When must Section 2 be completed?

Employers must complete Section 2 within three business days of the employee’s first day of work to document inspection of acceptable identity and work-authorization documents.

Can Form I-9 be completed remotely?

Remote completion is possible with electronic workflows, but employers must follow USCIS guidance and any applicable state RON rules when using remote notarization or alternative inspection procedures.

Are copies of documents allowed?

Employers may accept copies only as permitted by guidance; generally, they must inspect original documents in person unless an authorized alternative procedure is in place.

How long must I keep I-9s?

Retain each I-9 for three years after the date of hire or one year after termination, whichever is later, per 8 CFR §274a.2, and produce records on inspection.

What if a document expires?

If an employee’s credential expires, reverify employment authorization in Section 3 or complete a new I-9 before the expiration date to continue employment lawfully.

Can eSignatures be used on I-9?

Electronic completion and signatures are allowed when the process preserves identity evidence and an unalterable audit trail; follow ESIGN and UETA principles and agency guidance for inspections.

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Employment Eligibility Verification Form

Employment Eligibility Verification Form

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Employment Eligibility Verification Form

This form is used to collect and attest to information necessary to verify an individual's identity and authorization to work. The individual must attest to the accuracy of the information and the employer must examine documentation establishing identity and employment authorization. Providing materially false information or presenting false documents may subject the individual to civil or criminal penalties under applicable law.

Section 1 — Employee Information and Attestation

Full legal name:

Address (Street, City, State, ZIP)

Date of birth: Social Security Number:

Attestation of status — check one:

I am a citizen of the United States. I am a noncitizen national of the United States. I am a Lawful Permanent Resident (Alien Registration Number/A-Number): I am an alien authorized to work until (If applicable, provide Alien Registration Number/Admission Number/Other):

By signing below, the employee attests under penalty of perjury that the information provided in Section 1 is true and accurate and that the employee is authorized to work in the jurisdiction where employment is offered. The employee further certifies that he or she has presented documentation establishing identity and employment authorization to the employer as required by law.

Section 2 — Employer Review and Verification

Employer business name Employer business address

First day of employment (as provided by employee):

Documentation examined — employer must record document information for either List A or Lists B and C:

List A (documents that establish both identity and employment authorization):

List A document presented Document title Issuing authority Document number Expiration date (if any)

OR List B (identity) and List C (employment authorization):

List B document:

Document title Issuing authority Document number

List C document:

Document title Issuing authority Document number Expiration date (if any)

Employer attests, under penalty of law, that the documents presented appear to be genuine and related to the individual named above. The employer has examined the documents provided by the employee and recorded the document information above.

Preparer/Translator Certification (if applicable)

If the employee did not complete Section 1, the person who completed Section 1 must complete the following certification. I attest, under penalty of law, that I assisted the employee with completion of Section 1 and that the information provided is true and correct to the best of my knowledge.

Preparer/Translator printed name Preparer/Translator business or address

Certification, Retention, and Penalties

The employee's attestation and the employer's review must be retained as required by law. Employers must retain this form for the period required by applicable recordkeeping rules and make it available for inspection by authorized officials. Knowingly presenting false information or fraudulent documents to obtain employment may result in fines, imprisonment, or both. The information collected on this form is used only for employment eligibility verification and related recordkeeping.

Governing Law: This form and the attestations made herein shall be governed by the laws of the jurisdiction in which employment is performed, subject to any applicable federal requirements.

Entire Agreement: This form constitutes the complete record of verification of identity and employment authorization for the individual named above and supersedes any prior attestations for this purpose.

Employee:

By:

Date:

Employer Representative:

Title:

By:

Date:

What the Employment Eligibility Verification Form Is and when it’s used

The Employment Eligibility Verification Form, commonly called Form I-9, is the U.S. federal form employers must use to verify an employee’s identity and authorization to work in the United States. Employers collect specified identity and work-authorization documents from the employee, inspect them for authenticity, and retain a completed I-9 for each worker. Federal rules require completion near the time of hire and retention for a defined period; the procedure is administered under immigration law and implementing regulations such as 8 CFR §274a.2.

Why accurate completion matters for compliance and hiring

Completing the Employment Eligibility Verification Form correctly protects your organization from civil penalties, supports lawful hiring practices, and documents compliance in case of inspection by U.S. Immigration and Customs Enforcement or other agencies. A clear, standardized process reduces rework and exposure to fines.

Which people and teams typically handle the Employment Eligibility Verification Form

Small-business owners and third-party staffing firms also complete I-9s; liability depends on employer-of-record rules and contract terms.

Human Resources professionals responsible for onboarding, recordkeeping, and compliance with federal I-9 obligations.
Hiring managers or recruiters who collect documents and ensure an employee completes Section 1 on or before the first day of employment.
Payroll and compliance officers who retain I-9s, coordinate audits, and remediate any paperwork deficiencies.

Step-by-step: completing the Employment Eligibility Verification Form

Follow these steps in order to complete Form I-9 accurately and promptly during onboarding.

01

Employee fills Section 1: Enter full legal name, address, birthdate and attest to work-authorized status.
02

Employer reviews documents: Inspect original identity and work-authorization documents from Lists A, B, or C.
03

Complete Section 2: Record document details, issuing authority, and the date of review within required timeframe.
04

Retain and reverify: Store the completed I-9 and reverify when work authorization expires.

