Identify the sponsor, prior application, gift and current stage, then the proposed new employee and the change requested. Do not treat an internal personnel memo as the government transfer record.
Keep the old and proposed applications distinguishable
Preserve official notices, payment records and the authority of the person acting for the sponsor. State what has actually happened to the employment arrangements without inventing immigration consequences. Follow current instructions for the new application and any required information. The prior employee’s evidence should not be relabelled as though it belongs to the replacement.
The useful file is a chronology, not a pile of selected papers: identify the author, date, purpose, and point each record actually establishes. Keep the program distinct from a conventional visa: the applicant makes the payment to the U.S. government, and the remaining immigration analysis proceeds through EB-1 or EB-2. A sponsor’s preference cannot replace the applicant’s own category evidence. Hypothetical example: a restorer of fountain clocks saves a payment receipt but cannot show who authorized a corporate sponsorship record.
A missing primary record should be obtained or candidly explained before the file is used.
Keep that authorization record with the dated payment evidence.