I-9 Employment Verification: What to Expect During Your Appointment
Updated: Aug 16
When hiring employees, verifying their eligibility to work in the United States is an important step in the hiring process. Form I-9 helps employers verify an employee's identity and employment authorization.
But what happens when a new employee works remotely and cannot meet with the employer in person? That's where an authorized representative can help.
For employers and remote employees in Ocean County and surrounding areas of New Jersey, The Noble Seal provides mobile I-9 authorized representative appointments, bringing the required in-person document examination to an agreed-upon location.
There are several situations in which an employer may need an authorized representative, including an initial I-9 verification, receipt follow-up, employment authorization reverification, or certain rehire situations.
This guide explains what to expect during these different types of I-9 appointments and how employers and employees can prepare.
Please note: Form I-9 requirements are federal requirements administered by U.S. Citizenship and Immigration Services (USCIS). This article provides general educational information and is not legal, immigration, or employment advice. Employers are responsible for following current Form I-9 requirements.
What Is an I-9 Authorized Representative?
Form I-9, Employment Eligibility Verification, is a federal form used by employers to verify the identity and employment authorization of individuals hired for employment in the United States.
An employer may designate an authorized representative to complete the employer's portion of the Form I-9 on its behalf. The authorized representative can be someone outside the employer's organization, including a notary public.
There is an important distinction, however:
An I-9 appointment is not a notarization.
When a notary acts as an authorized representative for Form I-9 purposes, the notary is acting on behalf of the employer - not in the capacity of a notary. The Form I-9 does not require a notary's seal or stamp.
The authorized representative's role generally includes:
Meeting with the employee in person
Examining the employee's acceptable documentation
Recording the required document information
Completing and signing the employer's portion of the Form I-9 as the employer's authorized representative
Initial I-9 Verification Appointment
The most common type of I-9 appointment is the initial verification for a newly hired employee.
The employee generally completes Section 1 of Form I-9 no later than their first day of employment. The employer or authorized representative must generally complete Section 2 within three business days of the employee's first day of employment.
If the employee will work for fewer than three business days, Section 2 must generally be completed no later than the employee's first day of employment.
What happens during the initial appointment?
During the appointment, the authorized representative will generally:
Meet with the employee in person.
Review the information needed to complete the employer's portion of Form I-9.
Examine the employee's original acceptable documents.
Record the required document information.
Complete and sign the employer certification as the employer's authorized representative.
The documents must reasonably appear to be genuine and to relate to the person presenting them.
What should the employee bring?
Employees choose which acceptable documents to present from the Lists of Acceptable Documents provided with Form I-9.
An employee may generally present:
One document from List A, which establishes both identity and employment authorization; or
One document from List B and one document from List C, which together establish identity and employment authorization.
Refer to chart below.
The employee - not the employer or authorized representative - chooses which acceptable documents to present.
Original documents are generally required. Photocopies are not accepted in place of the required documents, with limited exceptions provided by USCIS, such as a certified copy of a birth certificate.
Receipt Follow-Up Appointment
In certain circumstances, an employee may be permitted to present an acceptable receipt instead of the actual document during the Form I-9 process.
Receipt rules can be confusing because not every receipt is acceptable for Form I-9 purposes, and different types of receipts have different requirements.
One common situation involves an employee who has lost, had stolen, or damaged an employment authorization or identity document and has applied for a replacement.
When an acceptable replacement-document receipt is used, the employee must generally present the replacement document within the applicable timeframe established by USCIS.
What happens at a receipt follow-up appointment?
When the replacement document is available, the employee meets with the authorized representative and presents the required documentation.
The authorized representative will generally:
Examine the replacement document
Record the appropriate document information
Update the Form I-9 as required
Complete the authorized representative portion of the update
Because receipt rules vary depending on the circumstances, employers should confirm the applicable requirements before scheduling a receipt follow-up appointment.
If you are unsure whether a particular receipt is acceptable, consult the current USCIS Form I-9 instructions or an appropriate immigration or employment professional.
Employment Authorization Reverification
Reverification is different from completing a brand-new Form I-9.
In certain situations, an employer must reverify an employee's employment authorization when the employee's current employment authorization expires.
The current Form I-9 uses Supplement B, Reverification and Rehire, for reverification and certain rehire situations.
When reverification is required, the employee chooses acceptable documentation from List A or List C that establishes continued employment authorization.
The employer cannot require the employee to present the same type of document they previously presented.
Does every expired document require reverification?
No.
Not every document expiration triggers employment authorization reverification.
For example:
List B documents establish identity and are not reverified.
U.S. citizens and noncitizen nationals are not subject to employment authorization reverification.