How the verification and retention process flows

This sequence summarizes the typical lifecycle from hire through retention and possible reverification.

Onboarding: Employee completes Section 1 and provides original documents.
Document inspection: Employer examines documents and completes Section 2 within the required timeframe.
Storage: Employer retains the completed I-9 separate from the personnel file as policy dictates.
Reverification: If authorization expires, employer completes Section 3 or a new form to reverify employment eligibility.

Typical digital workflow settings for electronic I-9 completion

Recommended configuration choices when you set up an electronic onboarding flow for Form I-9.

Field	Configuration
Require original docs	Yes — require manual inspection step
Authentication	Email + SMS code for signer identity
Document uploads	Allow image and PDF with size limit
Audit trail	Enable IP, timestamp, and action logging

Digital signing and eSubmission considerations

Choose a platform that preserves a tamper-evident copy and supports legal retention and access needs for inspection or audit.

Authentication options: Email link, SMS code, or stronger multi-factor methods.
Audit capabilities: Timestamped event log, signer IP, and document history.
File formats: PDF and DOCX support for form storage and export.

Key timing rules and deadlines for Form I-9 and related steps

Observe these time-sensitive requirements during onboarding and subsequent verification steps.

Section 1 completion:

Employee must complete Section 1 by first day of employment.

Section 2 inspection:

Employer must complete Section 2 within three business days of hire.

Reverification timing:

Reverify before the work authorization document expires.

Record retention start:

Retention period begins on hire date, per applicable rule.

Inspection readiness:

I-9s must be produced promptly for government inspection.

Common mistakes to avoid when preparing Form I-9

Failing to complete Section 2 within three business days of hire, which triggers a paperwork violation and can complicate defenses at inspection.
Accepting copies of documents without following permitted procedures or failing to record document title and number accurately in Section 2.
Mismatched names between Section 1 and presented documents, especially when employees use nicknames or maiden names without supporting proof.
Improper retention or disposal of I-9s before the statutory retention period ends, creating risk during audits or investigations.

Penalties, enforcement risks, and common consequences

Paperwork violations: Civil fines per violation can range depending on severity and agency discretion.

Substantive violations: Deliberate hiring of unauthorized workers can lead to higher fines and criminal referral.

Inspection orders: Failure to produce I-9s on inspection may prompt additional enforcement activity.

Reputational risk: Noncompliance can harm hiring brand and business relationships.

Recordkeeping risk: Incorrect retention or destruction before the legal period increases audit exposure.

Liability allocation: Staffing agencies and employers must confirm who is employer of record to allocate responsibility.

Sensitive data on the form and secure-handling points

Name: Employee legal name as on ID

Date of birth: Used for identity verification

Document numbers: Passport or driver’s license ID

Alien number: A-number for noncitizen employees

Work authorization: Expiration date and category

Reviewer data: Employer inspector name and date

Essential elements of a professionally prepared Employment Eligibility Verification Form

A complete, defensible I-9 record contains data fields and administrative elements that prove timely inspection and preservation of the original documents.

Accurate employee attestation

Employee completes Section 1 with correct legal name, date of birth, address, and attestation of citizenship or immigration status; this establishes the factual starting point for employer inspection.

Document inspection details

Employer records the document title, issuing authority, document number, and expiration date for each document presented under Lists A, B, or C, enabling later verification and audit.

Reviewer identity and date

The person who reviewed the documents must print their name, title, business address, and sign and date Section 2 to show when inspection occurred.

Section 3 reverification

When an employee’s work authorization expires, Section 3 or a new I-9 records the new authorization and the date reverified, ensuring continued employment eligibility is documented.

Retention metadata

A record of when and where the I-9 is stored, plus access restrictions, supports prompt retrieval during government inspection and preserves chain-of-custody.

Audit trail for eSubmissions

When completed electronically, the record should include signer authentication, timestamps, IP addresses, and an immutable audit trail to establish integrity.

Sample eSignature vendor comparison relevant to Form I-9 workflows

Basic pricing and feature differences among common eSignature providers help organizations select a platform that supports secure onboarding and audit trails.

	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	7-day free trial, no credit card required	No	No	Yes, limited	Yes, limited
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 the Employment Eligibility Verification Form

Answers to common questions employers and HR professionals ask when completing, storing, or eSigning Form I-9.

Need help? Contact support

When must Section 2 be completed?
Employers must complete Section 2 within three business days of the employee’s first day of work to document inspection of acceptable identity and work-authorization documents.
Can Form I-9 be completed remotely?
Remote completion is possible with electronic workflows, but employers must follow USCIS guidance and any applicable state RON rules when using remote notarization or alternative inspection procedures.
Are copies of documents allowed?
Employers may accept copies only as permitted by guidance; generally, they must inspect original documents in person unless an authorized alternative procedure is in place.
How long must I keep I-9s?
Retain each I-9 for three years after the date of hire or one year after termination, whichever is later, per 8 CFR §274a.2, and produce records on inspection.
What if a document expires?
If an employee’s credential expires, reverify employment authorization in Section 3 or complete a new I-9 before the expiration date to continue employment lawfully.
Can eSignatures be used on I-9?
Electronic completion and signatures are allowed when the process preserves identity evidence and an unalterable audit trail; follow ESIGN and UETA principles and agency guidance for inspections.

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