Can this form be e-signed?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and reproducible retention are satisfied.

Is notarization required?

Not usually for the request itself, but supporting affidavits or sworn employer attestations may require notarization. Remote online notarization rules vary by state; verify local requirements.

What supporting documents are essential?

Passport copy, signed offer letter, job description, and proof of employer entity (EIN, business address). Counsel may request additional evidence depending on visa class.

How long should I retain records?

Follow federal and industry standards: IRS records three years (IRC §6501(a)), HIPAA six years (45 CFR §164.530(j)), and longer where state law requires.

What authentication should I use?

Email link with audit trail is baseline; use SMS 2FA, KBA, or stronger methods for higher assurance or sensitive filings.

Who signs the request?

Authorized company representatives—typically HR manager or hiring manager—and the employee. Legal counsel may sign or attest when preparing petitions.

Electronic Signature
Templates
HR
Employee Visa Request

Employee Visa Request

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

EMPLOYEE VISA REQUEST

Personal Information

Full Legal Name Home Address

Phone:

Email:

Date of Birth:

Place of Birth (City, Country):

Country of Citizenship

Passport Number:

Passport Expiration Date:

Position Information

Proposed Job Title Department

Reporting Manager:

Proposed Start Date:

Proposed Annual Salary / Compensation Primary Job Duties (summary)

Visa Classification Requested

Select the visa classification for which sponsorship is requested (check all that apply):

H-1B (Specialty Occupation) L-1 (Intracompany Transfer) TN (NAFTA/USMCA) O-1 (Extraordinary Ability) E-2 (Treaty Investor) Employment-Based Permanent Residency (Green Card Sponsorship) Other:

Business Justification for Sponsorship

Immigration History

Current immigration status:

Have you previously held a U.S. visa? Yes No

If yes, provide most recent visa details (classification, dates, petition number if applicable)

Employment History (Most Recent 2 Employers)

Employer 1 Company Name

Job Title:

Dates Employed (From - To):

Primary Responsibilities Reason for Leaving

Employer 2 Company Name

Job Title:

Dates Employed (From - To):

Primary Responsibilities Reason for Leaving

Education

Highest Degree Obtained Institution

Graduation Date:

Additional Certifications or Professional Licenses

Professional References

Reference 1

Phone:

Email:

Reference 2

Phone:

Email:

Reference 3

Phone:

Email:

Legal Disclosures & Authorizations

At-Will Employment: Nothing in this request alters the at-will employment relationship between the employee and the employer. Either the employee or the employer may terminate employment at any time, with or without cause or notice, unless a written agreement signed by an authorized officer of the employer provides otherwise.

Equal Opportunity Employer: The employer is an equal opportunity employer and bases employment decisions on qualifications, merit and business needs without regard to protected characteristics.

Authorization to Verify and Release Information: I authorize the employer and its designated representatives or counsel to verify the information on this form and to obtain and review my immigration records, employment records, education records, and to conduct background checks, including criminal history and other verifications as required for immigration processing. I authorize current and former employers, educational institutions, and references to release requested information.

I authorize the employer to obtain background checks and verify immigration and employment history as necessary for visa processing.

Document Copying and Submission: I consent to the employer making and retaining copies of my passport, visas, I-94, work authorization documents and other immigration-related records and to include such copies in immigration filings. I understand the employer will use such copies only for immigration and employment-related purposes.

False Statements: I certify that the information provided is true and complete to the best of my knowledge. I understand that any material misrepresentation or omission may result in denial of immigration benefits, revocation of any immigration petition, disciplinary action, or termination of employment.

I acknowledge that false statements or omissions may result in adverse employment and immigration consequences.

Applicant Certification

Certification: I certify under penalty of perjury under the laws applicable to immigration filings that the information provided in this Employee Visa Request and any accompanying documentation is true, correct and complete. I understand that the employer will rely on this information in preparing and filing immigration petitions or applications on my behalf.

I certify that all information provided is true and complete and authorize the employer to proceed with visa processing as described.

HR Use Only

HR Contact Person

Date Request Received:

Anticipated Filing Priority:

HR Notes / Case Number

Signature

Applicant Name:

Signature:

Date:

What an Employee Visa Request Is

An Employee Visa Request is a formal employer document initiating visa sponsorship or immigration support for a worker. It typically outlines the employee's identity, the job offer, salary, and employer attestations needed for petitions or internal approvals. Organizations use it to collect the necessary facts and supporting evidence before counsel or HR prepares USCIS filings (for example, I-129 or I-140) or to document corporate authorization for immigration benefits. The request creates an auditable record of the employer's decision, recruiting justification, and required attachments for submission or legal review.

Why a Clear Request Matters

A complete, well-structured Employee Visa Request reduces processing delays, prevents avoidable denials, and provides a reliable record for HR, legal counsel, and government filings. It standardizes the information needed for USCIS petitions and internal approvals while documenting consent and employer commitments.

Who Typically Prepares and Uses This Request

Human resources, immigration counsel, and hiring managers commonly prepare or rely on an Employee Visa Request to start visa sponsorship workflows and collect supporting materials.

Human resources and talent acquisition teams — collect employment terms, salary, job description, and internal approvals needed for petition drafting.
Immigration attorneys and corporate counsel — review eligibility, prepare USCIS forms, and advise on documentary evidence and legal strategy.
Foreign national employees and hiring managers — provide personal documents, confirm job details, and approve the employer-attestation sections.

Maintaining a single, consistent request form helps coordinate steps between employee, HR, and counsel and preserves an audit trail for compliance and recordkeeping.

