5 Easy Steps to Write Immigration Reports
How do you actually write immigration reports?
That’s a question I get all. the. time. (don’t worry - I love this question!)
For many evaluators or aspiring evaluators, writing the report is the most dreaded part of the whole evaluation process. But it’s also the most important part of the process, too.
It's what the adjudicator sees and relies on to decide the future of the client and their family.
And while the stakes are high, writing the report really shouldn't be this overwhelming thing hanging over you. The report deserves the same calm, confident approach as everything else.
So if you've ever felt stuck or anxious when it's time to write, this week’s podcast episode is for you.
Here are my 5 Easy Steps to write an immigration report
1. Structure Your Intake for Seamless Writing
Use an intake guide that mirrors the structure of your report. This helps you capture client information in a way that makes report writing easier later on, even if the interview jumps around. You’re essentially jotting down notes under the same headers that’ll appear in the final document, which means less scrambling later to find where someone mentioned their health condition or family dynamic.
This approach also helps you collect more information than you'll actually include, which is a good thing. It lets you see the full picture clearly, justify your conclusions, and stay in the flow when writing instead of piecing together scattered notes.
2. Keep a Report Log to Stay Organized and Save Time
Maintain a centralized log of your past reports using a simple spreadsheet. Divide it into tabs by report type (e.g., asylum, hardship waivers) or by year. Whatever fits your style. In each row, track case type, diagnosis, client pronouns, and any reusable report details.
This builds your own “library” of reference material. When you start a new evaluation, you can easily find a similar report to use as a template. It boosts your efficiency, ensures consistency, and keeps you from reinventing the wheel with every case.
3. Use Past Reports and Pre-Written Blurbs to Write Smarter
Start with a report template from a past case with a similar diagnosis and type. Strip out identifying details, double-check spelling, and use “find and replace” for names, but always manually verify to avoid embarrassing copy-paste slip-ups.
Then, update the background section with fresh, client-specific information from your intake. For common diagnoses and test descriptions, prepare general language ahead of time in your own words (or with a little help from AI). That way, you're not rewriting what depression or PTSD looks like every single time. You're just tweaking it for the case at hand.
4. Write Clean, Relevant Reports That Don’t Overshare
Avoid the urge to over-explain or include every detail from the interview. Your goal is not to impress but to clearly convey what matters. A concise, well-organized report signals that you did your homework and helps the adjudicator understand your findings without getting lost in the weeds.
Too much information can not only slow down the reader but also harm your client by oversharing sensitive, irrelevant details. Stick to what directly answers the psycholegal question. Keep it clean, clear, and purposeful.
5. Write While It’s Fresh—Ideally in One Sitting
Don’t wait too long to start writing. The closer you are to the interview, the more you’ll remember the client’s tone, body language, and emotional nuances, which are things that might not be in your notes. Even if you can't write the full report right away, jot margin notes on your intake guide to capture your impressions.
Try not to write in scattered chunks. If life gets in the way and you have to, make sure to re-read from the top each time so your report stays cohesive. Ideally, set aside a solid writing block to finish in one go. It’ll save you editing time and keep the tone consistent.
This has been an abbreviated list of each of the 5 steps. But if you’re like me, you may prefer a more detailed walk-through of each step.
If so, check out my podcast episode on this topic: Beyond Borders: The Immigration Evaluations Podcast.
🎙️ 5 Easy Steps to Write an Immigration Report
🔊 Listen now:
