In plain English
Employers complete it. An authorized representative, which can be a notary, may examine documents for an employee in some situations.
Acceptable documents are listed on the form.
Why it matters
Remote employees often need someone to examine their documents in person. Choosing an authorized representative who does not follow the employer's instructions can lead to an incomplete form and delay a start date.
Acting as an authorized representative is not a notarization, so a notary seal is not used. A notary who agrees to help is acting as a private person following the employer's instructions, and the employer stays responsible for the form, so both sides should be clear on that before meeting.
Worked example
A remote employee asks a local notary to act as authorized representative and view the original documents for the employer.
What to do
- Get instructions from the employer on who may act as authorized representative.
- Bring the original documents listed on the form.
- Have the representative examine the documents in person.
- Complete the section as the employer directs.
- Return the form to the employer promptly.
Common mistakes
- Bringing photocopies instead of originals can stop the review.
- Expecting the representative to stamp the form can confuse the process, since it is not a notarization.
- Choosing documents for the employee can create problems because the employee chooses from the acceptable list.
Go deeper
- I-9 Authorized Representative: What Employers Should Know: When an employee works somewhere the employer cannot easily reach, an authorized representative can complete Section 2 of Form I-9. Learn the basics and cautions.
- I-9 Acceptable Documents List: A, B and C With Examples: How the I-9 document lists work: one List A document or a List B plus List C pair, common examples, expired documents and receipts.
Related terms
- Guardian or conservator: A person a court appoints to make decisions or manage money for someone who cannot.
- Healthcare proxy: A document naming someone to make medical decisions if the signer cannot.
- Errors and omissions (E&O) insurance: Insurance that may cover a notary's mistakes, separate from a bond.
Common questions
What is Form I-9?
The federal form used to verify an employee's identity and work authorization.
Can you give an example of Form I-9?
A remote employee asks a local notary to act as authorized representative and view the original documents for the employer.
Does the I-9 need to be notarized?
No. An authorized representative examines documents and completes the employer section, but it is not a notarial act.
Can a family member act as authorized representative?
The employer decides who may act, and some employers restrict this. Ask the employer.
General information, not legal advice. Rules vary by state and change; check with your state's commissioning office.