Definition
Form I-9 is the U.S. Department of Homeland Security form employers use to verify the identity and work authorization of every person they hire. The employee completes Section 1, the employer examines original documents and completes Section 2, and the employer then retains the form for a required period.
Also known as: I-9, employment eligibility verification
How it works
Each new hire gets a Form I-9, whether a citizen or a noncitizen, and the duty to complete it falls on every U.S. employer. The process has two parts. In Section 1, the employee attests to their employment authorization. The employee also presents acceptable identity and work authorization documents to the employer.
In Section 2, the employer, or an authorized representative, examines those documents to confirm they appear genuine and relate to the employee, then records the document details on the form. Employers that qualify for a DHS-authorized alternative procedure may examine documents remotely and must indicate this on the form.
Employers must keep each completed form for three years after the date of hire or one year after employment ends, whichever is later. Electronic systems must meet DHS standards for generating, storing, and retaining forms.
Example
A 60-person logistics company hires a warehouse associate. The associate completes Section 1 on the first day and presents documents, and the HR coordinator examines them and completes Section 2. The company files the form and calendars its retention date.
How it differs from similar terms
Form I-9 vs E-Verify. Form I-9 is a paper or electronic record every employer must complete. E-Verify is a separate online system that checks Form I-9 data against government records and is voluntary for most employers.
Free checklist
Buyer's checklist: Immigration & Visa Software
Everything to check before you sign with a immigration provider, on one printable page.
- 9 questions to ask every vendor, with how to verify each answer
- 11 capabilities to confirm in a demo
- 5 pricing questions about fees outside the quote
- A scorecard of the 5 products we rank highest, with what we verified
Facts as of Oct 22, 2026 · LeadChange Research Team
What it checks
- Case and deadline tracking
- Form I-9 integration
- Document collection and storage
- Counsel collaboration
- Form and questionnaire automation
- Public access file and LCA support
- Employee self-service
- Reporting and cost tracking
and 1 more question in the full checklist
Sample question
Case and deadline tracking
Ask for a report of authorization expirations by date range and how reminders are configured and escalated.
Frequently asked questions
Does everyone have to fill out an I-9 form?
Every person hired for work in the United States does, citizens and noncitizens alike. The duty falls on every U.S. employer. The employee fills in Section 1 and the employer checks the documents in Section 2.
Is an I-9 form the same as a W-2?
No. Form I-9 checks a new hire's identity and right to work, and the employer keeps it on file instead of sending it to the government. A W-2 is a tax form that reports a year's wages and withholding to the IRS and the employee.
Does filling out an I-9 mean I got the job?
Usually, yes. Employers complete Form I-9 for the people they hire, and E-Verify, where used, may only be run after a job offer is accepted and the I-9 is done. Ask the employer to confirm your start date.
How do I get an I-9 form?
Your employer gives it to you, along with the list of acceptable documents. The current fillable form and its instructions are also free to download from the USCIS website.
How long must an employer keep Form I-9?
Keep it until the later of two dates: three years after the person was hired, or one year after the job ended. Forms kept electronically must meet DHS standards.
Can employers examine I-9 documents remotely?
Some can. Employers that qualify for a DHS-authorized alternative procedure may examine documents remotely and must tick the box in Section 2 that says they did.
Compare I-9 options
See every I-9 product we rank, with verified prices and features.