How to Complete an I9 Form

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The I-9 Form is used to establish that a person has the right to work in the United States. The first part is filled out by the employee, who then presents documents proving they are allowed to work in the U.S. to the employer. The employer examines the documents, determines their veracity, and then finishes the form by filling in the second section. In the case of a reverification or a rehire, the employer fills in just the third section of the form.

Part 1
Part 1 of 4:

Filling in the Employee Section

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  1. Include both names if you have 2 first names or 2 last names. You only need to use your middle initial, not your full middle name. You'll also need to add any other last names you've had, such as your maiden name, if you have one. [1]
    • If you happen to only have 1 name, place it in the last name field and "unknown" in the first name field.
    • Add the hyphen if your name is hyphenated.
  2. You'll need to fill in your address, including an apartment number if you have one. Add your date of birth, as well, using the month, day, and year. [2]
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  3. Check the box that applies. Your choices are U.S citizen, noncitizen national, lawful permanent resident, or an alien authorized to work in the U.S. If applicable, you'll also need to provide your Alien Number/USCIS number, foreign passport number with the country, or a Form I-94 admission number, as well as when your work permit expires. [3]
    • You need either an Alien Number/USCIS or a Form I-94 admission number, not both. Your Alien Number is much like a Social Security number, as it is a unique number assigned to you, though it can have anywhere from 7 to 9 digits. [4]
  4. You'll also add your Social Security number and email if your employer wants to use E-Verify. There's a place for your phone number, too, if you want to include it as a way to be contacted. [5]
    • E-Verify is a way to verify electronically that you are legally allowed to work in the U.S.
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Part 2
Part 2 of 4:

Finishing the Form and Presenting Documentation

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  1. Once you've completed the form to the best of your knowledge, you'll need to provide a signature and date. However, you can sign it electronically. [6]
    • Usually, your employer will set up your electronic signature. You'll use software provided by the company to create a signature and date, and you'll agree that you read the form.
    • Another option is printing the form, signing it, and then scanning it to create an electronic copy.
  2. As the employee, it's your job to fill this out before or on the first day you work. This timeline is mandated by the government. [7]
  3. After you've completed the form, you must present documents to show you're able to work legally in the U.S. Your employer will then examine them and finish the form. [8]
    • You can present 1 item from List A, or a combination of 2 items from List B and List C.
    • List A includes the following:
      • U.S. Passport or Passport Card
      • Permanent Resident or Alien Registration Receipt Card
      • Employment Authorization Document Card
      • A foreign passport with a Form 1-94 or a I-551 stamp/Form I-551
      • A passport from the Federated States of Micronesia (FSM) or the Republic of the Marshall Islands (RMI) with Form I-94 or Form I-94A [9]
  4. If you don't have a document from List A, present 1 each from List B and List C. You can use the following documents: [10]
    • List B includes the following:
      • A driver's license
      • A government-issued photo ID card with basic biographical information
      • A hospital, school, or doctor record, if you're under 18 with no other ID [11]
    • List C includes the following:
      • An unrestricted Social Security card
      • Consular Report of Birth Abroad (Form FS-240)
      • Certification of Birth Abroad issued by the U.S. Department of State (Form FS-545)
      • Certification of Report of Birth issued by the U.S. Department of State (Form DS-1350)
      • An original birth certificate
      • A Native American tribal document
      • A U.S. Citizen ID Card (Form I-197)
      • An Identification Card for Use of Resident Citizen in the United States (Form I-179)
      • An authorization document issued by the Department of Homeland Security (DHS) [12]
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Part 3
Part 3 of 4:

Filling in the Employer Section

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  1. Before filling in the employer section, make sure the first section is completely filled in by the employee. Also, ensure the employee signed and dated it. [13]
    • Keep in mind that only the employer should fill out this section, not the employee.
  2. The employee must present their documentation to you upon completion of the form. It's your job to examine the documents and ensure they look valid, as well as make sure they meet the requirements of 1 document from List A or a document each from List B and List C. [14]
  3. You'll need to fill in the employee's name in the second section, as well as their employment status. Fill in the information for each document, including the document number, the issuing authority, document title, and expiration date (if needed). [15]
  4. You'll need to add the date your employee began working for the company. It can be a date in the future if the employee hasn't started yet. [16]
  5. Add your full name and title. Put in the company's name and most appropriate company address in regards to the employee. Sign and date the form. [17]
  6. Once you've verified that the documentation is correct, return it to the employee. You should hold on to the documentation only as long as necessary. [18]
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Part 4
Part 4 of 4:

