Which documents meet List A?

A List A document establishes both identity and employment authorization. Examples include a U.S. passport, permanent resident card, or certain employment authorization documents. When an employee presents a valid List A document, no List B or List C documents are required for I-9 purposes.

Are photocopies acceptable?

Employers must examine original documents when completing Form I-9. Photocopies are not acceptable for initial inspection unless a federal exception applies; retain records documenting any authorized alternative procedure.

Can verification be done remotely?

Temporary remote procedures have been authorized in exceptional circumstances in the past, but normal rules require in-person inspection. If relying on remote verification, confirm current USCIS guidance and document the legal basis for the method used.

What if an employee has no photo ID?

Use a combination of List B (identity) and List C (employment authorization) documents that together satisfy the I-9 requirements. Examples and acceptable pairings are set out in USCIS guidance.

How should documents be stored?

Store verification records securely with access controls, encrypt in transit and at rest, and apply retention schedules meeting I-9 and applicable federal or state retention rules.

Who inspects documents during an audit?

Authorized government agents may inspect I-9 records. Keep audit logs and a documented chain of custody for electronically stored documents to demonstrate compliance during inspections.

Electronic Signature
Templates
HR
Employee Acceptable Documents

Employee Acceptable Documents

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Employee Acceptable Documents

Purpose

This form identifies the acceptable identity and employment-authorization documents the employee intends to present to satisfy employer verification and recordkeeping requirements. The employee must present original documents and certify their authenticity. The employer reserves the right to review, copy, and retain documents in accordance with applicable law.

Personal Information

Full legal name Current address

Phone

Email

Position Information

Job title Department

Reporting manager

Proposed start date

Salary or hourly rate

Acceptable Documents — Indicate which you will present

Check all documents you will provide. Originals must be unexpired unless local rules permit otherwise. Employer may request additional documentation to establish identity and employment authorization.

Primary identity documents US Passport or Passport Card State driver's license or identification card Birth certificate issued by a civil authority Certificate of naturalization or citizenship

Employment authorization or secondary documents Permanent resident card / Green Card Employment Authorization Document Social Security card Other government-issued photo ID (specify below)

Document Details — list each document to be presented

For each document, provide the document type, issuing authority, ID number, and expiration date where applicable.

Document 1 — type

Issuing authority

Document number

Expiration date

Document 2 — type

Issuing authority

Document number

Expiration date

Document 3 — type (optional)

Issuing authority

Document number

Expiration date

Employment History

Provide a minimum of two prior employers. Include dates of employment and a brief description of responsibilities.

Employer 1 — company name

Title

Start date

End date

Responsibilities Reason for leaving Employer 2 — company name

Title

Start date

End date

Responsibilities Reason for leaving

Education

Highest degree or credential Institution Graduation date

References

Provide three professional references who can attest to your qualifications and work history.

Reference 1 — name

Reference 2 — name

Reference 3 — name

Legal Disclosures

At-Will Employment: Unless otherwise provided in a separate written agreement signed by an authorized representative of the employer, employment is on an at-will basis, which means either the employee or the employer may terminate the employment relationship at any time, with or without cause or prior notice.

Equal Opportunity: The employer provides equal employment opportunity and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by law.

Applicant Certification and Authorization

I certify that all information I have provided on this form is true, correct, and complete to the best of my knowledge. I understand that providing false information or presenting fraudulent documents may result in denial of employment, termination, and civil or criminal penalties under applicable law.

I authorize the employer and its agents to verify the authenticity of any documents I present and to make copies for retention in personnel records. I further authorize the employer to contact my prior employers and references, and to conduct background checks as permitted by law. This authorization shall remain in effect for the duration of my employment.

Consent to verification I consent to document verification, reference checks, and background screening as described above. Acknowledgment of document presentation

By signing below, I acknowledge that I will present original documents listed on this form no later than the first day of employment or within the timeframe required by employer policy and law. I understand the employer may copy and retain these documents as part of the employment record.

Employee Printed Name:

Signature:

Date:

What Employee Acceptable Documents Are and why they matter

Employee Acceptable Documents are the identity and employment-authorization records an employer may accept to verify a new hire's right to work in the United States. Commonly organized as USCIS List A, List B, and List C documents, the lists show which single document or combined documents satisfy legal requirements for Form I-9. Employers must review originals, record necessary information, and retain documentation under federal recordkeeping rules; consistent, documented verification reduces audit risk and supports compliant hiring and payroll processes.

