Guide · Civil documents and documentary qualification
Civil Documents, Police Certificates, and Translations
Civil documents support an immigrant visa application at the National Visa Center (NVC). Check State's country document instructions before requesting records. Police certificates, translations, and acceptable copies depend on the applicant's circumstances.
For: Couples collecting civil documents for CR-1, IR-1, or F2A processing.
Written from official U.S. government sources. Last reviewed August 2026. Sources and limits. 1 source awaits review.
At a glance
- Check every relevant country. State's country document instructions, called the reciprocity schedule, list records, issuing authorities, and availability.
- Police certificates are conditional. State's age, residence, and arrest rules determine which are required.
- Check the translation rule. English and the official language of the country of application are treated differently from other languages.
- Submission and interview rules differ. Keep originals and read the embassy or consulate's instructions.
Who issues what
Origin: official source. Official sourceStated by a US government publisher on the page we cite.Sources
State lists civil records such as birth and marriage certificates, records ending prior marriages, and police, court, or military records when required. The issuing authority and acceptable records are published per country.
- Start with the Department of State civil documents page.
- Find each country in the reciprocity and civil documents schedule.
- Follow NVC instructions for submitting documents through CEAC, the online visa portal.
Read the full country entry. It identifies the record, issuing authority, acceptable copy, and whether the document is available.
Police certificates
Origin: official source. Official sourceStated by a US government publisher on the page we cite.Sources
Police-certificate requirements depend on age, residence history, and arrests. Check State's civil-document criteria and each relevant country entry. The country entry explains who issues the certificate and how to request it.
- Use the applicant's address history from DS-260 preparation to identify countries to check.
- Read State's criteria and the country entries for required certificates and validity rules.
- Distinguish a certificate listed as unavailable from one you cannot obtain for another reason. State gives different instructions for these situations.
- Ask an immigration attorney about arrests, charges, or convictions and their legal effect.
Translations, copies, and originals
Origin: official source. Official sourceStated by a US government publisher on the page we cite.Sources
A document needs a certified translation if it is neither in English nor in the official language of the country where you are applying. The translator must sign a statement confirming accuracy and competence. Follow NVC submission instructions and the embassy or consulate's separate interview instructions.
NVC submission
- What is published about it
- Submit documents electronically under NVC instructions
- Where to read it
- State civil-document and submission pages
Interview
- What is published about it
- Bring originals or certified copies as instructed
- Where to read it
- The embassy or consulate's interview instructions
Two stages, two expectations
| Stage | What is published about it | Where to read it |
|---|---|---|
| NVC submission | Submit documents electronically under NVC instructions | State civil-document and submission pages |
| Interview | Bring originals or certified copies as instructed | The embassy or consulate's interview instructions |
Store originals safely. An electronic submission does not replace the documents required at interview.
When the rule is unclear or the document does not exist
Origin: Togetherward explanation. Togetherward explanationOur reading of the official sources, not something an agency says.
A record may be under a former name, unavailable in the country, or impossible to obtain for another reason. Read the country entry and State's missing-document instructions before deciding what to submit.
- Read the full country entry, including exceptions and unavailable records.
- Check the embassy or consulate's instructions for interview questions. Find its page under embassies.
- Use the office's published question channel if the instructions do not answer your question.
- Ask an immigration attorney about the legal effect of a missing or disputed record.
- Keep a dated record of requests, replies, and attempts to obtain the document.
What comes next
Origin: Togetherward explanation. Togetherward explanationOur reading of the official sources, not something an agency says.
After submission, NVC reviews the application and supporting documents. It may request more information or mark the case documentarily complete. That review does not decide whether a visa will be issued.
Common questions
Which civil documents will we need?
Do police certificates expire?
Who is allowed to translate our documents?
Our country cannot issue one of these records. What then?
Related guides
- NVC and sponsorshipNVC Document Checklist for CouplesPrepare the civil and financial documents the National Visa Center asks for
- NVC and sponsorshipWhat Happens After an I-130 ApprovalUnderstand which office holds the case after petition approval and what each one does
- Civil documents and documentary qualificationDocumentarily Qualified, and the Wait That FollowsInterpret a documentarily qualified record and understand the wait for interview scheduling
- NVC and sponsorshipThe Affidavit of Support, in OutlineUnderstand the sponsorship roles and obligations the affidavit of support creates
- Waiting on USCISAdding or Correcting Evidence After You Have FiledCorrect or supplement a family petition that is already pending with USCIS
How Togetherward helps
SuggestionKeep document copies, requests, and follow-up tasks in Togetherward so both partners can see the work. Togetherward cannot request civil records or confirm that an agency will accept them.
