Can the I-9 be completed electronically?

Yes, the employee may complete Section 1 electronically and employers can use electronic solutions, but the employer must inspect original documents and follow federal timing requirements for verification.

Is remote document inspection allowed?

Generally no; employers must inspect original documents in person unless specific temporary DHS flexibility applies. Verify current DHS guidance before using remote inspection.

How long must I retain I-9 forms?

Retain the I-9 for three years after hire or one year after termination, whichever is later, consistent with federal retention rules (8 CFR §274a.2).

What documents are acceptable for verification?

Use the official Lists A, B, and C from the I-9 instructions; record document title, issuing authority, number, and expiration when applicable.

Who must sign the employer section?

An authorized employer representative who inspected the documents must complete Section 2, sign and date the form, and enter their title and business address.

What happens if a form is incomplete?

Correct errors promptly following USCIS guidance, retain records of corrections, and implement controls to avoid repeating the same error in future hires.

Electronic Signature
Templates
Miscellaneous
Employment Eligibility and Attestation Form

Employment Eligibility and Attestation Form

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

EMPLOYMENT ELIGIBILITY AND ATTESTATION FORM

Employee Information

Full Legal Name Other Names Used (if any) Current Address

Date of Birth: Social Security Number:

Attestation of Employment Authorization

By completing and signing this form I attest, under penalty of perjury, that I am authorized to work in the United States. Select the status that describes your current work authorization:

Citizenship / Immigration Status

If Lawful Permanent Resident, Alien Registration Number (A-Number):

If Alien authorized to work, provide document type and expiration:

Authorization Document / Permit Document Expiration Date

Documents Presented for Verification

Present original documents for inspection. For each document provided record the information below. Employer will retain copies as permitted by law.

Document 1 — Title / Issuing Authority Document 1 — Document Number Document 1 — Expiration Date (if any)

Document 2 — Title / Issuing Authority Document 2 — Document Number Document 2 — Expiration Date (if any)

Document 3 — Title / Issuing Authority Document 3 — Document Number Document 3 — Expiration Date (if any)

Employee Certification

I certify, under penalty of perjury, that I am the person named above, that the information I have provided on this form is true and correct to the best of my knowledge, and that I am authorized to work in the United States. I understand that providing false information or forged documents may subject me to civil or criminal penalties and removal from employment.

Employee Printed Name Employee Signature Date Signed

Employer Review and Attestation (To be completed by employer)

The employer must physically examine each original document presented by the employee, record the document information above, and attest that the documents reasonably appear to be genuine and relate to the employee named.

Employer / Company Name Title of Signer

Date of Hire:

Employer Reviewer Signature Date of Employer Review

Privacy, Notices, and Legal Information

The information provided on this form is collected and used to verify identity and employment authorization. This information will be retained and disposed of in accordance with applicable federal and state law. Disclosure of false information or use of fraudulent documents is subject to civil and criminal penalties under applicable law.

The employer will not discriminate on the basis of citizenship status or national origin in violation of applicable law. All reasonable precautions must be taken to safeguard personal information and to prevent unauthorized access, consistent with legal requirements.

Governing Law: This attestation and the parties' obligations hereunder shall be governed by, and construed in accordance with, applicable federal law and the laws of the state where the employer's principal place of business is located, to the extent not preempted by federal law.

Entire Statement: This form constitutes the complete attestation of the employee's employment authorization and supersedes any prior written statements regarding the same subject matter.

Additional Notes

Employee Printed Name:

By:

Date:

What the Employment Eligibility and Attestation Form Is

The Employment Eligibility and Attestation Form (commonly referenced as Form I-9) is the federal document employers must use to verify an employee's identity and authorization to work in the United States. It collects employee attestation, identity documents, and employer verification details to establish lawful presence and employment eligibility.

Why this form matters for hiring and compliance

Completing the Employment Eligibility and Attestation Form correctly reduces legal risk, demonstrates compliance with federal immigration rules, and creates a verifiable record for audits or inspections. Accurate forms protect employers from paperwork penalties and unauthorized-hire citations.

Who completes or manages the Employment Eligibility and Attestation Form

Typical users include HR teams, hiring managers, and new employees responsible for Section 1.

Employers and HR teams responsible for onboarding and retention of I-9 records.
New hires and rehires who must complete employee attestation and list documents.
Third-party staffing and PEOs that prepare and retain I-9s on an employer's behalf.

Accurate role assignment and a consistent workflow reduce compliance gaps and simplify audits.

Step-by-step: completing the Employment Eligibility and Attestation Form

Follow this sequence to fill the form correctly and document employer review.

01

Section 1: Employee completes attestation and personal details by the first day of work.
02

Section 2: Employer inspects original documents and records document details within three business days.
03

Section 3: Reverify when work authorization expires; complete Section 3 as required.
04

Retain: Store the form according to retention rules and make it available for inspection.

Configure an online workflow for the Employment Eligibility and Attestation Form

Set up fields, authentication, and retention rules in your e-sign or HR system before sending forms to new hires.

Field	Configuration
Form Template	Use official I-9 layout with Section 1, 2, and 3 fields.
Authentication	Email plus optional SMS or identity proofing for remote hires.
Required Fields	Name, attestation, document details, signature and dates.
Retention Policy	Apply federal retention rule automation to stored files.

Technical considerations for digital completion

Choose tools that support secure file formats, access controls, and audit logs.

