Essential documents for entering the USA

If you are planning to visit the United States, it is important that you have the proper documents for entry. Your passport and travel authorization (e.g., ESTA or US visa) are most important, but depending on the purpose and duration of your visit, you may be required to provide additional documentation.

Passport for entry into the USA

To enter the US, you will always need a valid passport (unless you are entering with a Green Card). The requirements for your passport document depend on the type of travel authorization you have.

US visitors with an ESTA permit need a biometric passport (e-passport), while for travelers with a US visa, a temporary passport or children's passport will suffice.

Passport validity for the USA and the Six-Month Club

If the country that issued your passport is a member of the "Six-Month Club" (Six-Month Passport Validity Update) compiled by the US government, validity until the date of your departure from the US will suffice.

For nationals of countries that do not belong to this exclusive club, the passport must be valid for six months beyond the entry date.

US entry with ESTA, Visa, or Green Card?

There are three types of travel authorization to the US for non-Americans:

• The inexpensive, fast, and easy ESTA authorization
• The classic US visa from the embassies and consulates
• The Green Card as an unlimited residence and work permit for the USA

Deciding which route to take for your trip to the US depends on your personal planning and living situation.

If you fly to the USA for tourist or business activities for up to 90 days at a time, then an ESTA application is recommended, as it is a low-cost solution and gets processed within 72 hours. Most ESTA authorizations are valid for two years (or until the validity period of your passport ends), during which you may enter the country as often as you wish.

For longer stays with a special purpose, such as a study, you must visit the embassy or consulate for the classic visa (e.g., F-1 student visa).

If you're considering immigrating to the USA, it's worth entering the US government's annual Green Card Lottery. 55,000 American immigrant visas are awarded to participants from all over the world, and whoever gets one of the coveted Green Cards is granted almost the same rights as a US citizen. Let’s summarize the differences between ESTA, Visa, and Green Cards:

US homeland security and airline forms

Every passenger boarding an airplane bound for the US must disclose both personal and travel data, which the respective airline shares with US authorities for security purposes.

These include, for example, the Secure Flight data query of the Transport Security Administration and the APIS data query. You go through both of these when you book your flight using the online form or, at the latest, when you check in for your flight.

TSA (Secure Flight) Form

On behalf of the Transport Security Administration, airlines collect personal information such as date of birth, gender, booking information, and passport information when you book your ticket. After you book or check in for your flight, your airline forwards the collected data to the TSA's Secure Flight System.

The main goal of this program is to increase aviation security by matching passenger data with watch lists maintained by various US agencies.

APIS form

The APIS data collection process is administered by U.S. Customs and Border Protection (CBP). APIS requires airlines and other carriers to provide certain information before transporting passengers and crew members to the United States:

• Full names, dates of birth, genders, passport data, and nationalities of all passengers and crew members
• Flight information: flight number, departure, and arrival airports, and travel date

Airlines are responsible for collecting the required data during the booking process or at check-in. Thereafter, the information is securely transmitted to U.S. Customs and Border Protection.

CBP uses the APIS data collected to conduct security assessments and screening and to identify individuals who pose a security risk and who should be denied entry into the United States. So the primary purpose of APIS is to improve border security.

I-94 Form

Form I-94, officially called the Arrival/Departure Record, is administered electronically by U.S. Customs and Border Protection and is used to record the entry and exit of foreign visitors to the United States.

The I-94 data includes:

• Full names
• Date of birth
• Gender
• Nationality
• Passport number
• Travel information (e.g., flight number, date of arrival, and point of entry)
• First address in the USA (e.g., hotel)

I-94 data is collected electronically through CBP's Electronic System for Travel Authorization (ESTA) or as part of the visa application process.

Additional documents for entry into the USA

US Border Patrol agents require some travelers to provide additional documents besides their passport and ESTA/visa authorization to verify their stated reasons for traveling to the United States.

We recommend that you always carry a comprehensive folder of travel documents with you, which you can show at the border if necessary. Documents this folder should contain are:

• Your return or onward ticket
• Hotel and car rental bookings
• A proof of financial stability (e.g., bank statement)
• Proof of ties to your home country (e.g., employment contracts, rental agreements)
• If you are traveling to the US on a visa for a specific purpose: proof of the purpose of travel (e.g., enrollment certificate)
• If you have any physical abnormalities: health certificates
• If you carry medications: prescriptions and doctor's letters with dosage instructions

Traveling to the USA with children: documents

If you are traveling to the US with children, be aware of the following regulations and additional travel document requirements:

• Minors require their own ESTA authorization or visa to enter the United States.
• Proof of the right to leave the country may be required. Have the following documents ready for this purpose:
  • Officially certified translations of the birth certificate
  • Powers of attorney of all legal guardians (notarized)
  • ID cards and contact details of all legal guardians (copies)
  • Declaration of consent of the child (if possible, preferably with signature)

Summary: documents you need for a USA trip

Go through this checklist again well in advance of your flight to the USA so that you don't forget any documents:

Mandatory travel documents for the USA

Mandatory documents for travel to the USA include:

• Valid travel authorization (ESTA, visa, or Green Card)
• Valid passport that meets the requirements for the respective travel authorization
• Matching airline or shipping company ticket

Supporting travel documents for the USA

Supporting documents for approval of your entry into the US by the Border Patrol agents include:

• Return or onward ticket
• Hotel and car rental bookings
• Proof of financial stability (e.g., bank statement)
• Proof of ties to your home country (e.g., employment contracts, rental agreements)

Case-dependent travel documents for the USA

Case-dependent documents for approval of your entry into the US by the Border Patrol agents include:

• Evidence of the purpose of the trip
• Health certificates
• Prescriptions and doctor's letters with dosage instructions for medications
• Certified translations of birth certificates when traveling with children
• Powers of attorney from legal guardians (notarized)
• ID cards and contact details of legal guardians (copies)
• Consent forms from traveling children

How US border agents make their decisions

U.S. Customs and Border Protection officials alone are responsible for determining your suitability to enter the country. The following factors will be considered in determining whether or not you are eligible to enter the United States:

• Reason for the trip
• Travel documents
• Criminal record
• Health concerns (for infectious diseases that are difficult to treat or a public health threat)
• Ties to the homeland
• Other security concerns (matching against watch lists and databases)
• Your behavior in the border area and when talking to the officials
• Previous violations of US immigration laws

During the inspection, you will be questioned by a CBP officer about the purpose of your visit, the length of your stay, and other relevant details. If you are subsequently found to be inadmissible, you will be denied entry into the United States.

You have the right to appeal the decision. However, the procedure and availability of appeals may vary depending on the specific circumstances and reasons for the denial of entry.

It is best to have your travel authorizations applied for by an experienced USA expert, such as the state-licensed consultants at The American Dream, to minimize the risk of being denied entry.