How to Create Perfect Digital Documents for Your Green Card

Preparing the supporting documents for your family-based or marriage-based green card can be a challenging task. The government usually requires copies of your documents, not originals, and it’s important to ensure that these copies are high-quality and easy to read. Poor-quality documents can delay the process, especially if the government needs to ask you for new copies.

Digital Options for High-Quality Documents

Best Option: Scanner

For the best results, use a scanner to create digital copies of each required document. Most scanners allow you to adjust the resolution, which is measured in “dots per inch” (dpi).

For black-and-white documents, scan at 300 dpi.
For color documents, such as passport pages, scan at 600 dpi.

Next Best Option: Mobile App

Smartphones can also create great digital documents, as long as you use the right app. Most iPhones come with the Notes app pre-installed, and for Android devices, the Google Drive app is a simple, free download.

Both of these apps automatically enhance the quality of your photos after you take them, making them a good choice for creating clear digital documents.

While you can take regular photos of your documents without using a special app, this might make it harder to meet all the guidelines listed below.

Image Quality Checklist

To ensure that your documents are accepted by the government, make sure each digital image (and paper copy) follows these guidelines:

Use a dark, flat surface when scanning or photographing your document.
Ensure the document is flat without visible folds or creases.
Check that all edges are clear—make sure no signatures, numbers, or seals are cut off!
Make sure the text is clear and readable—any words or numbers should be sharp.
Avoid blurry or glary images—photos should be sharp and free from glare.
Scan in color any documents that have seals or photos, such as passports, marriage certificates, or certificates of naturalization, so every detail is visible and clear.

How can I ensure my digital documents are accepted by the USCIS

To ensure your digital documents are accepted by the U.S. Citizenship and Immigration Services (USCIS), follow these guidelines:

1. Use Quality Scanning Methods

Best Option: Scanner: Use a scanner to create digital copies of your documents. Set the resolution to 300 dpi for black-and-white documents and 600 dpi for color images, such as passport pages.
Alternative: Mobile Apps: If a scanner is unavailable, use mobile apps like the Notes app on iPhones or Google Drive on Android devices to take photos of your documents. These apps enhance image quality automatically.

2. Image Quality Checklist

Ensure that each scanned or photographed document meets the following criteria:

Place the document on a dark, flat surface.
Ensure the document is flat, without folds or creases.
Make sure all edges are visible; no signatures or seals should be cut off.
The text must be clear and readable; avoid blurry images and glare.
Scan documents with seals or photographs in color to maintain clarity

3. File Format and Size

When uploading documents online:

Use formats such as PDF, JPG, or JPEG (TIF or TIFF may also be accepted for some forms).
Ensure each file is no larger than 12MB.

4. Additional Submission Guidelines

Do not encrypt or password-protect your files.
If submitting documents in a foreign language, include an English translation alongside the original.
Avoid using staples, paper clips, or binding materials when submitting paper forms, as these can cause scanning issues.

5. Follow USCIS Instructions

Carefully read the specific instructions for the form you are filing. This includes ensuring that all fields are completed and signed, as incomplete forms may be rejected.

Best Practices for Scanning Documents for USCIS

When preparing documents for submission to the U.S. Citizenship and Immigration Services (USCIS), it is crucial to follow specific scanning guidelines to ensure that your application is processed efficiently and without delays. Here are the recommended best practices:

Document Preparation

Use a Quality Scanner: For optimal results, use a scanner rather than a smartphone camera. Scanners allow you to adjust the resolution, typically scanning black-and-white documents at 300 DPI and color documents at 600 DPI. If using a smartphone, consider apps like Google Drive or Notes that enhance image quality automatically.
File Size and Format: Each scanned document should not exceed 2 MB and must be saved in accepted formats such as .jpg, .jpeg, or .pdf. If your scanned document is too large, compress it before uploading.
Separate Files: Scan each document as a separate file; if a document has multiple pages, combine them into one file rather than splitting them into multiple files unless necessary due to size limitations.
Ensure Readability: After scanning, check that all text is clear and legible, with no parts cut off. Use the preview function available in most scanning software to verify this.
Color Scans: If any document contains color elements (such as seals or photographs), scan it in color rather than black and white.
Front and Back Scanning: For documents with stamps, seals, or writing on the back, scan both sides. Do not scan the back if it is blank.
Naming Files: Use descriptive names for your files that will help you identify them easily later (e.g., “Birth Certificate – Maria”). If scanning multiple pages of the same document, number the files sequentially.

Document Handling

Avoid Attachments: Do not hole punch, staple, or clip documents together as these can interfere with the scanning process. Keep documents flat and avoid folding them.
Use White Paper: When printing forms or documents, always use white paper to ensure high-quality scans
No Non-Paper Materials: Avoid including any materials that contain electronic components (like chips or batteries) as these will not be accepted by USCIS.
Original Documents: Do not send original documents unless specifically instructed by USCIS; photocopies are generally sufficient.
Avoid Sticky Notes and Tabs: These can cause scanning issues and should be omitted from submissions.

Final Checks

Ensure that all four edges of each document are visible and that there are no creases or folds.
Confirm that all required signatures are present and clearly visible.
Review all scanned images for clarity and sharpness; blurry images may lead to additional requests for evidence from USCIS.

By using common (and often free) technology carefully, you can create high-quality supporting documents that meet all the requirements for your family or marriage green card application. This will help ensure a smoother process and avoid unnecessary delays.

How Law and Visas Can Help?

At Law and Visas, our team of expert immigration consultants is here to make your travel straightforward and successful. Whether you’re applying for an H-1B Visa or a Diversity Visa, we handle every step—from preparing your application to gathering the required documents.

Our Immigration Consultants and Lawyers ensure that your application meets the highest standards, with no details missed. We’ll also keep you informed throughout the process and coordinate with the immigration office or embassy on your behalf.

Law and Visas have a strong record of helping clients secure the visas/permits they need for International travel. You can call us today at +234 812 5505 986 to learn how we can help you.