The Immigration Documents You Should Never Lose Track Of (By Common Employment Based Statuses)
Ask ten people on a status which documents actually matter, and you'll likely get ten different half-right answers. Not because anyone's wrong, it's because the answer genuinely changes depending on where you are in your journey. What matters on F-1 isn't what matters on H-1B, and what matters for a PERM process isn't what matters once your I-485 is pending.
So here's the list, broken out by status. Bookmark this. Or better yet, stop bookmarking things and actually put copies of these somewhere you can find them. We’re launching InHouse Connect in mid-October. It already comes highly recommended.
All statuses
Passport (this applies to EVERYONE): This may seem obvious, but it is important that you renew your passport as early as you possibly can, and keep a valid passport at all times while in the US.
Visa stamp (does not apply to Green Card Holders): the actual visa in your passport. Store a digital copy of this, but keep your passport in a safe place. The visa is not required to be remained valid while you are in the US. It is okay if it expires while you are in the country. It does, however, need to be valid for you to enter/re-enter the US. Think of it like a concert ticket. You can get in, but you don’t really need it once you’re in.
I-94(does not apply to Green Card Holders): Your I-94 dictates your status in the United States. Whether it is at the bottom of an approval notice, or retrieved after travel from the CBP website, you must ensure that your I-94 is valid at all times while in the US.
F-1, before OPT
I-20: your certificate of eligibility, and the document everything else gets checked against
I-94: Starting September 15, 2026, students will need to keep track of specific expiration dates, as well. Be sure to be aware of what your I-94 expiration date is at all times.
F-1 OPT
I-20: Same as above, but now the I-20 will be annotated to indicate your OPT authorization dates, the ones that matter most right now.
EAD card: Your Employment Authorization Document - you need this IN-HAND to work.
I-765 receipt and approval: Your proof of filing while the EAD is still pending, and proof of approval if by some chance, you lose the EAD (don’t do that. Keep it safe).
I-94: Again, as of September 15, 2026, students will need to keep track of specific expiration dates, as well. Be sure to be aware of what your I-94 expiration date is at all times.
F-1 STEM OPT
I-20: Repetitious, but this remains important. The STEM I-20 will have new dates, and STEM OPT has different requirements and deadlines you of which you need to be aware.
EAD card: You will have to apply, and have a new EAD reissued for the STEM period.
I-765 receipt and approval: Again, this will be your proof of filing while the EAD is still pending, and proof of approval if by some chance, you lose the EAD (don’t do that. Keep it safe).
I-983: your training plan on file with your school, you should keep copies of the finalized (signed) training plans, as well as any information you provide at specific update points, and the signed evaluations at the required one and two year points.
I-94: Again, as of September 15, 2026, students will need to keep track of specific expiration dates, as well. Be sure to be aware of what your I-94 expiration date is at all times.
H-1B, any stage
H-1B Approval Notice (I-797): You should keep the original approval safe, this is your proof of status. If the approval notice does not have an I-94 on it (a consular approval) you may still need the original at certain points in your journey. If it does have your current I-94 attached, you should carry it with you.
I-94: This can be at the bottom of your I-797, or, once you have traveled using that I-797, you will be issued a new one by the CBP, which can be found at https://i94.cbp.dhs.gov/. Carry a copy of this with you.
LCA: Your employer is required to provide you with a copy of the signed, certified LCA tied to your specific role and worksite. Most employers provide this as part of the copy of the full H-1B petition filed on your behalf. Store copies of the filings, you may need them at a later point in your journey.
H-1B, Green Card Process (PERM/I-140 filed and pending)
Everything in the H-1B section above, plus your PERM filing email notice, or I-140 receipt the moment it's filed. Most employers do not give copies of full PERM applications or full I-140 filings, they do often give confirmation emails, and will provide I-140 receipt notices and approval notices.
O-1, any stage
O-1 Approval Notice (I-797): You should keep the original approval safe, this is your proof of status. If the approval notice does not have an I-94 on it (a consular approval) you may still need the original at certain points in your journey. If it does have your current I-94 attached, you should carry it with you.
I-94: This can be at the bottom of your I-797, or, once you have traveled using that I-797, you will be issued a new one by the CBP, which can be found at https://i94.cbp.dhs.gov/. Carry a copy of this with you.
O-1 Filing: If the entity sponsoring you, or you employer allows, you should request a copy of the filing for your records.
L-1, any stage
L-1 Approval Notice (I-797): You should keep the original approval safe, this is your proof of status. If the approval notice does not have an I-94 on it (a consular approval) you may still need the original at certain points in your journey. If it does have your current I-94 attached, you should carry it with you.
Endorsed I-129S: If your got you L-1 visa pursuant to a blanket L-1 approval held by your employer, you will receive an endorsed I-129S. You will need this when you travel, and you will need to ensure that you have a clear digital copy of it in your records as well.
I-94: This can be at the bottom of your I-797, or, once you have traveled using that I-797, you will be issued a new one by the CBP, which can be found at https://i94.cbp.dhs.gov/. Carry a copy of this with you.
Green Card Pending
I-485 Receipts, and any other notices: Keep copies of all notices received for these applications. You may receive multiple receipt notices, requests for further information (RFEs), and appointment notices. It is important to keep/store copies of them, and that you respond to the requests timely and effectively.
EAD/AP combo card: if issued, this single card covers both your work authorization and your ability to travel. Be certain to keep a digital copy, in the event that you lose it - that will make requesting a new copy much easier, and do your best to keep it safe. There are some questions surrounding Advance Parole travel currently, so be sure to speak with an attorney before traveling using your AP card.
At every phase, it is critical that you maintain a valid passport and I-94. There are some caveats/exceptions for some statuses if renewals are timely filed. However, it is critical that you speak with a qualified, experienced immigration attorney before making assumptions.
This list is not entirely comprehensive - if you are on E-3, you can use the H-1B list for a general guide. For TN, as with all statuses, you will want to ensure your passport and I-94 are always valid.
This is confusing, there are many dates to keep track of, and the longer you’re here, the more filings, and if you get married and have children, it just gets more convoluted. This is why it is so important to have an actual system, and not just a "put everything in one big folder" approach. You don't need to remember every document that's ever touched your case. You need to know the handful that matter right now, for the stage you're actually in. InHouse Core has created a downloadable checklist for you here.
That's the whole design behind our app, launching soon - InHouse Connect. It will show you exactly what you need to know, tailored to your status and trajectory, so you're never guessing what you're supposed to be watching.