- Look at the sample case — Opens Joe and Kat’s fictional sample workspace.
- See the other guides — Opens the guide library index.
- Apply for the private beta — Opens the beta page, where you can read what the beta covers and apply.
In Togetherward
Sign in to your case to continue where this leaves off.
Sign in to continueThis guide explains where to find civil-document rules. It is not legal advice. Follow official country and interview instructions, and ask an immigration attorney about case-specific legal questions.
Sources and limits
Last reviewed and verification status
- Last reviewed
- Last recorded source review: . We aim to re-read it every 120 days.
- Review recorded.
- Verification status of the sources behind this page
- 3 of 4 sources are recorded as checked. 1 is awaiting verification. See the note beside each pending source for what remains to be checked.
Verified (3)
- VerifiedDepartment of State — Collect civil documents — checked as part of the page review.
- VerifiedDepartment of State — Visa reciprocity and civil documents by country — checked as part of the page review.
- VerifiedDepartment of State — Collect and submit forms and documents to the NVC — checked as part of the page review.
Pending verification (1)
- Pending verificationDepartment of State — Civil documents, translations and unavailable records — A direct source read supports the revised wording about civil documents, translation conditions and unavailable records. Full guide review against this source is still pending; the recorded page review date has not changed. Flagged .
About this guide and its review
Guide scope
- Civil documents and documentary qualification
- CR-1 / IR-1 (Form I-130)
- F2A (spouse of a permanent resident)
- Who this is for
- Couples collecting civil documents for CR-1, IR-1, or F2A processing.
- Stage it covers
- NVC processing and preparation for the immigrant visa interview.
- What it helps you do
- Find the issuing authority, country rules, and instructions for translations and originals.
- What this page cannot tell you
- Which country-specific requirements apply to your facts.
- Whether a document you hold will be accepted.
- What your embassy or consulate will require at interview.
- An issuing authority's fees or processing time.
How we put this page together
Togetherward analysisThis guide uses State Department civil-document instructions and the country reciprocity schedule. It explains how to find the rules without copying country entries. Sections marked as analysis contain Togetherward explanations.
What we did not include
- Country-specific issuing procedures and document availability.
- Apostille and legalisation procedures.
- Fees, processing times, and appointments at issuing authorities.
- Case-specific advice about missing or disputed records.
Review record
- Author
- The Togetherward editorial team. The people who build Togetherward. We are not attorneys and we do not give legal advice.
- Review
- Reviewed by Togetherward Team
- Scope of review
Read the full review scope
Review scope: a second person on the Togetherward editorial team re-read this page against the official pages listed below and confirmed that every process statement still matches them. That is what our review covers, and it is described in full in our editorial standards. It does not assess legal accuracy, eligibility, or how anything applies to a particular case — for that, speak with a qualified immigration attorney.
- Dates
- Last reviewed · Published .
- Review status: Review recorded.
- How this guide was prepared
- How we review guides.
- What the labels in this guide mean
- Official factStated by a U.S. government publisher on the source page we cite.
- Togetherward analysisOur reading of the official sources, not something an agency says.
- SuggestionA way to organise your own case. Optional, and not a requirement.
- Limitations
- This is an explanation of a published government process, not legal advice, and not a prediction about your case.
- Figures that move — processing ranges, Visa Bulletin dates, fees, form editions, interview availability — are described rather than reproduced here, so you read the current number at the source.
- USCIS, the National Visa Center, the embassy, or the consular officer may ask for something this page does not mention.
- Civil document requirements are published per country and change. This page teaches the official lookup rather than stating any country's rules.
- Commercial independence
- Commercial independence: nobody pays to appear on this page. There are no sponsors, no advertising, no referral fees, no affiliate links, and no paid placement of any attorney, agency, or service. Togetherward makes money from couples who use the product, and a commercial relationship cannot change what this page says, when it was last reviewed, whether it is flagged as out of date, or whether it stays in search results.
- Corrections
- Report a correction using the form below, support@togetherward.app or use the support page.