Completing Section 3 for Rehiring or Reverification

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  1. If you rehire an employee within 3 years of them leaving or your employee changes their name, you can complete section 3 only for reverification. The only exception is you must fill in the employee's name in the employer section. [19]
  2. When you fill in the form the first time, note when the employee's documentation expires. You'll need to re-verify it when it does. You won't need to do this for U.S. Citizens or noncitizen nationals. [20]
    • Request the same documentation as before. Examine it. If it checks out, record the document's information, and then sign and date the form.
  3. Check to see if the documentation has expired. If it hasn't, simply enter the new date of employment. If it has, examine either a List A OR List C documentation. You don't need to look at the List B documentation. [21]
    • Enter the documentation information if you examined them. Sign and date the form.
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Expert Q&A

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  • Question
    Are there any other forms that I should accomplish?
    Kim Bates
    Enrolled Agent
    Kim Bates is an Enrolled Agent and the Founder of Central Florida Tax Services in Orlando, Florida. Established in 2007, Central Florida Tax Services is a full-service virtual tax firm specializing in taxpayer representation before the Internal Revenue Service, with a focus on payroll tax issues. With over 20 years of experience in tax and financial matters, Kim has handled everything from small tax controversy cases of unfiled tax returns to complex international audits. She has obtained the Enrolled Agent designation offered by the IRS and is also a certified Notary Public.
    Kim Bates
    Enrolled Agent
    Expert Answer
    You may also need to fill out a W-4 form. You are required by federal law to pay federal income tax unless you are hired as an independent contractor. Your employer will use the information you provided to fill out your W-4 form, and they will withhold the correct amount of income tax from your pay.
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      References

      1. ↑ https://www.uscis.gov/i-9-central/complete-correct-form-i-9/completing-section-1-employee-information-and-attestation
      2. ↑ https://www.uscis.gov/i-9-central/complete-correct-form-i-9/completing-section-1-employee-information-and-attestation
      3. ↑ https://www.uscis.gov/i-9-central/complete-correct-form-i-9/completing-section-1-employee-information-and-attestation
      4. ↑ https://www.investopedia.com/articles/personal-finance/042215/stepbystep-how-fill-out-i9-form.asp
      5. ↑ https://www.uscis.gov/i-9-central/complete-correct-form-i-9/completing-section-1-employee-information-and-attestation
      6. ↑ https://www.uscis.gov/i-9-central/complete-correct-form-i-9/completing-section-1-employee-information-and-attestation
      7. ↑ https://www.uscis.gov/i-9-central/complete-and-correct-form-i-9
      8. ↑ https://www.uscis.gov/i-9-central/complete-correct-form-i-9/completing-section-1-employee-information-and-attestation
      9. ↑ https://www.uscis.gov/node/41814
      1. ↑ https://www.uscis.gov/i-9-central/complete-correct-form-i-9/completing-section-2-employer-review-and-attestation
      2. ↑ https://www.uscis.gov/i-9-central/acceptable-documents/list-documents/form-i-9-acceptable-documents?topic_id=1&t=b
      3. ↑ https://www.uscis.gov/i-9-central/acceptable-documents/list-documents/form-i-9-acceptable-documents?topic_id=1&t=c
      4. ↑ https://www.uscis.gov/i-9-central/complete-correct-form-i-9/completing-section-1-employee-information-and-attestation
      5. ↑ https://www.investopedia.com/articles/personal-finance/042215/stepbystep-how-fill-out-i9-form.asp
      6. ↑ https://www.uscis.gov/i-9-central/complete-correct-form-i-9/completing-section-2-employer-review-and-attestation
      7. ↑ https://www.uscis.gov/i-9-central/complete-correct-form-i-9/completing-section-2-employer-review-and-attestation
      8. ↑ https://www.uscis.gov/i-9-central/complete-correct-form-i-9/completing-section-2-employer-review-and-attestation
      9. ↑ https://www.uscis.gov/i-9-central/complete-correct-form-i-9/completing-section-2-employer-review-and-attestation
      10. ↑ https://www.uscis.gov/i-9-central/complete-correct-form-i-9/completing-section-2-employer-review-and-attestation
      11. ↑ https://www.uscis.gov/i-9-central/complete-correct-form-i-9/completing-section-3-reverification-and-rehires
      12. ↑ https://www.uscis.gov/i-9-central/complete-correct-form-i-9/completing-section-3-reverification-and-rehires

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