Lawful permanent residents generally are not reverified simply because their Permanent Resident Card expires.
Certain other documents and employment situations have specific rules.
What happens during a reverification appointment?
If an employer has designated an authorized representative, the representative will generally:
Meet with the employee.
Examine the acceptable List A or List C documentation presented for reverification.
Record the required information on Supplement B.
Complete the authorized representative portion.
Return or handle the completed documentation according to the employer's instructions.
The employee chooses which acceptable documentation to present.
Rehire I-9 Appointments
Rehiring a former employee can create another type of Form I-9 situation.
If an employee is rehired within three years of the date the original Form I-9 was completed, the employer may be able to use the existing Form I-9 and complete Supplement B rather than completing an entirely new Form I-9.
Depending on the circumstances, the employer may also need to reverify employment authorization.
If the employee is rehired more than three years after the original Form I-9 was completed, a new Form I-9 is generally required.
What Should an Employee Bring to an I-9 Appointment?
The documents an employee should bring depend on the type of appointment.
For an initial I-9 verification, the employee should bring the original acceptable documents they have chosen from the Lists of Acceptable Documents.
For a receipt follow-up, the employee should bring the replacement document or other documentation required under the applicable receipt rules.
For reverification, the employee should bring acceptable List A or List C documentation establishing continued employment authorization.
Employees should be given the opportunity to choose which acceptable documents to present.
An authorized representative should not select documents for the employee.
If an employee is unsure which documents are acceptable, they should review the current Form I-9 Lists of Acceptable Documents or speak with the employer's designated HR or immigration professional.
What an I-9 Authorized Representative Does Not Do
It is important to understand the limits of the authorized representative's role.
An authorized representative does not:
Provide immigration or legal advice
Determine an employee's immigration status
Tell an employee which specific acceptable documents to present
Decide whether an employee should be hired
Complete the employee's Section 1 for them
Notarize the Form I-9
Place a notary stamp or seal on the Form I-9
The authorized representative is acting on behalf of the employer for the purpose of completing the required in-person portion of the Form I-9 process.
How Mobile I-9 Verification Services Help
For employers and remote employees in Ocean County and surrounding areas of New Jersey, mobile I-9 authorized representative services offer a convenient way to complete the required in-person document examination.
A mobile appointment can be especially helpful for:
Remote employees
New hires who live outside the employer's immediate area
Employees working from home
Businesses hiring employees in multiple locations
Staffing and recruiting companies
Small businesses without an HR representative nearby
Employers who need an in-person document examination completed on their behalf
The Noble Seal can meet the employee at an agreed-upon location and complete the in-person portion of the I-9 process according to the employer's instructions and applicable USCIS requirements.
Using an authorized representative can save the employer and employee the time and inconvenience of finding a way to meet in person.
If you need to arrange an I-9 appointment for a remote hire, consider a mobile verification service like The Noble Seal.
Tips for a Smooth I-9 Appointment
To help your I-9 appointment go smoothly:
Complete Section 1 of Form I-9 on time.
Review the Lists of Acceptable Documents before the appointment.
Bring the original acceptable documents you have chosen to present.
Do not ask the authorized representative to select documents for you.
If a receipt is being used, confirm that it is an acceptable I-9 receipt before the appointment.
If the appointment is for reverification, bring acceptable List A or List C documentation.
If the appointment involves a rehire, make sure the employer has provided the appropriate instructions and form information.
Confirm the appointment location and time.
Provide the authorized representative with any instructions supplied by the employer.
Allow enough time for the representative to examine the documents and complete the required information.
Final Thoughts on I-9 Employment Verification
Form I-9 employment verification is an important part of the hiring process, but the appointment itself doesn't have to be complicated.
Depending on the situation, an authorized representative may assist with:
An initial I-9 verification
A receipt follow-up
Employment authorization reverification
A rehire-related I-9 appointment
Preparing the appropriate documentation and understanding which type of appointment is needed can help prevent unnecessary delays.
And remember: an I-9 verification performed by a notary is not a notarization. When acting as an authorized representative, the notary is acting on behalf of the employer to complete the required in-person portion of the Form I-9 process.
For employers and remote employees in Ocean County and surrounding areas of New Jersey, The Noble Seal provides convenient mobile I-9 authorized representative appointments.
If you want to learn more about mobile I-9 verification or schedule an appointment, visit The Noble Seal to find out how they can assist you.
This article is provided for general educational purposes and is not legal, immigration, or employment advice. Form I-9 requirements can change. Employers are responsible for following current USCIS requirements and maintaining required Form I-9 records. For current requirements, consult the U.S. Citizenship and Immigration Services Form I-9 resources and, when appropriate, qualified legal counsel.
Last reviewed: August 2026
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