What Does It Mean When a Case Is Sent to the Department of State?

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Key Takeaways

• USCIS approval sends immigration cases to Department of State for consular processing abroad.
• National Visa Center manages document review, DS-260 form, fees, and schedules embassy interviews.
• Applicants must meet requirements, respond to requests, and wait for priority dates to become current.

If your immigration case status says “case was sent to the Department of State,” you’ve reached an important step in the U.S. immigration process. This means the U.S. Citizenship and Immigration Services (USCIS) has approved your petition and sent your case to the Department of State (DOS) for the next phase, which is usually consular processing. Understanding what this status means, who qualifies for this step, and what comes next is key for anyone hoping to move forward with their U.S. immigration journey.

Let’s break down the eligibility requirements, what you need to do, who might not qualify, and how you can improve your chances of success.

What Does It Mean When a Case Is Sent to the Department of State?

Who Qualifies for a Case Transfer to the Department of State?

You qualify for your case to be sent to the Department of State if:

USCIS has approved your immigrant petition. This could be a family-based petition (like Form I-130), an employment-based petition (like Form I-140), or another immigrant petition.
You are applying for an immigrant visa from outside the United States 🇺🇸. This means you plan to complete your visa process at a U.S. consulate or embassy in your home country, not through adjustment of status inside the United States 🇺🇸.
Your petition is for a visa category that requires consular processing. Most family-based and employment-based immigrant visas follow this route if the applicant is not in the United States 🇺🇸.

Examples of Who Qualifies:

A U.S. citizen files Form I-130 for a spouse living in India 🇮🇳. After USCIS approves the petition, the case is sent to the Department of State for consular processing in India 🇮🇳.
An employer in the United States 🇺🇸 files Form I-140 for a worker living in the Philippines 🇵🇭. Once approved, the case moves to the Department of State for the worker’s visa interview in the Philippines 🇵🇭.

Who Does NOT Qualify:

Applicants adjusting status inside the United States 🇺🇸. If you are already in the United States 🇺🇸 and applying to become a permanent resident (green card holder) through adjustment of status, your case stays with USCIS and does not go to the Department of State.
Petitions that are not yet approved by USCIS. Only approved petitions are sent to the Department of State.
Non-immigrant visa applicants. If you are applying for a temporary visa (like a tourist or student visa), your process does not involve a USCIS petition being sent to the Department of State.

Step-by-Step: What Happens When your case was sent to the Department of State

USCIS Approval
- You file an immigrant petition (such as Form I-130 or Form I-140) with USCIS.
- USCIS reviews your petition and, if all requirements are met, approves it.
- You receive an approval notice, called Form I-797.
Transfer to the National Visa Center (NVC)
- After approval, USCIS sends your case to the National Visa Center (NVC), which is part of the Department of State.
- The NVC creates a case number and enters your information into their system.
- You receive a welcome letter or notice of immigrant visa case creation from the NVC. This letter includes your NVC case number and instructions for the next steps.
NVC Processing
- The NVC asks you to:
  - Complete the DS-260 Immigrant Visa Application online.
  - Pay the required visa fees.
  - Submit supporting documents, such as civil documents and financial evidence.
- The NVC reviews your documents and may request more information if needed.
Consular Processing
- Once the NVC is satisfied with your documents and your priority date is current (meaning a visa is available for your category), your case is sent to the U.S. consulate or embassy in your home country.
- The consulate schedules your visa interview.
- At the interview, a consular officer reviews your case, asks questions, and decides whether to issue your immigrant visa.
Visa Issuance and Entry to the United States 🇺🇸
- If approved, you receive your immigrant visa and can travel to the United States 🇺🇸 to become a permanent resident.

Detailed Requirements for Each Step

1. USCIS Petition Approval

You must file the correct form: For family-based immigration, this is usually Form I-130. For employment-based immigration, it’s Form I-140.
You must meet eligibility for the visa category: For example, for a spouse visa, you must prove a valid marriage.
You must provide all required documents: This includes proof of relationship, proof of U.S. citizenship or permanent residency, and any other documents USCIS requests.
You must pay the required filing fees.

2. National Visa Center (NVC) Processing

You must respond to the NVC welcome letter: This letter tells you how to log in to the Consular Electronic Application Center (CEAC) and what to do next.
You must complete the DS-260 form: This is the main immigrant visa application. You can access it here.
You must pay the visa application and affidavit of support fees.
You must submit all required civil documents: These include birth certificates, marriage certificates, police certificates, and more.
You must provide financial evidence: The petitioner must show they can support you financially, usually by submitting Form I-864, Affidavit of Support.
You must respond promptly to any requests for more information.

3. Consular Interview

You must attend the interview at the assigned U.S. consulate or embassy.
You must bring all original documents and copies.
You must pass a medical exam by an approved doctor.
You must answer the consular officer’s questions truthfully.
You must not have any disqualifying factors (see below).

