eSignature, retain the certificate of completion and any RON audio-video records to support compliance reviews and potential government requests.

Real-world scenarios where the combined form helps

These anonymized examples illustrate practical Employee Combined Visa usage across routine sponsorship and internal audit scenarios for HR and immigration teams.

Mid-size Tech Employer

A tech employer consolidates visa sponsorship details with onboarding to speed petition assembly and HR approvals.

Reduced evidence gaps.
By combining offer letters, wage affidavits, identity documents, and prior approvals in one record, counsel assembled petitions faster and RFEs were reduced, improving internal compliance reporting and external filing timelines.

Regional Healthcare System

A healthcare system centralizes clinical staff visa records together with credentialing checks and privileging documents.

Faster credentialing handoffs.
Centralized documentation allowed HR and medical staff offices to coordinate approvals, reducing redundant document requests and enabling faster onboarding into patient-facing roles while meeting HIPAA retention needs.

Primary roles that sign and manage the form

HR Manager

HR Manager: Responsible for assembling the Employee Combined Visa packet, coordinating internal approvals, and maintaining records. They verify job details, wage determinations, and collect signatures from hiring managers and authorized employer signatories to ensure petition readiness and auditability.

Immigration Counsel

Immigration Counsel: Reviews the consolidated record for admissibility, prepares required USCIS forms, and advises on timing. Counsel identifies missing evidence, prepares petitions, and certifies that employer attestations meet statutory and regulatory requirements.

Security and compliance considerations for electronic handling

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest.

Certifications: SOC 2 Type II; ISO 27001; PCI DSS.

HIPAA: HIPAA-compliant with Business Associate Agreement available.

Legal Frameworks: ESIGN and UETA compliance for e-signature enforceability.

Audit Trail: Detailed timestamps, IP addresses, and action logs.

Accessibility: WCAG 2.0 Level AA support.

Frequently asked questions and quick resolutions

Common questions and quick resolutions for preparing, signing, notarizing, and storing the Employee Combined Visa are summarized below to help HR and counsel avoid delays.

Need help? Contact support

Can this form be e-signed?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Confirm exceptions (for example, certain court filings or testamentary documents) do not apply and provide required consumer disclosures for consumer-facing records.
Is notarization required?
Not typically for employment sponsorship forms, but employer attestations may require notarization or witness signatures depending on state law or corporate policy. For remote notarization, follow state RON requirements and retain mandated audio-video records where applicable.
Who must sign employer attestations?
An authorized company officer or delegated HR signatory should execute employer attestations; the employee should acknowledge identity and consent sections. Verify signer authority with corporate records to prevent audit findings and challenges during USCIS review.
What supporting documents belong with the form?
Attach the offer letter, passport copy, prior approval notices, recent pay records, and educational credentials. Include certified translations for non-English documents and maintain a manifest of attachments and their sources.
How long should records be kept?
Follow federal minimums: I-9 retention rules (8 CFR §274a.2) and IRS three-year rule (IRC §6501(a)). If the record contains PHI, follow HIPAA six-year retention (45 CFR §164.530(j)). State rules may be longer and should be checked.
How to correct errors after signing?
Do not alter the original signed document. Prepare a corrective addendum or amendment, have it signed by all required parties, and retain both the original and corrective document with a clear audit trail showing the reason for the correction.

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