Step-by-Step: Completing and Routing the Request

Follow these four steps to prepare the request, attach evidence, obtain approvals, and forward materials to counsel or filing teams.

01

Prepare Request: Complete form fields and attach passport, resumes, and offer letter.
02

Internal Approval: Obtain hiring manager and HR sign-off and budget authorization.
03

Legal Review: Share with immigration counsel for eligibility and filing strategy.
04

Submit or File: Counsel prepares USCIS package or employer archives signed request.

How Electronic Submission Works

Electronic workflows speed collection and maintain an audit trail; these steps show a typical eSubmission flow for an Employee Visa Request.

Upload: HR uploads the request and supporting attachments to the system.
Place Fields: Add signature, date, and required fillable fields for the employee and approvers.
Authenticate: Signers authenticate by email link, SMS code, or stronger methods if configured.
Complete: Signed copies and an audit certificate are saved for counsel or internal records.

Recommended Online Workflow Settings

Configure the digital workflow to match your security and audit requirements before sending the request for signatures.

Field	Configuration
Signer Authentication	Email link by default; SMS code or 2FA for higher assurance
Conditional Fields	Show document-specific fields only when relevant to visa type
Template Saving	Save standard templates for repeated use to reduce errors
File Format	Use PDF/A for archival; keep originals in DOCX for edits

Technical Requirements and Integrations

Ensure your platform supports required integrations and file formats for efficient visa request routing.

CRM/HR Integrations: Salesforce, NetSuite, Microsoft 365 support
Storage & Sharing: Box, Google Drive, Egnyte compatibility
File Formats: PDF, DOCX, Excel input/output supported

Security and Compliance Essentials

Encryption: TLS 1.2/1.3 in transit

At-Rest Security: AES-256 encryption at rest

Audit Trail: Complete timestamp and IP history

Certifications: SOC 2 Type II, ISO 27001

Legal Frameworks: ESIGN and UETA compliant

Health Data: HIPAA available with BAA

Downloads and Supporting Documents to Include

Use these export options and include these supporting documents when assembling an Employee Visa Request package for counsel or filing.

Download Formats

Save signed requests as PDF/A for long-term storage; use DOCX for editable copies and CSV for extracted field data and batch reporting.

Offer Letter

Attach the signed offer showing job title, salary, and start date to substantiate the employment relationship and petition claims.

Resume and Credentials

Include the employee's CV, diplomas, and professional licenses to demonstrate qualifications required for the visa classification.

Supporting Evidence

Provide passport copy, prior immigration documents, LCA (if applicable), and any company business documents requested by counsel or USCIS.

eSignature Vendor Pricing Snapshot

A concise comparison of common eSignature providers and typical starting prices to help inform platform selection for visa-request 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	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Practical Tips for Accurate and Efficient Requests

Follow these practices to minimize errors, streamline approvals, and preserve a compliant record for counsel and government filings.

Verify Identity Documents

Compare the employee's passport name and number against the form entries and supporting IDs. Discrepancies should be resolved before filing to avoid USCIS processing delays.

Standardize Templates

Use saved templates for each visa class to ensure required fields and supporting-document checklists are consistently included and reduce rework across petitions.

Coordinate with Payroll

Confirm salary, benefits, and EIN details with payroll to ensure consistent compensation data between the visa request and any Labor Condition Application or petition.

Preserve an Audit Trail

Keep signed copies, field-level metadata, and completion certificates to demonstrate intent, consent, and document integrity for audits or future reviews.

Penalties and Risks from Inaccurate Requests

I-9 Violations: Fines $281–$2,789 per violation

USCIS Denial: Petition denial and loss of filing fees

Intentional Misrepresentation: Severe immigration consequences, bans possible

Tax Impacts: Backup withholding 24% if TIN missing

Operational Delay: Hiring delays and project disruption

Data Exposure: Sensitive PII exposure if unsecured

Real-World Uses and Customer Examples

Organizations use standardized electronic requests to accelerate approvals, maintain compliance, and integrate with HR systems for end-to-end processing.

Optica Ventures LLC

Optica uses simple digital forms for customer and employee workflows to reduce friction and errors.

This streamlined signature flow reduced turnaround time.
The interface was easy for staff and external signees, enabling Optica to consolidate requests, track approvals centrally, and reduce paper handling across HR and legal reviews.

Xerox (NetSuite Integration)

Xerox integrated eSignature into NetSuite to automate document routing for internal approvals and external signatures.

Integration cut manual steps substantially.
airSlate SignNow provided flexibility for different formats and integrations, allowing Xerox to route visa-related requests to counsel automatically and maintain a single source of truth for approvals and archival.

Frequently Asked Questions

Answers to common questions about preparing, signing, and retaining an Employee Visa Request in U.S.-centered workflows.

Need help? Contact support

Can this form be e-signed?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and reproducible retention are satisfied.
Is notarization required?
Not usually for the request itself, but supporting affidavits or sworn employer attestations may require notarization. Remote online notarization rules vary by state; verify local requirements.
What supporting documents are essential?
Passport copy, signed offer letter, job description, and proof of employer entity (EIN, business address). Counsel may request additional evidence depending on visa class.
How long should I retain records?
Follow federal and industry standards: IRS records three years (IRC §6501(a)), HIPAA six years (45 CFR §164.530(j)), and longer where state law requires.
What authentication should I use?
Email link with audit trail is baseline; use SMS 2FA, KBA, or stronger methods for higher assurance or sensitive filings.
Who signs the request?
Authorized company representatives—typically HR manager or hiring manager—and the employee. Legal counsel may sign or attest when preparing petitions.

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