How to Fill Out Form I-9 Online: Step-by-Step Guide

By Nitin Maheta

Updated Sep 26, 2026Published Aug 10, 202314 min read

Note (September 2026): An earlier version said USCIS requires Form I-9 to be completed and kept digitally and listed the Social Security number as a required Section 1 entry; paper forms are still allowed, and the Social Security number is optional unless the employer uses E-Verify.

To fill out Form I-9 online, use the current fillable PDF (edition 01/20/25) from USCIS or an electronic I-9 system that meets DHS standards. The employee completes Section 1 by the first day of work, and the employer examines the documents and completes Section 2 within three business days. The employer keeps the form; it is never sent to USCIS.

In recent years, companies have embraced electronic alternatives for the I 9 form due to its convenience, efficiency, and security. Online fill options include advantages such as error checks, reminders when an employee’s temporary work authorization needs reverification, and easy retrieval of previously completed forms. When Form I-9 is completed in a well-designed electronic system, errors and omissions are less likely because the system can prompt users for every required field, although the employer remains responsible for each entry.

Digital storage can replace paper copies of Form I-9 and reduce the administrative burden of handling paperwork, provided the storage system meets the Department of Homeland Security (DHS) standards for electronic Form I-9 records.

Some online services also offer to complete Section 2 by video as the employer’s authorized representative. One example is OneNotary, a remote online notarization platform whose I-9 service page is https://onenotary.us/i-9-form-employment-eligibility-verification-online-notary/. Using a service like this does not by itself ensure compliance: Form I-9 does not need to be notarized, any person the employer chooses can act as an authorized representative, and the employer remains liable for any mistakes the representative makes.

Information necessary to complete the I-9 form online

Companies in the US use the I9 form to verify the identity and employment eligibility of their new hires. Below are specifics on how to complete the I 9 form electronically:

• Each new employee must have an I9 Form completed by the business and maintained on file. This form is used to verify the identity of new recruits and their legal authorization to work in the United States of America.
• Employees must complete and sign Section 1 of Form I-9 no later than their first day of work, and not before they have accepted the job offer. Section 1 asks for personal information such as full legal name, other last names used, address, date of birth and citizenship or immigration status. The Social Security number is optional unless the employer participates in E-Verify.
• Within three business days of an employee’s start date, the employer must complete Section 2 of Form I 9. Under this rule, the employer or its authorized representative must examine the original documents the employee chooses to present (one from List A, or one from List B plus one from List C) and confirm they reasonably appear genuine and relate to the employee. E-Verify employers in good standing may instead use the DHS-authorized remote examination procedure.
• Employers should evaluate the specific requirements for digital completion and archiving of form I 9 to ensure legal compliance.
• The online fill technique makes it possible for both employers and employees to fill out the form electronically and submit it. Many websites and apps are marketed for this purpose. USCIS does not certify or endorse any vendor, so check that a product meets the DHS electronic Form I-9 standards rather than relying on a claim that it is USCIS compliant.
• One alternative for online fill is to download the fillable PDF of Form I-9 from the USCIS website and type the answers on screen. USCIS states that this fillable PDF does not meet DHS standards for electronic I-9 systems, so the employee and employer must print it and sign it by hand. The website provides comprehensive instructions and tips to ensure accurate form completion. USCIS does not require Form I-9 to be completed or stored digitally; employers may use paper, an electronic system or a combination, but electronic systems must meet specific DHS requirements. This includes maintaining sufficient audit trails, safeguarding the integrity of the data, and making the form accessible to the proper authorities for examination.
• Another option is to utilize a third-party program or service that replaces the paper I9 with an electronic one. Connectivity to other HR programs, grammar and spelling checks, and document storage are all common features of these systems. The privacy of people’s information throughout the online fill process is of the utmost importance. In compliance with data protection legislation, businesses should only utilize trustworthy platforms that use encryption for data storage and transmission.

Employers and employees alike will appreciate the time and effort savings afforded by the online fill method for Form I-9. Adherence to USCIS policies and guidelines is critical to ensuring data compliance and security.

What Is Form I-9?

Form I-9, Employment Eligibility Verification, is the U.S. Citizenship and Immigration Services (USCIS) form that every U.S. employer uses to verify the identity and work authorization of each person hired for employment in the United States. It applies to citizens and noncitizens alike. The employee completes Section 1, and the employer or an authorized representative completes Section 2.

Form I-9 is not submitted to any government agency. USCIS instructs employers not to file it with USCIS or U.S. Immigration and Customs Enforcement (ICE); the employer keeps it and must produce it if the government asks to inspect it. The form is free to download from the USCIS website.

