I-9 Verification and Notaries

The Form I-9, Employment Eligibility Verification, is a document every employer in the United States must complete for each person they hire. While the I-9 process is not technically a notarization, notaries public are frequently called upon to serve as authorized representatives to assist with I-9 completion, particularly for remote employees.

What Is the I-9 Form?

The Form I-9 is a federal document required by USCIS (United States Citizenship and Immigration Services) that verifies an employee's identity and authorization to work in the United States. Every employer must complete an I-9 for each new hire, regardless of the employee's citizenship status or national origin.

The form has three sections:

• Section 1: Completed by the employee — personal information and employment authorization status
• Section 2: Completed by the employer or authorized representative — verification of identity and work authorization documents
• Section 3: Used for reverification or rehiring

How Notaries Help with I-9 Verification

When an employer cannot physically examine an employee's identity and work authorization documents (for example, when the employee works remotely in a different city), they can designate an authorized representative to complete Section 2 on their behalf. Notaries public are commonly used for this purpose because they are trained in identity verification and document examination.

It is important to understand that when a notary acts as an authorized representative for I-9 purposes, they are not performing a notarial act. They are not stamping or notarizing the I-9 form. Instead, they are physically examining the employee's documents, verifying they appear genuine, and completing Section 2 of the form as the employer's representative.

What the Notary Does as an Authorized Representative

1. Meets the employee in person: The employee appears before the notary with their identity and work authorization documents.
2. Examines documents: The notary reviews the documents from the List of Acceptable Documents (found on the I-9 form instructions). This may include a passport, driver's license, Social Security card, or other approved documents.
3. Completes Section 2: The notary fills in the document information, signs, and dates Section 2 as the employer's authorized representative.
4. Returns the form: The completed I-9 is sent back to the employer for their records.

Important Distinctions

• No notary seal or stamp: The notary does not apply their official seal to an I-9 form. The I-9 is not a notarized document.
• Employer liability: The employer remains liable for any I-9 violations, even if they used an authorized representative.
• The notary acts for the employer: When completing the I-9, the notary is acting as the employer's agent, not in their capacity as a notary public.
• Separate from notarial acts: I-9 completion is a separate service from notarization, affidavits, or other standard notary services.

Cost of I-9 Verification Service

Because I-9 completion is not a notarial act, there is no state-regulated fee. Notaries and mobile notary services in Los Angeles typically charge $25 to $75 per I-9 verification appointment. The fee may be higher if the notary needs to travel to the employee's location. The employer, not the employee, should pay this fee.

When You Might Need an I-9 Notary in Los Angeles

• Remote employees: Workers hired by out-of-state companies who work in Los Angeles.
• Small businesses: Companies without a local HR representative who can verify documents.
• Staffing agencies: Agencies placing temporary workers in various locations.
• Reverification: When an employee's work authorization expires and needs to be reverified.

Finding an I-9 Agent in Los Angeles

Many mobile notaries in Los Angeles offer I-9 verification as part of their service offerings. When searching for someone to complete an I-9, look for a notary who specifically advertises this service and understands the unique requirements of the process.

Browse our Los Angeles notary directory to find professionals who offer I-9 verification services along with standard notarization services.