US Visa Stamping HR Guide 2025 Update: Nonimmigrant Visa Interviews in Country of Nationality or Residence

Why this matters: Your employees who need a U.S. visa stamping will now be steered to an interview in their country of nationality or residence. Third-country stamping just became harder and slower in most cases. If you approve travel without checking these rules, people can get stuck abroad.

What you will get here: a plain English summary of the rule, what it means for HR, simple questions to ask, a short process you can run, and scripts you can copy when approving or pausing travel.

US visa stamping HR guide 2025 update - country of nationality or residence interviews and DOS NIV rule September 2025

Use this US visa stamping HR guide 2025 update to understand how country of nationality or residence interviews work under the Department of State (DOS) Non-Immigrant Visa (NIV) rule, September 2025. It explains what changed, how to plan travel and stamping for employees, and how to reduce third-country risks.

What changed

• Effective date: Guidance is effective immediately as of September 6, 2025.

• Where to book: Applicants for U.S. nonimmigrant visas - temporary visas like H 1B, L 1, O 1, TN, E 1 or E 2 or E 3, B 1 or B 2, F 1, J 1, and dependent categories - should schedule interviews in their country of nationality or residence.

  
  

  • What does "Country of Residence" mean 

    • This means a non U.S. country where the person actually lives or maintains a foreign residential address. There are no U.S. embassies or consulates inside the United States, so interviews always occur outside the U.S. - either in the person’s country of nationality or their non U.S. country of residence.

• Designated posts when services are paused: If a nationality does not have routine NIV services, the case must go to a designated embassy or consulate for that nationality unless the person resides elsewhere. DOS published a list of designated locations.

• Proving residence: Applicants who apply based on residence should be ready to prove they live there.

• Applying outside nationality or residence: Posts may accept non-resident cases at their discretion, but it can be harder to qualify, fees are not refundable or transferable, and wait times are usually longer for non-residents.

• Existing appointments: Existing non-immigrant visa appointments will generally not be canceled, but employees should check with the embassies/consulates.

• Exceptions: A, G, C 2, C 3, NATO, and other diplomatic or official cases are not covered. Rare humanitarian, medical, or foreign policy exceptions may apply.

Note: This update is about nonimmigrant visas. It does not change the immigrant visa policy. Visa interviews always take place at U.S. embassies and consulates abroad.

Why employees need a visa stamp

Visa vs status - simple view

• A visa stamp is the foil placed in a passport by a U.S. embassy or consulate abroad. It is a travel document that lets an airline board the traveler and allows a U.S. officer to admit them in a specific category.

• Status in the United States is shown by the I-94 record and often by an I-797 approval notice. These control how long the person may stay and work while inside the U.S.

When a visa stamp is needed

• If an employee leaves the U.S. and wants to re-enter, they generally need a valid visa stamp in the same category they will use to come back - for example, H-1B back in as H-1B.

• Extending status inside the U.S. with an I-797 does not put a new visa in the passport. If the person travels, they will need to stamp unless an exception applies.

When a visa stamp may not be needed

• If the passport already has a still valid visa in the correct category that covers the return date, stamping again is usually not required.

• Some travelers are visa-exempt in certain categories - for example, many Canadian citizens in common work categories. HR should confirm on a case-by-case basis.

• Automatic revalidation may allow return after a short trip to Canada or Mexico in limited cases if the person did not apply for a new visa while abroad and their I-94 and status are still valid. Treat this as a narrow rule and confirm before relying on it.

• If the person has a pending I-485 adjustment of status with Advance Parole (AP), they may re-enter with Advance Parole instead of a visa.

HR checklist to decide quickly

• Does the passport have a valid visa in the category they will use to return

• If not, is the person visa-exempt or eligible for automatic revalidation

• Any pending filings that make travel a bad idea right now

• If none of the above apply, plan for visa stamping at the post for nationality or residence, and set realistic timing

Who this affects at your company

• Any employee who needs a visa stamping to return after international travel - H 1B, L 1, O 1, TN, E, B 1 or B 2, F 1, J 1.

• New hires who plan to stamp in a third country to speed up timing.

• Employees whose nationality appears on the designated locations list - for example, Afghans routed to Islamabad, Iranians to Dubai, Russians to Astana or Warsaw, Ukrainians to Krakow or Warsaw.

A simple decision process HR can run

Step 1 - Intake

Ask the employee for: countries they will visit, whether they will seek stamping, which post and country they plan to use, whether that is their nationality or residence, any pending USCIS filings, and any history of 221(g) or refusals.

Step 2 - Color code the plan

• Green: stamping in nationality or residence, appointment secured, clean history.

• Yellow: stamping in nationality or residence, but timing is tight or there is some history.

• Red: planning third country stamping, no appointment, or prior 221(g) or refusal, or the nationality requires a designated post, and the plan ignores that.

Step 3 - Set expectations

Write one sentence for the file and for the manager. Example: "We will stamp in the employee’s country of residence. Appointment confirmed for [date]. Passport return is usually [X] days. We will avoid third-country stamping unless a listed exception applies."

If the employee wants third-country stamping

• Start with a friendly no - "We should use your nationality or residence. Third country stamping is discretionary by post and usually slower for non-residents."

• If the business still wants to try, the employee must:

  • Confirm the post accepts non-residents in the visa category.

  • Check appointment availability and the passport return method and timeline.

  • Be ready for longer waits and a higher chance of 221(g).

  • Understand that fees are not refundable even if refused or transferred.

• Keep a Plan B - coverage for work and budget for one itinerary change.

Questions HR should ask every time

1. Will you apply for a new U.S. visa stamp on this trip

2. Which embassy or consulate and country will you use, and is that your nationality or residence

3. Do you already have an appointment

4. Any pending USCIS filings, like a change of status or extension, or I I-485

5. Any prior 221(g) or refusals or long security checks

6. Exact travel dates and must meet deadlines after return

What to tell employees and managers - copy and paste

If Green

You can travel and stamp at your home post, your country of nationality, or residence. We confirmed the appointment. Build time for passport return. Message us in this thread after the interview and when passport status changes."

If Yellow

You can travel with care. We will stamp in your country of nationality or residence, but the timeline is tight, or there is some history. Build extra time and keep us posted."

If Red

Let us pause on third-country stamping. Posts can refuse non-resident applicants or take much longer. We will route you to your nationality or residence, or to a designated post if required for your nationality."

Document checklist to carry

• Passport valid 6 plus months beyond U.S. return

• Current or most recent U.S. visa page - even if expired

• I-797 approval and I-94 printout if applicable

• Employment letter - title, salary, duties, and worksites that match the petition

• Client or assignment letter if relevant

• Recent pay stubs

• DS 160 and appointment confirmation

• Any prior 221(g) slips or consular emails

• HR and counsel contacts with time zones

Pitfalls to avoid

• Approving third-country stamping without checking the post policy for non-residents

• Promising dates without looking at wait times and passport return

• Ignoring the designated post routing for certain nationalities

• Not warning that fees are not refundable and not transferable

• Letting the job title or location drift away from what is in the petition

Source: U.S. Department of State - U.S. Visas News. "Adjudicating Nonimmigrant Visa Applicants in Their Country of Residence" - September 6, 2025.

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