Disqualifying Factors: Who Does Not Qualify or May Face Delays

Even if your case was sent to the Department of State, you may be delayed or denied if:

You have a criminal record or immigration violations. Certain crimes or past immigration problems can make you ineligible for a visa.
You fail to provide required documents. Missing or incorrect documents can delay your case.
You do not respond to NVC or consulate requests. Not answering requests for more information can cause your case to be delayed or closed.
Your priority date is not current. If there are more applicants than visas available in your category, you must wait until your priority date becomes current, as shown in the Visa Bulletin.
You have a medical condition that makes you inadmissible. Some health issues can prevent visa approval.
You cannot show enough financial support. If the petitioner cannot meet income requirements, your visa may be denied.

Example:
If you are from a country with a long waiting list for family-sponsored visas, your case may sit at the NVC for months or years until your priority date is current. If you fail to submit a required police certificate, the NVC will not send your case to the consulate until you provide it.

Alternative Options if You Are Not Eligible

If you do not qualify for your case to be sent to the Department of State, or if you face delays or denials, consider these alternatives:

Adjustment of Status: If you are already in the United States 🇺🇸 and eligible, you may be able to apply for a green card without leaving the country. This process stays with USCIS.
Waivers: If you are ineligible due to certain grounds (like past immigration violations), you may be able to apply for a waiver. For example, Form I-601 is used to request a waiver of inadmissibility.
Reapplying: If your petition is denied, you may be able to fix the problem and reapply.
Other Visa Categories: If you do not qualify for an immigrant visa, you might be eligible for a non-immigrant visa (like a student or work visa), though this is a separate process.

How to Improve Your Chances of Success

Respond quickly to all requests from the NVC and consulate.
Double-check all documents for accuracy and completeness.
Keep copies of everything you submit.
Check the Visa Bulletin every month to see if your priority date is current.
Prepare for your interview by reviewing your application and gathering all required documents.
Seek help from a qualified immigration attorney if you have complicated issues or past problems.
Use the official USCIS Case Status Online tool to track your petition’s progress.
Contact the NVC using their Public Inquiry Form if you have questions or experience delays.

Special Cases: K Visas and Other Exceptions

Some visa categories, like K-1 fiancé(e) visas, follow a slightly different process. After USCIS approval, these cases are also sent to the Department of State, but they may be handled through a different system. The main idea is the same: after USCIS approves your petition, the Department of State takes over for visa processing at a U.S. consulate or embassy.

Recent Developments and What to Expect in 2025

As of July 2025, the process described above remains standard. The National Visa Center continues to process cases as they arrive from USCIS, and the Department of State manages visa interviews and issuance. The July 2025 Visa Bulletin shows which categories and countries have visas available, which affects how quickly your case moves forward.

There have been no major changes to the process in 2025. However, both USCIS and the Department of State are working to reduce backlogs and improve processing times. Applicants are encouraged to stay updated by checking official websites and submitting inquiries if they experience long delays.

Key Takeaways and Next Steps

If your case was sent to the Department of State, it means you’ve passed the first big hurdle: USCIS approval.
You must now work with the National Visa Center to complete forms, pay fees, and submit documents.
Your case will move to a U.S. consulate or embassy for an interview once all steps are complete and a visa is available.
Stay organized, respond quickly, and check your status regularly to avoid delays.

For more information, visit the U.S. Department of State’s Immigrant Visa Process page, which provides official guidance on each step.

As reported by VisaVerge.com, reaching the “case was sent to the Department of State” status is a positive sign that your immigration journey is moving forward. However, careful attention to each step, timely responses, and staying informed about visa availability are essential for a smooth process.

If you’re unsure about your eligibility or have questions about your case, consider consulting an immigration attorney or using official government resources for the most up-to-date information.

By following these steps and understanding the requirements, you can better prepare for the next phase of your immigration process and improve your chances of a successful outcome.

Learn Today

USCIS → U.S. Citizenship and Immigration Services, the agency that approves immigrant petitions in the United States.
Department of State → U.S. government agency managing visa processing at embassies and consulates abroad.
National Visa Center (NVC) → The center that handles immigrant visa application processing after USCIS approval.
Consular Processing → The procedure of applying for a visa at a U.S. embassy or consulate outside the U.S.
DS-260 → An online immigrant visa application form required during consular processing before visa issuance.

This Article in a Nutshell

When USCIS approves your immigrant petition, your case moves to the Department of State for consular processing abroad. The National Visa Center coordinates interview scheduling and document checks. Success requires meeting requirements, timely responses, and monitoring visa availability to complete the immigration process efficiently and gain lawful permanent residency.
— By VisaVerge.com