For foreigners working in the U.S., immigration can add an extra layer of stress. To ease the burden, it’s important to stay informed and take a proactive approach. Below is how we approached our sponsorship requests and some personal thoughts on navigating the process of requesting company sponsorship for an H-1B visa or U.S. permanent residency (Green Card). 

Please note, we won’t be covering specific immigration laws—always consult a qualified immigration lawyer for legal guidance.

When is the Right Time to Bring Up the Sponsorship Topic with the Employer?

Start early—sooner is always better.

The immigration process is complex and often unpredictable. Starting early allows you, your employer, their legal team, and the government enough time to navigate the process without unnecessary stress or delays. It also gives you a buffer to explore alternative options if things don’t go as planned (more on that below).

That said, timing is everything—only bring up your sponsorship request when your direct manager is confident in your performance. Building trust and demonstrating value first will make the conversation much smoother and more likely to lead to a support

The Pressing Question: How Should I Approach It?

Step 1: Preparation Is Key
Before initiating the sponsorship conversation, make sure you’re well-prepared. Here are a few essential steps:

1. Understand your current immigration status and timeline
   Be clear on your visa type, expiration dates, grace periods, and any key deadlines. This helps you plan ahead and communicate effectively with your employer.
   
2. Know your employer’s sponsorship policy (if available)
   Some companies have formal policies or guidelines regarding visa or green card sponsorships. You can review any internal resources or connect with peers to find out what’s already in place—this gives you a clearer picture of what to expect and how to align your request.
   
3. Identify the benefits to the company and your team
   Frame your request in terms of value. How does sponsoring you benefit your team or the company as a whole? Think about your contributions, unique skill set and your mobility. How those will be impacted if your current visa expired or the employer loses you

Step 2: Initiating the Conversation
Your first point of contact should be your direct manager. You can bring up the topic during a regular 1:1—just be sure to reserve at least 15 minutes—or schedule a dedicated meeting to give the conversation the space it deserves.

Start by asking if your manager is familiar with the immigration process. Their response will help you gauge how much background you may need to provide. As you explain your situation, pause occasionally to check that they’re following. Don’t be afraid of silence—give them time to process and think through your request before continuing.

Aim to end the conversation with a clear, actionable next step, based on your company’s sponsorship policy. Here are a few ways to frame your ask:

• “What can we do to start my immigration sponsorship process?”
  
• “Would you be able to initiate the process with HR or the legal team on my behalf?”
  
• “Would you be willing to support me when I initiate the process?”
  

If possible, try to get a general sense of the timeline, but avoid pushing too hard. If there’s no clear answer right away, it’s perfectly fine to follow up in 2–3 weeks.

Throughout the conversation, stay clear, respectful, and confident. Preparation and professionalism go a long way in building support for your case.

Step 3: Follow Up with an Email
After your face-to-face conversation, it’s important to follow up with a clear and concise email. Use this opportunity to capture your request in writing and provide key details such as your visa type, expiration dates, grace periods, and any relevant deadlines.

This email not only helps your manager remember the specifics, but also equips them to initiate or facilitate the conversation with HR, the legal team, or any external immigration counsel on your behalf.

Step 4: Be Patient, But Follow Up
After your initial conversation and follow-up email, give your manager at least 2–3 weeks to connect with the relevant teams and gather information. These processes often involve multiple parties, different approval layers and can take time.

If you haven’t heard back after several weeks, it’s perfectly appropriate to check in with a polite follow-up—just to see if there are any updates or next steps.

Alternative Options if Your Sponsorship Request is Declined

If your request for visa sponsorship is declined, remain professional and polite. Try to understand the true reason behind the decision. Is it due to company policy, financial constraints, or the nature of the role?

Here are some constructive next steps to consider:

• Stay Positive and Professional: Express gratitude for the opportunity and maintain a good relationship with the employer.
  
• Upskill Yourself: Consider gaining new skills or certifications to qualify for roles that are more in demand and more likely to be sponsored.
  
• Explore Other Job Opportunities: Broaden your job search to include companies known to support visa sponsorship.
  
• Look Into Other Visa Options: Research alternative visa pathways that might better suit your situation.
  
• Make the Most of Your Time in the U.S.: Take advantage of your time to grow personally and professionally, while also preparing for a potential future back in your home country. As I always believe: “When one door closes, another one opens.” Stay open-minded and proactive—new opportunities often appear in the most unexpected ways.