James's Shortcuts: What dates to use on cover letters

[hhN400 3]

There's been some discussion here on VJ among those that use James's shortcuts what dates to put on the cover letters after one has heard the automated message that this or that form package had been generated. I've used the shortcuts for the AOS bill and the DS-230; I've not used it for the sending of the AOS itself because that runs parallel to IV bill and the DS-230 and one doesn't actually save any time using the shortcut. I thought I'd share my experience here to dispel any fears that the actual dates would be crucial.

It is my experience that it doesn't really matter if the date one puts on the shortcut cover letter matches the date of the actual cover letter (perhaps as long as the date is later than the announcement date of the automated message).

Specifically, in our case the date sequence for the DS-230 was the following:

08/01 -- Automated message: DS-230 was generated on 07/30

08/01 -- Operator: DS-230 will be mailed "next week"

08/01 -- Sent DS-230 by overnight mail, with date 07/30 on cover letter

08/02 -- Package arrived at NVC (per USPS tracking)

08/07 -- Operator: receipt date for DS-230 logged as 08/03

08/15 -- Automated message: case completed on 08/14

08/17 -- Received actual DS-230 package from NVC: postage date 08/15, date on cover letter 08/06

This example shows that the date you put on the shortcut cover letter is largely irrelevant, as long as it is past the date when they say they generated the package, which means that they are ready for the next step. The most important, crucial information on the cover letter is undoubtedly the bar code since this allows the NVC to quickly log the recipt and put the package on its way for internal routing. I doubt very much that anybody wastes any time checking the date on the shortcut cover letter against the date that's expected for the original cover letter. The fact that in our case the original cover had a date that was even past the date when they had already logged receipt of the package shows that the mailing process is quite separate from the administrative process of the materials and there's no cross-checking along the way.

[trailmix 77]

Thanks for that, that's helpful information!

[Stabu 0]

I was wondering if this reply should be even pinned? Or alternatively re-posted on the James' shortcuts thread. In general I think that the original James' thread is too long anyway, so it might be smart to make a new thread with the same name, start with the most recent shortcut version and then add this bit of info to it or so... Just a thought ...

[RandyandRina 2]

I have bookmarked this page.

Good info here hhk3...thanks!

[hhN400 3]

In general I think that the original James' thread is too long anyway, so it might be smart to make a new thread with the same name, start with the most recent shortcut version and then add this bit of info to it or so...

I completely agree, Stabu. I remember when I tried to get this information a while back I had to wade through tons of drivel to find the useful bits. Perhaps somebody (a moderator? or who does these things around here?) should extract the useful information, pin it, and lock the thread for any casual user, so that only moderators (or whoever is in charge) can add things at the appeal of users. That should prevent clutter for the future. Or would this be too complicated?

[trailmix 77]

It would be great to see it honed down and perhaps in point form (James if you are reading this, no offence intended on that - I appreciate your shortcuts!)

[hhN400 3]

... I remember when I tried to get this information a while back I had to wade through tons of drivel to find the useful bits...

Oops, I just realized that this can be misunderstood as applying to James's postings. Sorry, no! James's postings are very fine, thank you very much indeed. I meant all the postings in that thread that don't advance the information one iota, but in the end produce a thread of well over a dozen pages (when really only the postings found on pages 10 and 11 are relevant). This must be very confusing to people initially -- at least it was too me. I'm sure there's a better way...

[trailmix 77]

... I remember when I tried to get this information a while back I had to wade through tons of drivel to find the useful bits...

Oops, I just realized that this can be misunderstood as applying to James's postings. Sorry, no! James's postings are very fine, thank you very much indeed. I meant all the postings in that thread that don't advance the information one iota, but in the end produce a thread of well over a dozen pages (when really only the postings found on pages 10 and 11 are relevant). This must be very confusing to people initially -- at least it was too me. I'm sure there's a better way...

Hi hhk,

I didn't think you were talking about James's shortcuts when you were talking about having to wade through all that stuff - it's all the posts that ask the same question and you do a search and try to go through all of them for the answer etc etc - I've done the same.

I do like the idea of having the shortcuts updated though - to include which items you have to speak to a person at NVC to confirm, the info you got about the date - any new links - maybe a side bit for faq's regarding sizing the barcode etc..

[hhN400 3]

...

I do like the idea of having the shortcuts updated though - to include which items you have to speak to a person at NVC to confirm, the info you got about the date - any new links - maybe a side bit for faq's regarding sizing the barcode etc..

I'm all for that, trailmix. Any idea how to get this done?