Form I-9 is one step in a wider new-hire process. For the rest of that process, see this complete guide to employee onboarding and these steps to set up payroll for a small business.

Which Form I-9 Edition Is Current?

The current Form I-9 has an edition date of 01/20/25 and an expiration date of 05/31/2027, according to USCIS as of September 2026. The edition date is printed in the bottom corner of each page. The 01/20/25 edition made minor changes, including renaming the fourth Section 1 checkbox to “An alien authorized to work” and revising the descriptions of two List B documents.

Editions and expiration dates change periodically, so check the USCIS Form I-9 page before printing or configuring software.

How to Fill Out Form I-9 Online: Step by Step

The steps below follow the USCIS instructions for Form I-9. They apply whether the form is typed into the fillable PDF or completed in an electronic I-9 system.

1. Choose a method. Use the USCIS fillable PDF (typed on screen, then printed and signed by hand) or an electronic I-9 system that meets DHS standards for electronic signatures, storage and audit trails.
2. Give the employee the form and the Lists of Acceptable Documents. The employer may not tell the employee which documents to present.
3. Employee completes Section 1. After accepting the job offer and no later than the first day of employment, the employee enters full legal name, other last names used, address, date of birth, optional contact details and, if the employer uses E-Verify, a Social Security number. The employee then checks one of four boxes: U.S. citizen, noncitizen national, lawful permanent resident, or alien authorized to work, and signs and dates the section.
4. Record any preparer or translator. If someone helped the employee fill in Section 1, that person completes a separate certification block on Supplement A.
5. Employee presents documents. The employee chooses either one List A document, or one List B document plus one List C document. An acceptable receipt may be presented in certain cases.
6. Employer examines the documents. The employer or authorized representative examines the originals in person, or uses the remote alternative procedure if eligible, and checks that they reasonably appear genuine and relate to the employee.
7. Employer completes Section 2. Within three business days of the first day of work for pay, the employer enters the document title, issuing authority, number and expiration date, the employee’s first day of employment, and the name, title, signature and business address of the person completing the section.
8. Create an E-Verify case if enrolled. E-Verify participants create a case for each new hire after completing Form I-9, no later than the third business day after the employee starts work for pay.
9. Store the form securely. Keep it on paper or in a compliant electronic system for the required retention period, and apply the same document-copying practice to every employee.

HR teams that onboard many people often handle these steps inside onboarding software; this overview of the benefits of HR onboarding software explains what such tools typically include.

What Are the Form I-9 Deadlines?

Section 1 is due by the employee’s first day of employment, and Section 2 is due within three business days of that first day of work for pay. For example, if an employee starts on a Monday, Section 2 must be completed by Thursday. If the job lasts fewer than three business days, USCIS says Section 2 must be completed no later than the first day of work.

What Documents Are Acceptable for Form I-9?

An employee may present one document from List A, which proves both identity and work authorization, or one document from List B (identity) together with one from List C (work authorization). The choice belongs to the employee. The table below shows common examples from the USCIS Lists of Acceptable Documents; the full lists are on the last page of the form.

Social Security cards marked “Not valid for employment” or “Valid for work only with DHS authorization” are not acceptable List C documents, according to USCIS.

Can Form I-9 Documents Be Examined Remotely?

Yes, but only for employers enrolled in E-Verify and in good standing. A DHS notice published in the Federal Register on July 25, 2023 authorized an optional alternative to physical document examination, available from August 1, 2023. Under the alternative procedure, USCIS says the employer must:

• Examine copies (front and back, if two-sided) of the employee’s documents to make sure they reasonably appear genuine and relate to the employee.
• Conduct a live video interaction with the employee presenting the documents.
• Check the alternative procedure box in the Additional Information field of Section 2 (on the 08/01/23 or 01/20/25 edition).
• Retain clear copies of all documents examined, on paper or electronically.
• Create an E-Verify case for the new hire.

An employer that offers the procedure at an E-Verify hiring site must offer it consistently to all employees at that site. USCIS allows an employer to use it only for remote hires while examining documents in person for onsite or hybrid workers, as long as the distinction is not discriminatory. Employers not enrolled in E-Verify must still examine documents physically, in person or through an authorized representative. This matters most for distributed teams; for the wider picture, see this guide on how to hire remote talent for a small business.

Who Can Complete Section 2? Authorized Representatives and Notaries

An authorized representative can be any person the employer designates, hires or contracts with to complete Section 2 or Supplement B, such as a personnel officer, foreman, agent or notary public, according to USCIS. A notary is not required. The representative must do everything the employer would do, including reviewing Section 1 and examining documents, and the employer is liable for any violations the representative commits.

