How to Switch Immigration Firms Without Disruption

If you’ve thought about changing immigration firms, one question might give you pause: Will you harm your employees’ cases?

It’s a fair worry. A pending H-1B extension or a PERM in progress isn’t something to gamble with. But that fear keeps a lot of companies stuck with firms that might not be the best option.

A switch done the right way doesn’t have to put cases at risk. Here’s how to get it right.

Why caution makes sense

Many mobility teams build close relationships with their attorneys. That loyalty is understandable after working closely together on hard cases.

But your first duty is to your foreign-national employees. You’re responsible for what happens to them. A good relationship with a firm shouldn’t outweigh the needs of your employees.

Caution is healthy, but it shouldn’t turn into paralysis.

Ultimately, changing counsel is routine, and it’s a managed process that doesn’t need to cause any delays or problems for your existing cases.

What happens when you switch firms?

The handoff can be more routine than you might expect.

Your new firm files a form called the G-28. Once the government accepts it, the old firm is officially replaced, and future notices go to your new counsel.

This is a common process and your cases should proceed normally on their existing merits. There’s no government policy that a new firm’s name triggers extra review or delays.

What doesn’t change when you switch firms

Here’s what doesn’t change: your deadlines.

Let’s say one of your employees has a case in the middle of a request for evidence (RFE), and the government has asked for more documents by a set date. That date doesn’t move just because you changed firms.

Your new firm picks up the case with the same clock already running. If there were 30 days to respond when you switched, the same 30 days would be left after you switched.

As the client, you’re generally entitled to your case files, and your prior firm has a professional duty to turn them over. In employer-sponsored cases, the company is usually named as the primary client in the engagement letter, so those files are yours to move.

Does the employee have a say, since it’s their case too? Usually not.

“Joint representation only comes in when we’re doing self-petition cases, or when the employer doesn’t want to be involved in the dependent cases of the application,” said Nicole Gunara, principal immigration attorney for Manifest Law.

Outside of those situations, the petitions belong to the employer as the petitioner, meaning the company controls them and can move them freely.

When is the right time to switch firms?

The best time to switch immigration firms is before an urgent deadline forces the decision.

Plan it early, and both firms can coordinate the handoff. Cases with close deadlines move first, followed by less time-sensitive matters.

A thoughtful plan keeps cases moving, limits disruption, and gives your HR and mobility teams confidence through every step.

It’s safer to move a case when there is no clock running and not much in motion, like early in a case, between major milestones, or before a filing window opens.

You also don’t have to move everyone at once. For example, Manifest Law won’t force a mid-stream case to transfer if doing so sets an employee back.

The transition sequence: How to switch without dropping a case

Switching firms should follow the right order to prevent any cases from slipping:

1. Inventory everything. List every pending case, including the employee, the receipt number, the case type, the current status, and the next deadline.
2. Sequence by deadline. File the G-28 forms in priority order. The cases with the closest deadlines should move first.
3. Confirm that notices are rerouting. Check that new mail is reaching your new firm. Ask your prior firm to forward anything that still goes to them during the switch. (This is a good time to make sure you’ve set clear communication expectations.)
4. Close the coverage gap. To prevent one firm from assuming the other owns a case, assign clear ownership for every file, and leave no case unclaimed.
5. Protect the data in transit. Use a secure portal or dashboard to reduce errors and keep everything in one place.

You shouldn’t have to do this alone.

“The best firms will provide a transition plan of action,” Gunara said.

Beyond the steps above, that means a dedicated team and regular check-ins to map out which cases and issues need urgent attention, so the most time-sensitive matters get prioritized first.

What to say to your employees during the change

Your employees will find out that you’re switching firms, and they’ll want to know how the switch affects their case.

That worry is fair. Immigration is personal, and their status is hugely consequential for their lives and potentially their families’ lives in the U.S. It’s not just a legal task.

“A firm transition is a legal task on paper and a trust exercise in practice,” Gunara said. “Employees are not asking whether the paperwork will be fine. They are asking whether someone is looking out for them. Answer that question first.”

Here’s how to communicate the change:

• Tell them what’s changing and what isn’t. In most cases, individual deadlines and timelines won’t move.
• Offer visibility on their cases. Give them a way to see where their own case stands, so they’re not guessing.
• Name a single point of contact. Designate someone to handle employee questions and concerns. Make it clear to employees who they should talk to.

Done well, a transition can show your workforce you’ve got their best interests in mind.

FAQs when switching immigration firms

Will switching firms delay my employees’ cases?

It doesn’t have to. A good firm will manage the transition carefully, and fixed deadlines like an RFE date don’t change just because your counsel does.

Is there a cost to transition to a new firm?

Some firms charge to take over an existing caseload, and some don’t. Ask about transition costs upfront so there are no surprises.

When is the safest time to switch immigration firms?

It’s safest to switch firms before a problem forces your hand, so that you can move on your own timeline without facing urgent deadlines.

How does Manifest Law handle a switch?

At Manifest Law, we use AI-assisted technology alongside attorney oversight to help review transferred case files, organize records, and identify potential areas that may require additional attention during the transition. When appropriate, we work with employers to develop a phased transition plan that prioritizes urgent matters and helps minimize disruption. If transferring an active case mid-process is not in an employee’s best interest, we can coordinate to allow that matter to remain with prior counsel until an appropriate transition point. Want to learn more? Schedule a consultation.

Disclaimer. This article is for general informational purposes only and does not constitute legal advice. Reading it, or contacting Manifest Law through this site, does not create an attorney-client relationship. Immigration law changes frequently, and the information here is current only as of the publication date. For advice on your specific situation, consult a licensed attorney. Prior results do not guarantee a similar outcome. This communication is attorney advertising.