An I-9 can be verified by the employer, or by an authorized representative the employer designates to complete it on their behalf. That representative examines the employee’s original documents in person, fills out Section 2, and signs. It does not have to be a lawyer or an HR person, it can be any competent adult the employer names, which is why notaries are so commonly used, especially for remote hires. Here is exactly who is allowed to verify an I-9, what a notary’s role is, and how it works when the employee and employer are in different places.
Quick note: Form I-9 is officially titled the Employment Eligibility Verification form. If you have seen it called that, it is the same document.
1 Who is allowed to verify an I-9
Form I-9 has two sides. The employee fills out Section 1. Section 2, where the documents are examined, must be completed by the employer or someone acting for the employer. Specifically, it can be done by:
- The employer or an owner of the business.
- A manager, supervisor, or HR staff member acting for the employer.
- An authorized representative the employer designates to complete Section 2 on its behalf.
The key rule: whoever completes Section 2 must physically examine the original documents and do it within three business days of the employee’s start date.
2 What an authorized representative is
This is the part most people do not realize. An employer can designate any competent adult as an authorized representative to complete Section 2. There is no license or special title required. It is commonly a notary, a trusted third party, or a local professional, especially when the new hire works remotely or in a different city from the employer.
3 Can a notary verify an I-9?
Yes, a notary can complete an I-9, but it is important to understand the capacity. When a notary completes Section 2, they are acting as the employer’s authorized representative, not performing a notarial act. They do not notarize the form and generally should not affix their notary seal. They simply examine the documents and complete Section 2 like any authorized representative would. Notaries are popular for this because they are experienced at checking identity documents and are easy to find locally.
4 What the verifier actually does
- Examines the original documents the employee chooses to present (List A, or List B and List C).
- Confirms they appear genuine and relate to the person presenting them.
- Completes Section 2 with the document details.
- Signs and dates the form as the authorized representative.
For a full breakdown of which documents count, see our guide on what documents you need for I-9 verification.
5 Remote hires and in-person examination
Traditionally, the documents must be examined in person. This is exactly why authorized representatives exist: if a company in one state hires someone in New York, the company sends the employee to a local authorized representative who examines the documents face to face and completes Section 2. There is also a DHS alternative procedure that allows certain E-Verify employers to examine documents remotely, but it is limited and not available to every employer. When in doubt, in-person examination by an authorized representative is the safe, universally accepted route.
6 Getting your I-9 verified in NYC
If you are an employee who needs your documents examined, or an employer with a new hire in New York, we act as your authorized representative for I-9 verification. We examine the original documents correctly, complete Section 2, and sign as the representative, in person across the five boroughs, with same-week appointments.
Need an I-9 verified in NYC?
We serve as your authorized representative and complete Section 2 correctly. In person, same-week, across all five boroughs.
The employer, or an authorized representative the employer designates, including a notary acting as that representative. They examine the employee’s original documents and complete Section 2.
Does an I-9 authorized representative need a license?
No. An employer can designate any competent adult as an authorized representative. Many employers choose a notary because they are experienced at checking identity documents.
Does a notary notarize the I-9?
No. When a notary completes an I-9 they act as the employer’s authorized representative, not as a notary. They do not affix a notary seal to the form.
Can an I-9 be verified remotely?
Documents are normally examined in person, which is why local authorized representatives are used for remote hires. A limited DHS alternative allows some E-Verify employers to examine documents remotely.
Related: what documents you need for I-9 verification and I-9 verification in NYC.
More on I-9 verification: I-9 verification in NYC, what documents you need for I-9, and I-9 verification for employers.
This article is general information, not legal advice. I-9 rules are set by USCIS and DHS and can change. Employers remain responsible for compliance. Confirm current Form I-9 requirements and the acceptable examination procedures before relying on this.