USCIS also says that a notary public acting as an authorized representative is not acting in the capacity of a notary and should not place a notary seal on Form I-9. Form I-9 itself is never notarized.

OneNotary, the service mentioned earlier in this article, describes itself as an online notarization platform; its I-9 page (the onenotary.us address now redirects to onenotary.com) offers video sessions in which a notary acts as the employer’s authorized representative, and the company states that the I-9 form itself does not require notarization. Remote video examination by any representative is only valid when the employer qualifies for, and follows, the E-Verify alternative procedure described above. Employers that do not use E-Verify need a representative who can examine the original documents in person. Before choosing any provider, check its current terms and fees and confirm how it handles Section 2 signatures and document copies.

Fillable PDF vs. Electronic I-9 System: Which Should Employers Use?

The USCIS fillable PDF suits occasional hiring, while an electronic I-9 system suits employers that hire often or use E-Verify. The main differences are summarized below.

What Are the Rules for Electronic Form I-9 Systems?

Employers may generate, sign and store Form I-9 electronically only if the system meets the DHS standards in federal regulations (8 CFR 274a.2). According to USCIS, an electronic system must:

• Have controls that ensure the integrity, accuracy and reliability of the system.
• Detect and prevent unauthorized or accidental creation, alteration or deletion of stored forms.
• Keep an audit trail so that any change to a form since its creation is stored and can be accessed by a government agency.
• Maintain a detailed index so any record can be retrieved immediately.
• Allow forms to be produced for inspection within three business days of a request.

Employers may keep some forms on paper and others electronically. Because I-9 records contain identity documents and personal data, access controls and encryption also matter; this cybersecurity guide for remote employers covers the basics of protecting employee data.

How Long Must Employers Keep Form I-9?

Employers must keep each Form I-9 for three years after the date of hire or one year after employment ends, whichever is later. The form must be kept for current employees for as long as they work for the employer.

Example: an employee hired on March 1, 2024 who leaves on June 30, 2025. Three years after hire is March 1, 2027; one year after leaving is June 30, 2026. The later date, March 1, 2027, is when the form may be destroyed. USCIS notes that only the pages containing information need to be retained.

When Is Reverification Required?

Reverification on Supplement B is required when an employee’s temporary employment authorization or List A or List C document showing that authorization expires. It must be done no later than the expiration date. Employers should not reverify U.S. citizens, noncitizen nationals, lawful permanent residents who presented a Permanent Resident Card, or any List B identity document.

One recent change affects reverification. Under a DHS interim final rule, people who file to renew an Employment Authorization Document on or after October 30, 2025 no longer receive the automatic extension of up to 540 days. USCIS says the receipt notice for such a renewal is not evidence of employment authorization on its own or together with an expired card. Renewals filed before that date keep any automatic extension they already received, and limited exceptions remain, such as certain Temporary Protected Status extensions announced in the Federal Register.

What Are the Penalties for Form I-9 Violations?

Paperwork violations on Form I-9 carry civil fines of $288 to $2,861 per form, under DHS’s inflation adjustment published on January 2, 2025. The White House Office of Management and Budget cancelled the 2026 inflation adjustments in Memorandum M-26-11 (April 2026), so the 2025 amounts still apply as of September 2026.

Enforcement also became stricter in 2026. According to analyses by several U.S. law firms, including Morgan Lewis and Holland & Knight, ICE updated its Form I-9 inspection fact sheet on March 16, 2026 and reclassified more than 10 common errors from “technical” (which employers could correct within 10 days of notice) to “substantive” (which can be fined immediately). Reported examples include a missing employee date of birth, missing document details in Section 2, a missing first day of employment, missing preparer or translator details, and failing to check the remote-examination box when the alternative procedure was used.

Common Form I-9 Mistakes to Avoid

• Using an expired edition of the form or outdated software.
• Typing names in the signature fields of the fillable PDF instead of signing a printed copy.
• Asking for specific documents, or more documents than required, which can be unfair documentary practice.
• Leaving the first day of employment, date of birth or document expiration dates blank.
• Completing Section 2 after the three-business-day deadline.
• Using remote video examination without being enrolled in E-Verify, or forgetting to check the alternative procedure box.
• Copying documents for some employees but not others.
• Reverifying documents that should not be reverified, such as a Permanent Resident Card or a List B document.
• Mailing completed forms to USCIS instead of keeping them on file.

Written byNitin Maheta

Nitin Maheta is a full time blogger, providing cool and unique contents to his readers. As Nitin is very passionate about blogging and everything related to blogging.

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