Incorporation documents for both entities, the share register and transfer records, recent financial statements, tax filings, and payroll evidence covering the employee’s qualifying year.
Collect the primary records before drafting anything
Assembling this material first tends to shorten the whole process, because it either confirms the plan or exposes the problem while there is still time to fix it. Incorporation and constating documents identify the entities. The share register, subscription records and any transfer resolutions establish ownership. Financial statements, tax filings, contracts, invoices and payroll show that each entity is regularly and systematically doing business rather than dormant. Payroll and employment contracts establish the qualifying year abroad. Where any of these are in French and will be filed with USCIS, arrange complete certified English translations early, since translation of a full set of financial statements is not a same-day task.
Collect corporate records and employment records as separate sets, then reconcile names, dates, and ownership percentages across them. The file should show the foreign employer, the U.S. entity, the relationship, the foreign role, and the proposed authority. A polished organization chart cannot replace dated ownership evidence or payroll records. Resolve discrepancies before filing, particularly after restructurings or changed share classes. Hypothetical example: a museum-exhibit fabricator uses an old shareholder agreement while the current register shows a transfer; the register and closing papers establish the relationship at the relevant time.
Use a document index that identifies the date and custodian for every corporate record; this makes it easier to explain why an older agreement differs from a current register.