I-9 GUIDE · EMPLOYERS & NEW HIRES
I-9 Authorized Representative: Who Can Be One and What They Do
When a new hire can't meet HR in person, the employer can designate an authorized representative to examine their documents and complete Section 2 of Form I-9. Here's who can do it, what they're responsible for and what they can't do.
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I-9 GUIDE · EMPLOYERS & NEW HIRES
We act as your authorized representative
For new hires anywhere in Massachusetts.
- Original documents examined in person
- Section 2 completed as you instruct
- HR notified on completion
- Corporate accounts available
What an authorized representative does
The rules at a glance
These points come from USCIS guidance on Form I-9. Your employer may add its own instructions.
The employer chooses
An employer may designate anyone to act as its authorized representative. The employee doesn't pick the representative.
Not the employee
A new hire can't complete Section 2 for their own Form I-9.
No notary seal
A notary acting as an authorized representative isn't performing a notarization and shouldn't apply a seal or notarial certificate.
The employer stays liable
Using a representative doesn't shift responsibility. The employer is liable for errors in Section 2.
Documents in person
Originals must be examined in the employee's presence, unless the employer qualifies for and uses the DHS-authorized remote alternative procedure.
Three business days
Section 2 must be completed within three business days of the employee's first day of work.
How an appointment with us works
- 1
Your employer designates us
HR or a screening provider such as HireRight sends the request, usually after the employee completes Section 1.
- 2
The employee books a time
We meet at the employee's home, workplace or a public place in Massachusetts.
- 3
We examine the documents
The employee presents original, unexpired documents of their choice: one from List A, or one from List B plus one from List C.
- 4
We complete Section 2
We complete Section 2 on paper or on your platform, as you instruct, and confirm back to your HR team.
Hiring someone in Massachusetts?
We can act as your authorized representative, usually within 1 business day.
What an authorized representative can't do
- Choose the employee's documents. The employee decides which acceptable documents to present. Asking for specific documents can be discrimination.
- Accept copies. Section 2 requires original documents, except for a certified copy of a birth certificate.
- Give immigration or legal advice. Questions about work authorization go to the employer or an attorney.
- Notarize the form. Form I-9 has no notarial certificate, and no seal goes on it.
Frequently asked questions
Who can be an I-9 authorized representative?
Anyone the employer chooses. USCIS lets an employer designate any person to complete Section 2 on its behalf, such as a notary, a professional verification service, a coworker or a friend of the employee. The employer chooses, not the employee.
Can the new hire be their own authorized representative?
No. An employee can't complete Section 2 for their own Form I-9.
Does a notary notarize the I-9?
No. When a notary completes Section 2, they act as the employer's authorized representative, not as a notary. They shouldn't apply a notary seal or complete a notarial certificate on the form.
Who is responsible for mistakes?
The employer. An employer that uses an authorized representative is still liable for any errors or violations in Section 2.
Does the authorized representative have to see the documents in person?
Yes, unless the employer is enrolled in E-Verify and using the DHS-authorized alternative procedure for remote examination. Otherwise, the representative must physically examine the original documents in the employee's presence.
How long does the employer have?
Section 2 must be completed within three business days of the employee's first day of work. Section 1 must be completed by the employee by their first day.
Can you act as our authorized representative?
Yes, for employees physically in Massachusetts. We examine the documents, complete Section 2 as you instruct and confirm back to your HR team. See I-9 verification for employers.
What does “authorized representative” mean on Form I-9?
It is the person an employer designates to complete Section 2 on its behalf by examining the new hire’s original documents in person. The employer remains responsible for the accuracy of the form.
Need an authorized representative in Massachusetts?
We meet your new hire, examine the documents and complete Section 2 as you instruct.