The problem is that there really is not likely going to be one single person that has all the answers and can deliver a finished product from the start. So there is going to be back and forth on the thread which in the end may produce what you (and I and, I'm sure, others) have in mind, but it will most likely be a huge thread that is very difficult, again, to wade through for the uninitiated. A possible solution might be to put all of the useful information into a (pdf?) document that is continuously updated and once it has reached some definitive form, it can be put into a pinned and locked thread for downloading. So, again, any idea how to get this done?

[trailmix 77]

...

I do like the idea of having the shortcuts updated though - to include which items you have to speak to a person at NVC to confirm, the info you got about the date - any new links - maybe a side bit for faq's regarding sizing the barcode etc..

I'm all for that, trailmix. Any idea how to get this done?

The problem is that there really is not likely going to be one single person that has all the answers and can deliver a finished product from the start. So there is going to be back and forth on the thread which in the end may produce what you (and I and, I'm sure, others) have in mind, but it will most likely be a huge thread that is very difficult, again, to wade through for the uninitiated. A possible solution might be to put all of the useful information into a (pdf?) document that is continuously updated and once it has reached some definitive form, it can be put into a pinned and locked thread for downloading. So, again, any idea how to get this done?

I think probably you, me and Stabu (stabu are you in?) could accomplish it.

- First I think we need someone to do a first edit (hone it down, use some point form add what they know that has changed).

- Second we need the other two to read it and add what they know (I don't know much btw haha) and refine it again.

- When we all agree on the finished product someone would need to put it out here on the forum and let everyone read it - give their input and we would do modifications based on new information/suggestions.

- Put our somewhat finished product in a .pdf (do you have access to acrobat pro hkk)?

- We will need a fresh section for the barcode generation/sizing - but that could come later.

So hkk and stabu, do either of you want to volunteer for that first edit? (please say yes)

[endless 0]

Hi, I already posted this question but maybe you guys can help me... I'm preparing the DS-230 form, I noticed some details that are different on the form you can download on James shortcuts and the letter that NVC sent me with the choice of agent: the statue of liberty is not very good defined, the address on the form is written in black... stuff like that. I was just wondering what you guys used to send your form... thanks for your help

[Mononoke28 134]

Keep in mind that the NVC won't say "generated" on the automated message sometimes. I never got it for the IV bill nor for the DS-230. As long as the live person says that they will mail the package on xx date, then you're fine.

Diana

[hhN400 3]

Hi, I already posted this question but maybe you guys can help me... I'm preparing the DS-230 form, I noticed some details that are different on the form you can download on James shortcuts and the letter that NVC sent me with the choice of agent: the statue of liberty is not very good defined, the address on the form is written in black... stuff like that. I was just wondering what you guys used to send your form... thanks for your help

I used the latest version from James's shortcuts and it was accepted without any problems. I, too, had noticed the flaws you point out; obviously, the shortcomings didn't matter to NVC. I would even think that one doesn't need a replica of the letter at all. The purpose of the cover letter is to provide quick information for internal routing at NVC. I believe any cover letter that has the following information will do:

-- barcode on top, preceding the words "INSTRUCTION PACKET AGENT";

-- address of agent;

-- NVC's address (with ATTN: CMR) in the center of the letter;

-- NVC case number over barcode at the bottom of the letter.

In other words, cut out all the extraneous stuff from the letter and one should be fine. Of course, having said that, I do not recommend doing that since it's untried and, if I'm wrong, may result in a considerable delay. (It would address, however, one of the concerns I have: Following James's shortcuts, one is basically attempting to forge a government letter. I am not a lawyer, but I can imagine this might be considered illegal. Creating a letter of one's own, with all the necessary information, would not raise this issue.)

[rika60607 215]

Thanks endless,

this will help me to perfect my DS-230 cover,

surely it does not matter much, but I'd like to try and make it as close to original as possible

I noticed some details that are different on the form you can download on James shortcuts and the letter that NVC sent me with the choice of agent: the statue of liberty is not very good defined, the address on the form is written in black... stuff like that. I was just wondering what you guys used to send your form... thanks for your help

[hhN400 3]

So hkk and stabu, do either of you want to volunteer for that first edit? (please say yes)

trailmix, I'd be happy to help if I can. However, I have a fairly busy work schedule in the next few weeks, with lots of travel, including one to Germany, where I hope to be able to take my wife back home with me when I return at the end of September. (Wouldn't that be nice! ) So, unfortunately, I won't have the time in the next few weeks to take any leading role in any editing.