Complete Guide to Notary I9 Verification for Employers

  • By NotaryCam

  • 15 December, 2023

Have you ever been in a race against time, rushing to get your notary i9 verification done? Every second feels like an eternity as you race to complete your notary i9 verification. Your new job is on the line and that ticking clock isn’t slowing down.

You know it’s important but who really has time for all this paperwork? This process can feel as complex as navigating a maze with no exit sign, right?

We’ve all been there! So today we’re throwing you a lifeline. We’ll walk through not only what notary I-9 verification means but also how to ace it without breaking into a sweat.

If getting your forms verified remotely or understanding which documents are acceptable feels like deciphering hieroglyphics – don’t worry. By the end of our journey together, these riddles will become child’s play!

Understanding Notary I-9 Verification

Notary I-9 verification is a critical process that employers must navigate when hiring new staff. It’s not just about checking boxes; it has profound implications for both parties involved.

The Importance of Notary I-9 Verification

The Form I-9, required by the government, verifies an employee’s identity and employment authorization. Regardless of citizenship status, every person hired needs to have this form completed accurately. The significance here isn’t merely procedural – missing or incorrect information can lead to severe penalties.

A proper completion of Form I-9 ensures compliance with strict verification requirements while protecting businesses from potential legal consequences. But remember, it also safeguards employees’ rights against discrimination based on immigration or citizenship status.

Who Can Perform Notary I-9 Verification?

An authorized representative, like a notary public or designated service provider such as NotaryCam, can help complete the Form I-9 in accordance with federal guidelines. These representatives verify essential documents proving one’s identity and work eligibility before signing off on the form itself.

Remember though, using these services doesn’t absolve employers from their responsibilities – they’re still accountable for any errors related to Form I-9. So choosing your authorized representative wisely matters.

This process might seem daunting at first glance but think of it as crossing T’s and dotting i’s – you’re making sure all details are correct so everything runs smoothly afterwards. Now who wouldn’t want that peace-of-mind?

The Process of Notary I-9 Verification

When you’re gearing up to start work, notary I-9 verification becomes a crucial part of your journey. This process ensures the authenticity of documents required by the government for employment status validation.

Preparing for Notarization

To get things rolling with form remotely or physically, you need some preparation. First off, choose an authorized representative who can be anyone from government officials to immigration consultants and even employees at a post office or law office. The person will review and verify your documents during this strict verification process.

Then gather all accepted documents like passport, driver’s license, permanent resident card if applicable (for Puerto Rico citizens too), military ID cards including coast guard merchant mariner document among others. Here’s a complete list.

During the Notarization

During the actual meeting with the notary whether it is a remote session via platforms such as OneNotary, or an in-person appointment at a local area, correctly filling out Form I-9 is essential. Every required area must be filled accurately to avoid complications later on.

Your chosen representative examines each document carefully before signing Form I-9, verifying someone’s identity along with their citizenship status as per federal requirements set by USCIS. Note: If any representative refuses completion, another one may step in. Always remember physical examination of these papers is mandated – no shortcuts here.

Remote Workers and Notary I-9 Verification

The world of work is shifting, with more folks joining the ranks of remote workers every day. This change brings unique challenges for employers, especially when it comes to notary i9 verification.

Advantages of Remote Notarization

Remote notarization offers several benefits that make life easier for both employees and employers. For one thing, it allows form completion from anywhere in the world—no need to find a local law office or post office.

This method also ensures employment status and citizenship are verified appropriately—a crucial part of completing Form I-9 properly. Plus, strict verification requirements mean your information stays secure throughout the process.

Using OneNotary for I-9 Verification

OneNotary, an online platform designed specifically for this purpose can be a game-changer here.

You start by getting your documents ready—the same ones you’d bring if you were verifying in person at a government office or immigration consultant’s place: driver’s license, permanent resident card (if applicable), passport card—whatever fits the accepted documents list provided by USCIS.

The service sends out an email letting you know what happens next: basically, you’re going into a remote session where their designated representative will verify someone’s identity through video call. That way they can see everything as clearly as if they were sitting right across from you—it even works if Puerto Rico is your current abode.

Acceptable Documents for Notary I-9 Verification

If you’re getting your I-9 form notarized, the government asks that specific documents be presented to verify someone’s identity and employment status. Let’s look at what these are.

The list of accepted documents is divided into three categories: List A, B, and C. The key thing to remember here is employees must present one selection from List A or a combination of one selection each from Lists B and C.

List A: Proof of Identity & Employment Authorization

This category includes options like a passport card or book – which also verifies citizenship status – or permanent resident cards such as Form I-551. For those in specialized roles, a Merchant Mariner Document (MMD) card can be used too if it comes with an identification credential issued by the Coast Guard.

List B: Proof of Identity Only

A driver’s license can do the trick under this section. Other forms include ID cards issued by federal, state or local government officials; school IDs for minors; voter registration cards; military dependent’s ID card; U.S.C.G Merchant Mariner Card etc., all subject to strict verification requirements.

List C: Employment Authorization Only

This set includes social security account numbers except when they say “Not Valid For Employment.” An immigrant may use their Certificate Of Birth Abroad (FS-545), while Puerto Rico birth certificates will suffice as well after July 1st 2010 due to new laws put in place.