How a clear acceptable-documents process helps employers

A documented list of acceptable employee documents standardizes verification, reduces onboarding delays, and minimizes legal exposure under federal employment verification laws.

Who reviews and completes acceptable-document checks

Proper role assignment and training ensure consistent verification, correct Form I-9 completion, and defensible audit records.

Human resources professionals responsible for compliance and record retention during hiring and audits.
Hiring managers or recruiters who perform in-person or remote document inspection as permitted.
Third-party payroll or staffing vendors that act on behalf of the employer under written delegation.

Required data elements on employee document records

Full legal name: Exactly as shown on the identity document.

Document type: List A, B, or C classification.

Document number: Enter the serial or ID number verbatim.

Issuing authority: Country or state that issued the document.

Expiration date: Use MM/DD/YYYY when present.

Reviewer initials: Initial and date verification actions.

Consequences of improper document handling

I-9 paperwork fines: Fines $281–$2,789 per violation

Discrimination risk: Selective document requests can trigger claims

Tax withholding: Missing TINs can trigger backup withholding

Recordkeeping penalties: Failure to retain documents risks fines

Operational delays: Incomplete checks delay payroll and access

Fraud exposure: Accepting forged documents increases liability

Common errors that create compliance problems

Accepting photocopies when originals are required or failing to record document numbers correctly leads to audit findings and potential fines.
Requesting different documents from employees in similar roles or singling out noncitizens may be treated as unlawful discrimination.
Using inconsistent expiration-date formats or truncating document numbers creates uncertainty during inspections or automated checks.
Failing to retain documents for the required retention period (for example, I-9 retention rules) exposes employers to recordkeeping violations.

Step-by-step: collecting and recording acceptable documents

Follow this sequence to verify identity and employment authorization consistently for new hires.

01

Request documents: Ask the employee for original documents from USCIS List A or Lists B and C.
02

Inspect originals: Examine physical documents in the employee's presence for authenticity.
03

Record details: Enter document title, number, issuing authority, and expiration date.
04

Store evidence: Retain record per retention rules and add reviewer initials.

Where acceptable-document checks fit into onboarding

Document verification is an early, required onboarding step that connects hiring, I-9 completion, payroll setup, and access provisioning.

Prehire step: Collect documents at offer acceptance or first day.
I-9 completion: Use recorded data to complete Form I-9 fields.
Payroll setup: Provide required tax and authorization details to payroll.
Access control: Grant systems access after verification and retention steps.

Configuring a digital verification workflow

Map each workflow field to a configuration that enforces consistent collection, reviewer actions, and retention controls.

Field	Configuration
Document Type	Required dropdown: List A / B / C
Document Number	Free text; enforce minimum character length
Expiration Date	MM/DD/YYYY format; auto-validate
Reviewer	Signed reviewer name and timestamp

Technical considerations for electronic collection

Ensure the chosen system encrypts records in transit and at rest and can enforce retention schedules to meet legal obligations.

File formats supported: PDF, DOCX, image files
Authentication options: Email, SMS, or stronger methods
Integrations: Payroll and HRIS connectors

Comparing eSignature vendors for collecting employee documents

Basic vendor capabilities and starting prices for eSignature platforms; signNow is listed first to show a low-cost option for secure document collection.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	Yes, 7-day trial	Yes	Yes	Yes	Yes
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about acceptable employee documents

Answers to common questions about which documents to accept, remote verification, and recordkeeping obligations.

Need help? Contact support

Which documents meet List A?
A List A document establishes both identity and employment authorization. Examples include a U.S. passport, permanent resident card, or certain employment authorization documents. When an employee presents a valid List A document, no List B or List C documents are required for I-9 purposes.
Are photocopies acceptable?
Employers must examine original documents when completing Form I-9. Photocopies are not acceptable for initial inspection unless a federal exception applies; retain records documenting any authorized alternative procedure.
Can verification be done remotely?
Temporary remote procedures have been authorized in exceptional circumstances in the past, but normal rules require in-person inspection. If relying on remote verification, confirm current USCIS guidance and document the legal basis for the method used.
What if an employee has no photo ID?
Use a combination of List B (identity) and List C (employment authorization) documents that together satisfy the I-9 requirements. Examples and acceptable pairings are set out in USCIS guidance.
How should documents be stored?
Store verification records securely with access controls, encrypt in transit and at rest, and apply retention schedules meeting I-9 and applicable federal or state retention rules.
Who inspects documents during an audit?
Authorized government agents may inspect I-9 records. Keep audit logs and a documented chain of custody for electronically stored documents to demonstrate compliance during inspections.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now