I-9 Form 2026 PDF - Free Fillable Download & Printable

Every employer in the United States must complete Form I-9 for each individual they hire for employment. This applies to both citizens and noncitizens. The employee completes Section 1, and the employer completes Section 2 after examining original identity and work authorization documents.

Employees can present one List A document (proving both identity and work authorization, like a U.S. passport or Permanent Resident Card), OR one List B document (photo ID like a driver's license) combined with one List C document (like an unrestricted Social Security card). The employee chooses which documents to present — the employer cannot specify.

Employers must retain I-9 forms for 3 years after the date of hire OR 1 year after employment ends — whichever is later. Forms must be available for inspection by DHS, DOL, or DOJ with 3 days' notice. Store them securely, separate from employee personnel files.

Yes, with conditions. Since August 2023, employers enrolled in E-Verify in good standing can use a permanent remote document examination procedure via live video call. The examiner must view original documents in real time, verify authenticity, and retain clear images of both front and back. Employers not in E-Verify must examine documents in person.

Civil penalties for I-9 paperwork violations range from $272 to $2,701 per form for first offenses (adjusted annually for inflation). Knowingly hiring or continuing to employ unauthorized workers can result in fines from $676 to $27,018 per worker, plus potential criminal charges for pattern or practice violations. Repeat offenders face significantly higher penalties.

The current edition is Rev. 08/01/2023, with an expiration date of 05/31/2027. You can identify it by the edition date in the lower left corner of the form. Any I-9 completed on an older version is non-compliant and must be corrected.

No. You should never reverify U.S. citizens, U.S. nationals, or lawful permanent residents (Green Card holders). Reverification is only required for employees with temporary work authorization whose employment authorization document has an expiration date. Reverifying citizens is actually a violation of anti-discrimination law.

E-Verify is a web-based system that compares I-9 information against DHS and SSA databases to confirm work authorization. It's mandatory for federal contractors and some states require it for certain employers. Even when not required, E-Verify provides an added layer of compliance protection and unlocks the remote document verification option.

Draw a single line through the error (the original must remain readable), write the correct information, and initial and date the correction. Never use white-out or correction tape — obliterating original entries is itself a violation. For errors found during a self-audit, attach a brief explanatory note. If the form is too heavily annotated to be legible, complete a new form and attach it to the original with a note.

It depends on your state and the size or nature of your business. States including Alabama, Arizona, Mississippi, Nebraska, and South Carolina require E-Verify for all employers. Others (Georgia, North Carolina, Tennessee) apply the mandate to employers above a certain employee threshold. States like Florida, Texas, and Virginia require it for state contractors. Always verify current requirements with your state labor authority, since state laws change. Federal contractors subject to the FAR E-Verify clause must participate regardless of state law.

Immigration and Customs Enforcement (ICE) issues a Notice of Inspection (NOI). Employers then have 3 business days to produce all requested I-9 forms and supporting documentation. ICE reviews for missing forms, incomplete fields, incorrect document records, expired documents that were not reverified, and timing violations. Civil fines are assessed per-form. Employers with a history of good-faith self-audits and documented corrections generally receive reduced penalties.

Yes, but it is optional. If an employer makes copies of documents presented for Section 2 or Section 3, they must do so consistently for all employees — not selectively based on national origin or immigration status, which would constitute document abuse under INA 274B. Copies must be retained with the I-9 form. Copies do not substitute for physical examination of originals (or the approved remote E-Verify procedure).

A Tentative Nonconfirmation (TNC) means E-Verify could not confirm the employee's work authorization based on the information entered. A TNC is not a final determination — the employee has the right to contest it. Employers must notify the employee of the TNC, refer them to the relevant agency (SSA or DHS), and continue employment while the case is pending. Employers may not terminate, suspend, or reduce hours based solely on a TNC. Employees who choose not to contest a TNC receive a Final Nonconfirmation.

A receipt for a replacement document (due to loss, theft, or damage) is temporarily acceptable for Section 2. The employee must present the actual replacement document within 90 days. Receipts showing that an application for an initial document has been filed are only acceptable in limited circumstances — check the current USCIS I-9 instructions for which receipts are accepted, as the rules differ by document type.

Staffing and temporary agencies that directly employ workers are responsible for completing I-9 forms for those workers. When the agency places a worker at a client company, the agency must complete the I-9 — not the client. However, if a client company hires the temp worker directly (converting them to a direct hire), the client company must complete a new I-9. Day labor agencies placing workers with multiple clients each day are still responsible for completing I-9s for their employees.