How to Complete Form I-9, Step by Step

Form I-9 confirms a worker's identity and their permission to work in the United States. Every U.S. employer must complete one for every employee, whether the person is a citizen or a noncitizen, and no matter the company size or whether the job is full-time, part-time, or temporary. The main exceptions are independent contractors who get a 1099 and casual domestic workers. This guide walks through the whole process in order.

Before you start

Make sure you are using the correct edition of the form. Using an outdated version is a common and avoidable error. Check our current I-9 version guide first, then download the form from uscis.gov.

Step 1: The employee completes Section 1

The new employee fills out Section 1 themselves. They enter their legal name, any other names used, their address, date of birth, and the contact details the form asks for. They then attest to their status, such as a U.S. citizen, a noncitizen national, a lawful permanent resident, or an alien authorized to work, and provide the numbers that status requires.

This must be done by the end of the first day of employment. The employee signs and dates it. See our Section 1 guide for a field-by-field walkthrough.

Step 2: The employee presents documents

Next, the employee chooses which acceptable document or documents to show. They can present one document from List A, which proves both identity and work authorization, such as a U.S. passport or a Permanent Resident Card. Or they can present one document from List B for identity, such as a driver's license, together with one document from List C for work authorization, such as a Social Security card without work restrictions.

Our acceptable documents guide shows the full Lists A, B, and C. If a document was lost, stolen, or damaged, a receipt for it is acceptable for a limited time, and the employee presents the actual document later.

Step 3: The employer completes Section 2

The employer, or someone acting for the employer, examines the original documents the employee presents. The reviewer checks that each document reasonably appears genuine and relates to the person presenting it. Then they record the document title, issuing authority, document number, and expiration date in Section 2, and sign and date the certification, including the employee's first day of employment.

This must be completed within 3 business days of the start date. The employer can examine documents in person, or use the DHS-authorized alternative procedure over live video, but the remote option is only allowed if the employer is an E-Verify participant in good standing. If using the remote option, the reviewer must check the alternative-procedure box and retain copies of the documents. See our Section 2 guide for details.

Step 4: Use the supplements only when needed

The form has two supplements you use only in specific situations.

• Supplement A is the Preparer and Translator certification. Use it when someone helps the employee fill out Section 1, for example a translator or a person completing it on the employee's behalf.
• Supplement B is for Reverification and Rehire. It replaced the old Section 3. Use it when an employee's work authorization is expiring and needs to be reverified, or when you rehire a former employee within the allowed window.

Step 5: Store the form correctly

Keep each completed I-9 on file. The retention rule is to keep it for 3 years after the hire date or 1 year after employment ends, whichever is later. Store I-9s where you can produce them quickly, because a government inspection gives only a short window to hand them over.

A quick recap

Use the current form. The employee completes Section 1 by the end of day one and chooses which documents to present. The employer reviews the documents and completes Section 2 within 3 business days. Use Supplement A for a preparer or translator, and Supplement B for reverification or rehire. Then store the form for the required period.

A few habits make all of this easier. Build the I-9 into your standard onboarding checklist so Section 1 and Section 2 never slip past their deadlines. Examine original documents carefully and record every field the form asks for, since blank or partial entries cause many of the problems employers run into later. Keep your completed forms organized and easy to find, because the retention period is long and you may need to produce them quickly.

Doing the I-9 right is mostly about order and timing. Know who completes which part, know the day-one and three-business-day deadlines, let the employee pick their documents, and store the finished form safely. If a situation is unusual, for example a complex work-authorization status or a remote hire, check the rules carefully, and for your specific situation consider speaking with an immigration attorney.

For a deeper look at the documents themselves, start with our acceptable documents guide.

By the Easy Guides Editorial Team