Mistakes to Avoid in Notary I-9 Verification

Let’s cut to the chase. One common mistake is failing to properly verify someone’s identity during notary I-9 verification. Whether you’re an authorized representative, a government official, or even an immigration consultant completing form i-9 on behalf of the employer, it’s crucial that all documents are verified appropriately.

Questioning why this is important? The answer lies with Uncle Sam. It turns out the government asks for strict verification requirements because they need to confirm employment status and citizenship status. And trust me; you don’t want them knocking at your door.

The responsibility doesn’t end there though. A major error occurs when the designated service does not make sure forms are completed correctly before signing off. For instance, overlooking whether areas required by Form I-9 have been filled accurately can lead to severe repercussions – penalties range from fines up-to jail time if deemed intentional.

We know what you’re thinking: “But how do we avoid these mistakes?” Well, one effective way is using remote services like NotaryCam. They provide top-notch assistance in getting your form notarized remotely – right from checking if every area has been filled correctly on your document carefully (including those tricky Spanish versions) down to ensuring proper completion.

Last but definitely not least – never use a seal as part of the process. Surprisingly enough this happens more often than you’d think. Remember folks: An I-9 isn’t something that gets stamped at a post office or sealed at law offices – no matter where Puerto Rico stands on their legislation about seals being mandatory.

Remember, it’s better to be safe than sorry. Avoid these common mistakes and you’ll have smooth sailing through the notary I-9 verification process.

Key Takeaway: 

Don’t mess up notary I-9 verification. Make sure to properly verify identities and fill out all required areas on the form. Stay away from using a seal in the process, even if it seems like common practice. For help getting your form filled correctly and verified, consider remote services like OneNotary.

Additional Resources for Notary I-9 Verification

When it comes to notary I-9 verification, having the right resources at your fingertips can make all the difference. One such resource is the I-9 Form, which you’ll need to get verified appropriately.

The process of completing this form includes a set period where strict verification requirements are adhered to. The government asks that specific accepted documents be used for validation, and these could range from a resident card or passport to more specialized forms like a merchant mariner document or even military cards in some cases.

If you’re looking for help with getting your form notarized remotely, there’s good news. Services like OneNotary offer remote sessions allowing employees everywhere, even those located as far off as Puerto Rico or Spanish-speaking areas, an opportunity to have their employment status confirmed without needing physical presence at a law office or post office.

In addition to providing general guidance on how properly complete Form I-9, services like OneNotary also email letting you know about every step taken during the procedure – right from verifying someone’s identity up until when they’ve ensured each area has been filled correctly and authorization document obtained.

Apart from online platforms though, one may find local authorized representatives including immigration consultants who can assist in fulfilling verification needs.

This might seem overwhelming but remember; every task begins by taking that first step. Start work today on getting your documents verified and kickstart your journey towards securing proper employment authorization.


Mastering the notary i9 verification process is no longer a daunting task. You’ve now got the lowdown on its importance, who can perform it and how to go about it.

You’ve unlocked the secrets of preparing for notarization, what happens during that crucial meeting, and even discovered resources like OneNotary for remote workers.

We dove into accepted documents for verification – you’re ready to pull out your passport card or driver’s license with confidence! We also pointed out common mistakes so they won’t trip you up in future.

All said and done, remember – this isn’t just paperwork. It’s proof of your right to work and contribute to society. So make sure it gets verified appropriately!


Common Questions About Notary I9 Verification for Employers

Does the I-9 form need to be notarized?

No, the I-9 form does not require notarization. The U.S. Citizenship and Immigration Services (USCIS) specifically states that this document should be completed without a notary’s involvement. Instead, it is typically filled out by both the employer and employee as part of verifying an individual’s eligibility for employment in the United States.


What documents can you use for I-9 verification?

The U.S. Citizenship and Immigration Services (USCIS) provides a list of acceptable documents for Form I-9, Employment Eligibility Verification. These include:

  • A U.S. Passport or U.S. Passport Card
  • A Permanent Resident Card or Alien Registration Receipt Card (Form I-551)
  • A foreign passport with an attached temporary I-551 stamp or temporary I-551 printed notation on a machine-readable immigrant visa
  • An Employment Authorization Document that contains a photograph (Form I-766)

Who is the authorized representative for I-9 verification?

The authorized representative for I-9 verification can be any person you designate to complete and sign Form I-9 on your behalf. This individual could be a personnel officer, foreman, agent, or anyone else acting on your behalf, including a notary public. It’s important to note that this person is liable for any violations in connection with the form or the verification process. However, U.S Citizenship and Immigration Services (USCIS) does not require the authorized representative to have specific agreements or other documentation for Form I-9 purposes.


Who can verify an I-9?

An I-9, Employment Eligibility Verification form, can be verified by a U.S. employer or an authorized representative of the employer. The verifier must physically examine each document presented by the employee to determine its authenticity and record the information on Form I-9. Notaries public can act as an authorized representative in certain states if specifically designated by the employer; however, they are not automatically considered qualified for this role.