Employment Eligibility Verification Form (I-9) Template and Guide
Every US employer must complete Form I-9 for each new hire to verify their identity and authorization to work. This page provides a reference template, step-by-step guide, and common mistakes to avoid.
Download I-9 Form (Google Docs) →
Step-by-Step Guide to Completing Form I-9
Section 1: Employee completes on or before their first day
The employee fills in their personal information and checks one of four citizenship/immigration status boxes. They must sign and date the form. Providing an email address and phone number is optional.
Key deadline: Section 1 must be completed no later than the employee's first day of work.
Section 2: Employer completes within 3 business days
The employer (or an authorized representative) physically examines the employee's original documents. The employee can present either:
- One document from List A (establishes both identity and work authorization -- e.g., US passport, permanent resident card), OR
- One document from List B (identity -- e.g., driver's license) AND one from List C (work authorization -- e.g., Social Security card)
Key deadline: Section 2 must be completed within 3 business days of the employee's start date.
Section 3: Reverification and rehires
Complete this section when an employee's work authorization expires or when you rehire someone within 3 years of the original I-9 date. You only need to reverify List A or List C documents -- you do not reverify List B (identity) documents.
Common Mistakes to Avoid
| Mistake | Why It Matters |
|---|---|
| Missing the 3-day deadline | Fines range from $252 to $2,507 per form for first-time violations |
| Accepting photocopies | You must examine original documents, not copies |
| Specifying which documents to provide | The employee chooses which acceptable documents to present — you cannot request specific ones |
| Not reverifying expired authorizations | Failing to reverify when work authorization expires is a violation |
| Not retaining forms properly | Retain for 3 years from hire date OR 1 year after termination, whichever is later |
| Completing the form before the hire date | Section 1 can be completed at acceptance of the job offer, but Section 2 cannot be completed before the employee's first day |
E-Verify
E-Verify is a free online system from the Department of Homeland Security that cross-checks I-9 data against government records. It's mandatory for federal contractors and in some states for all employers.
The process: after completing the I-9, enter the employee's information into E-Verify. Results typically come back within seconds. If there's a mismatch, the system issues a Tentative Nonconfirmation -- the employee then has 8 federal business days to resolve the discrepancy.
I-9 Tips for Contact Centers and BPOs
- 1Integrate I-9 into your onboarding checklist so it doesn't get overlooked during rapid hiring
- 2For remote hires, designate an authorized representative at the employee's location to examine documents in person and complete Section 2
- 3Set up calendar reminders for work authorization expiration dates so you reverify on time
- 4Conduct internal audits of your I-9 files quarterly -- catching errors before a government audit saves significant fines
- 5Track your new employee paperwork alongside I-9 completion to ensure nothing falls through the cracks
Frequently Asked Questions
Common questions about Form I-9 and employment eligibility verification.
Form I-9 verifies that an employee is legally authorized to work in the United States. It's required by federal law for every employee hired after November 6, 1986.
Every employer must complete an I-9 for every new hire, regardless of citizenship status. Both US citizens and authorized non-citizens complete the same form.
Employees can present one List A document (e.g., US passport, permanent resident card) OR one List B document (e.g., driver's license) plus one List C document (e.g., Social Security card, birth certificate). The full list of acceptable documents is available on the USCIS website.
Three years after the date of hire or one year after employment ends, whichever is later.
Yes. You can designate an authorized representative (any person you choose) to examine the employee's documents and complete Section 2 on your behalf. You remain responsible for any errors.
First-offense fines range from $252 to $2,507 per form. Repeat violations can reach $2,507 to $25,076 per form. Knowingly hiring unauthorized workers carries even higher penalties.
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