Employer Checklist for Form I-9 Authorized Representatives

Jul 30

2 min read

Updated: 1 day ago

Reviewed October 15, 2026.

A useful I-9 appointment starts with employer instructions, a designated representative and a secure return process. It does not require a notary seal. Use this operational checklist when arranging local review for a remote hire.

Before assigning the representative

Confirm your organization’s policy, the employee’s deadline and the scope of the review. Get the representative’s acceptance, provide an HR contact and resolve any electronic-platform requirements in advance.

Before the employee attends

Give the employee the current USCIS instructions and Lists of Acceptable Documents. Employees choose the acceptable documents they present. Avoid requesting a specific document merely because it is familiar or easy to scan.

During the review

The representative follows the employer’s lawful instructions and the applicable I-9 requirements. Unclear document or form issues should be escalated to HR. Do not request a notarial certificate or seal on Form I-9; this is an authorized-representative service.

After the appointment

Review the returned information through your established process. Follow current instructions for any corrections and retain records under your organization’s compliance procedures. Outsourcing the appointment does not transfer the employer’s responsibility.

Information to include in a quote request

Provide company name, HR contact, employee count, meeting address, deadline, platform requirements and return instructions. Send sensitive identity documents only through an agreed appropriate channel, rather than placing them in free-text inquiry fields.

When you need legal guidance

This checklist helps organize an appointment and does not replace USCIS instructions or legal advice. Consult qualified counsel for uncertain eligibility, discrimination, retention or enforcement questions.