File Formats: PDF and DOCX accepted for templates.
Integrations: Connectors for HRIS, payroll, and document storage.
Audit Trail: IP, timestamp, and user actions recorded.

Ensure the platform you use can enforce retention schedules and export records for inspection.

Typical routing and review flow

A recommended routing pattern reduces errors and centralizes verification tasks.

Upload: HR uploads the I-9 template and pre-fills employer fields.
Send to Employee: Employee completes Section 1 and returns signed form.
Employer Review: HR inspects original documents and completes Section 2.
Store: Save the completed form under secure retention controls.

Key timing rules and statutory deadlines

Observe federal timing rules for completion and reverification to remain compliant with immigration regulations.

Employee Section 1:

Complete on or before the first day of employment.

Employer Section 2:

Complete within three business days of the hire date (employer inspection).

Reverification Timing:

Reverify prior to work authorization expiration; complete Section 3 when required.

Retention Deadline:

Retain completed I-9 per federal retention rules after separation.

E-Verify Cases:

If enrolled, create verification cases per program timing requirements.

Security and compliance features to require

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest.

Audit Trail: Comprehensive timestamps, IP addresses, and action logs.

Access Controls: Role-based permissions and least-privilege access.

Certifications: SOC 2 Type II and ISO 27001 available.

HIPAA Support: BAA required when storing PHI.

ESIGN / UETA: Platform complies with ESIGN and UETA standards.

Penalties and risks for incorrect or missing forms

Paperwork Fines: I-9 violations $281–$2,789 per violation.

Unauthorized Hire: Penalties and potential criminal exposure for knowingly hiring unauthorized workers.

Recordkeeping Risk: Missing I-9s can trigger higher enforcement scrutiny and fines.

Reputational Damage: Compliance failures can harm employer reputation and contracts.

Business Disruption: Remediation audits consume time and legal resources.

Civil Penalties: Repeat offenses carry escalated monetary sanctions.

Common mistakes that lead to audits or fines

Incomplete sections, such as missing signature dates, are frequent audit triggers and are easily avoided with checklists and digital validation.
Accepting expired documents or entering incomplete document numbers can invalidate verification and require correction during inspection.
Failing to reverify when an employee's work authorization expires exposes employers to compliance and enforcement actions.
Storing I-9s with unrestricted access or on unsecured shared drives increases the risk of data breaches and regulatory violations.

Principal components of a professional Employment Eligibility and Attestation Form process

Design the form and supporting workflow to capture attestation, identity documents, employer verification, and an auditable trail for legal review.

Attestation

Standardized employee attestation options must remain unaltered to satisfy federal requirements and preserve evidentiary weight.

Document Lists

Include fields for List A or Lists B and C documents, recording title, issuing authority, number, and expiration date.

Employer Review

Record the employer reviewer name, title, signature, and date of inspection to validate the verification step.

Reverification

Track expirations and capture Section 3 updates promptly when work authorization is time-limited.

Retention

Apply retention automation for the federal retention period and provide quick export for inspections.

Audit Readiness

Maintain tamper-evident records, a clear audit trail, and a process for producing documents to government inspectors.

Real-world examples of digital I-9 workflows

These cases illustrate how organizations reduced paperwork and improved recordkeeping using secure digital workflows.

Optica Ventures LLC

Optica adopted a digital onboarding flow to centralize I-9s and signatures.

The team streamlined HR review.
The change reduced manual filing, improved audit readiness, and made retrieval for inspections faster while keeping records secure and centralized.

Fertility Centers of Illinois

The clinic standardized digital I-9 intake across locations to ensure consistent verification.

IT integrated with HRIS.
Standardization lowered error rates, supported HIPAA-security controls for related records, and simplified retention and reporting for compliance reviews.

Practical practices to reduce errors and audit exposure

Adopt these practices to strengthen I-9 accuracy and make inspections straightforward.

Verify Originals In Person

Inspect and record original identity and work-authorization documents in-person whenever possible; document the inspection and retain proof in case of audit.

Use Standardized Checklists

Provide HR staff with consistent checklists for document inspection to reduce variability and ensure every required field is completed and dated correctly.

Automate Retention

Apply automated retention rules that preserve I-9s for the required period and securely purge records when legal disposal is permitted.

Conduct Periodic Audits

Run internal audits on a scheduled basis to find and correct incomplete or inconsistent forms before government inspection.

Frequently asked questions about the Employment Eligibility and Attestation Form

Answers to common operational and legal questions employers raise when implementing I-9 processes.

Need help? Contact support

Can the I-9 be completed electronically?
Yes, the employee may complete Section 1 electronically and employers can use electronic solutions, but the employer must inspect original documents and follow federal timing requirements for verification.
Is remote document inspection allowed?
Generally no; employers must inspect original documents in person unless specific temporary DHS flexibility applies. Verify current DHS guidance before using remote inspection.
How long must I retain I-9 forms?
Retain the I-9 for three years after hire or one year after termination, whichever is later, consistent with federal retention rules (8 CFR §274a.2).
What documents are acceptable for verification?
Use the official Lists A, B, and C from the I-9 instructions; record document title, issuing authority, number, and expiration when applicable.
Who must sign the employer section?
An authorized employer representative who inspected the documents must complete Section 2, sign and date the form, and enter their title and business address.
What happens if a form is incomplete?
Correct errors promptly following USCIS guidance, retain records of corrections, and implement controls to avoid repeating the same error in future hires.

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