How to create a Kaz dossier... efficiently

After creating 3 dossiers in one year (for China and Kaz and for 2 different agencies), we have learned some valuable lessons. We managed to create our last dossier in one week. However, that is only because we had the three documents that take the most amount of time to get. Creating a dossier is sort of like juggling, there is a certain pace and order to it to make sure its completed within the time perameters. Here is how to create a dossier in what we found to be the most efficient way...

Pre-preparation Forwarnings:
The dossier documents are time sensitive. No document can be older than 3-4 months before it is submitted to your agency or something like that (confirm with your agency). If you follow my advice here in the order of things, you shouldnt have a problem with it.

Some states have additional requires to get a document apostilled. Ask your Sec. of State's office ASAP for their apostille requirements - don't risk finding out later! Here is a listing of all the Secretaries of State and VitalCheck (where you can order your original documents from), thanks to the Assistant Stork. If you are from Ohio, here is some advice from Jill and John who found themselves in this situation. Original documents are apostilled in the state where they are generated, so this will take a little longer than those locally.

Phase One: you will be asking people to create documents for you. Those documents that are time sensitive (go in the dossier), tell them what you need now but tell them you won't need it until later - you'll give them at least 2 weeks notice.

1. Contact a Homestudy Agency. Schedule appointments.
2. If you don't already have your passport or need to get it renewed, get 'er done!
3. Ask for reference letters if your agency or homestudy requests them. If you don't need the reference letters in your actual dossier, they can create, sign, and date them now.
4. Start ordering any original documents that you need (marriage, divorce, birth). Start immediately with any that are from out of state.
5. Let your employer know you will need them to write a letter for you. Give them the language that your agency gives you. Most likely, you'll be printing it on the letterhead yourself and have them sign it... Confirm with your agency whether this document needs a notary or whether you can have the additional document where you attest that it is a true original copy (which gets notarized). Hold off on collecting this document!
6. Start filling out the forms that your agency gave you. Some are pretty easy and others are not. Follow their directions carefully. Different agencies have different forms (believe it or not) and different states have different notary language. Make sure you use the right language! (Some forms, such as the financial and home description documents may need a little bit of time and effort on your part. You may want to visit my Financial Spreadsheet which may help you organize your thoughts, at least the Net Worth worksheet in this document. did the budget sheet before we met with our homestudy, but we didn't need it). Whatever you do, DON'T sign, date and get them notarized yet.
7. (You can start getting innoculated for your trip now or later. Hepatitis A&B immunizations require a series of 3 shots over 6 months. Ask your local health department or check here to find out what immunizations you'll need to travel).
8. Open a Fed Ex account. This is the greatest thing for shipping packages and overnighting and easy to do.

Phase Two: After getting your homestudy report...

1. Fill out the I600A and submit it. (Some states will allow you to submit the I600A and the homestudy report later; if that is the case, do it). You will get back a date, time and location of where to get your fingerprints done. This is the first step to getting your cherished I-171-H.
2. Start shopping for the right notary. You'll need one who's commission doesn't expire for over a year, and you'll want one who's free. Your bank, financial advisor, lawyer, CPA or other should have one. Or make friends with someone who fits this criteria. Once all your documents are together and completed, you'll need to schedul a half hour appointment with them to get everything notarized.
3. Get your fingerprints (not for the i-171-H) for the FBI. Your police or sherif department should offer this service. Make sure they use the cardstock (around 8-inc by 8-inch) with blue print version. Hold on to this card. You'll need to send it to the FBI for a report, but don't send it in until you receive you have completed your other (USCIS) fingerprint appointment.
4. Send any out of state orginal documents to be apostilled in their original state.
5. You can get new passport pictures which you'll need later (for visa?).

Phase Two: after you have your fingerprints done for the USCIS. Sometimes it takes 6-9 weeks to get the I171H.

1. Mail your fingerprint card into the FBI. Make sure you write on the front of the envelope EXPEDITE for ADOPTION on the front. Follow your agency's paperwork instructions on the language to use in your request letter.
2. Make an appointment with your doctor for your check up. Bring your required paperwork. Ask if they can get it to you later...
3. You agency may require you to have a copy of your home deed, if so, get it now.
4. Continue working on any of your own documents that you haven't completed; but don't sign and notarize them yet! Dont' forget the "true and original documents pages."
5. Your agency may require you to have letters from your bank and mortgage company that you are a client in good standing. Start getting these now.
6. Make color photocopies of your passport as your agency suggests. I actually printed out a bunch of sheets of paper with the "true and original copy" language on it, and the propery notary language on it, and placed the passport on top of the print out to make copies.

Phase Four: after you get your I171H...

1. Ask for the documents you need from your doctors, employers, banks, mortage complanies, etc. If you have fortold them you needed them, they should be ready.
2. Make an appointment with your notary friend. Notarize all the documents you need to.
3. Fax copies of all these forms to your agency for review. You don't want to pay for the apostilles and find out something is wrong... If something is wrong, if its okay, carry on...
4. Photocopy ALL your documents NOW. You may want to also make PDFs now for your records. Follow your agency's requirements; they may ask you to send multiple copies to them. Make sure you make one for yourself.
5. Get all the documents apostilled (you should have already done any out of state ones).

Phase Five: after you get the apostilles back!

1. Photocopy all the apostilles. Apostilles have numbers on them, make sure you know which number goes with each original document! Follow your agengies requirements as per copies (quantity and instructions) if they need them.
2. Send the dossier to your agency. Woo-hoo! You're done!

Some additional Tips:

1. My husband's physician was uncomfortable providing a copy of his licensedue to security concerns. (I realize that more info is available on ourstate's public licensing web site, but still he was uncomfortable.) I got atip from a friend who recently had a physical done for a new job at a placecalled Workfit. They specialize in pre-employment physicals and drugscreening. I called them to see if they would do my husband's physical, andthey said "no problem!". I explained the paperwork involved, and still "noproblem!" They even had a notary onsite.

2. Not all notaries have the stamp or the wording to certify copies (e.g.copy of the physician's license). When you are arranging notary services, besure to explain that you need "copy certification" in addition to the usualidentity/signature certification.

3. Our home study agency required 3 personal references. Two of our friendsreturned theirs within a few days. The third one took 6 1/2 weeks. This isdespite the fact that she is herself a recent AP and knows how important itis. She also told me that she was excited to write the letter, and that if Ihadn't asked, she would have volunteered. So, I think she really did want tohelp, just didn't get around to it. It was incredibly frustrating waiting solong, especially as I have been watching wait times in Kaz lengthen. So, mysuggestion is to ask for one more reference than you need, and use the firstones you get back. Or use them all if you receive them all in a timely way.Hope this helps someone avoid some frustration!

Diane