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Step 1: Create the Intended Parents Master File
What to do: Record full names, dates of birth, passport details, contact information, marital or partnership status, family structure, gamete source, target timeline, and budget estimate. Ensure name spelling is consistent across all documents.
Success criteria: Your project team, attorneys, and medical providers can use one set of identity data without repeatedly confirming spelling and dates of birth.
Common mistake: Using inconsistent passport spellings or nicknames, causing conflicts between medical records, contracts, and birth documents.
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Step 2: Organize Medical & Embryo Records
What to do: Collect all past IVF cycles, semen analysis, AMH, egg retrieval, embryo culture, PGT, cryopreservation, failed transfers, and miscarriage records by year. Families with existing embryos should also document embryo quantity, grading, storage facility, and transfer suitability.
Success criteria: Your physician can evaluate your own eggs, donor eggs, PGT, and surrogate options based on complete medical history — not just the most recent report.
Common mistake: Submitting only successful-cycle reports and omitting failed cycles, medication history, or genetic family history.
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Step 3: Confirm the Embryo, Sperm, or Egg Shipping Chain
What to do: Obtain the original storage facility's sample release authorization and the receiving lab's confirmation letter. Verify names, dates of birth, identity information, sample IDs, shipping dewar, temperature control logs, customs documentation, and applicable regulatory filings.
Success criteria: Every sample has a verifiable chain-of-custody record, and the receiving lab has confirmed technical requirements and arrival status in writing.
Common mistake: Confirming release only verbally or via email without obtaining formal authorization documents.
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Step 4: Complete the Legal & Parentage Pathway Assessment
What to do: Intended parents and the surrogate should retain separate independent attorneys to evaluate the surrogate's state of residence, baby's birth state, marital status, family structure, genetic connection, and gamete source — and confirm the parentage process.
Success criteria: A signed surrogacy agreement exists before embryo transfer, with medical decision-making authority, compensation, insurance, communication, risk, and breach-of-contract procedures clearly defined.
Common mistake: Proceeding with transfer before executing the agreement. The surrogacy agreement should be signed before embryo transfer.
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Step 5: Finalize Costs, Escrow, & Insurance Documents
What to do: Itemize and review the formal quote, payment milestones, escrow agreement, refund policy, surrogate compensation, and medical/insurance payment arrangements. Verify surrogacy exclusions, deductibles, co-pays, maximum coverage limits, and exclusions clauses.
Success criteria: Every payment corresponds to a service milestone, the boundary between scheduled and non-scheduled items is clear, and the insurance company has issued a formal underwriting result or policy.
Common mistake: Comparing only total prices without reviewing exclusions for NICU, complications, travel, storage, and expedited document fees.
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Step 6: Complete Surrogate Screening, Matching & Clearances
What to do: Verify the surrogate's identity, residence, background, prior pregnancy and delivery history, BMI, medications, psychological screening, insurance, and family support. Then conduct video interviews and proceed with mutually voluntary matching.
Success criteria: After matching, medical, psychological, background, insurance, and legal reviews are still completed, with all necessary medical and legal clearances obtained.
Common mistake: Assuming that quickly obtaining a candidate profile means you can lower later screening standards.
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Step 7: Prepare for Transfer, Pregnancy & Delivery Documents
What to do: Organize medical clearances, transfer protocols, medication and endometrial preparation plans. Confirm the due date, delivery hospital, social worker, administrative contacts, visitation arrangements, accommodation, transportation, and NICU contingency plans in advance.
Success criteria: Approximately 10 days after transfer, a blood test checks hCG; repeated about 2 days later. A fetal heartbeat ultrasound is typically performed at 4–5 weeks. The fertility clinic usually monitors until about 11–12 weeks, then transitions care to an OB/GYN.
Common mistake: Contacting the hospital only near delivery, leaving admission, visitation, and parentage paperwork rushed.
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Step 8: Build the Post-Birth Document Package
What to do: Prepare certified copies of the birth certificate, parentage order, parents' passports, and parentage/genetic relationship proof. If applicable, obtain a Social Security number, US passport, China travel document or visa, and materials for household registration back home.
Success criteria: Clearly list the documents required by the hospital, vital records office, relevant US agencies, and the Chinese consulate. Assign one person to manage originals, translations, notarization, and authentication transfers.
Common mistake: Treating nationality, travel documents, or household registration outcomes as something the service provider can guarantee. Final approval authority rests with the respective government agencies.
