form I-9 instructions

Form I-9 Instructions 2025: A Complete Guide for Employers and Employees

form I-9 instructions

The Form I-9, officially called the Employment Eligibility Verification Form, is a crucial document required by the U.S. Citizenship and Immigration Services (USCIS). Every employer in the United States must ensure that employees hired after November 6, 1986, complete this form.

The purpose is simple: to confirm the identity and employment authorization of every individual hired for work in the U.S. For 2025, the form has been slightly revised to improve clarity and reduce paperwork errors. This guide explains what Form I-9 is, what you need to complete it, how to fill out each section, and when it must be filed—all in compliance with U.S. and IRS regulations.

1) What is Form I-9 used for?

Form I-9 is designed to help U.S. employers verify both the identity and work authorization of their employees.

  • Identity verification ensures the person is who they claim to be.

  • Work authorization verification confirms the individual is legally allowed to work in the United States.

Both U.S. citizens and noncitizens must provide acceptable documentation to establish these requirements.

Employers are required by law to:

  • Retain a completed I-9 for each employee on file.

  • Make the forms available for inspection by authorized government officials (such as DHS, ICE, or the Department of Labor).

Failure to properly complete or maintain I-9 forms can result in penalties, including fines.

2) What do you need to fill out Form I-9?

To complete Form I-9, both employees and employers must provide specific information and documentation.

For Employees:

You will need to provide documents that prove identity and work authorization. These are divided into three lists:

  • List A documents (establish both identity and work authorization):

    • U.S. Passport or U.S. Passport Card

    • Permanent Resident Card (Green Card)

    • Employment Authorization Document (EAD) with photo

    • Foreign passport with a U.S. work-authorized visa

  • List B documents (establish identity only):

    • Driver’s license or state-issued ID card with photo

    • School ID with photo

    • Voter registration card

    • U.S. military ID card

  • List C documents (establish employment authorization only):

    • Social Security card (not labeled “Not valid for employment”)

    • Birth certificate issued by a U.S. state, county, or territory

    • Certification of Birth Abroad (Form FS-545 or DS-1350)

    • Employment authorization document issued by DHS

👉 Employees must provide either:

  • One document from List A, OR

  • One document from List B + one document from List C

For Employers:

Employers must:

  • Examine the documents presented to ensure they appear genuine.

  • Record the document information on the form.

  • Retain the I-9 for the proper period (see Section 4).

3) Completing the revised Form I-9

The 2025 Form I-9 is simplified but still requires careful attention to detail. It includes Section 1, Section 2, and Supplement B (used for reverification and rehire).

3.1) Section 1: Employee Information and Attestation

This section is completed by the employee no later than their first day of employment.

Employees must provide:

  • Full legal name (last, first, middle initial, and other last names used)

  • Address (street, city, state, ZIP code)

  • Date of birth

  • U.S. Social Security number (if required by the employer)

  • Email address and telephone number (optional but encouraged)

  • Immigration or citizenship status, selecting one of the following:

    1. A U.S. citizen

    2. A noncitizen national of the U.S.

    3. A lawful permanent resident (with Alien Registration Number/USCIS Number)

    4. An alien authorized to work until a specified expiration date

Employees must sign and date Section 1. If they need help (e.g., due to language barriers or disability), a preparer or translator may assist and must complete the designated certification area.

3.2) Section 2: Employer Review and Verification

This section must be completed by the employer or authorized representative within three business days of the employee’s start date.

Steps for employers:

  1. Examine the documents provided by the employee from List A OR Lists B and C.

  2. Record document details, such as:

    • Document title (e.g., U.S. Passport, Driver’s License)

    • Issuing authority

    • Document number

    • Expiration date (if any)

  3. Certify the form by completing the employer attestation. The employer must sign and date Section 2, providing the business name and address.

Employers are not required to be document experts, but they must reject documents that appear fraudulent or do not reasonably relate to the employee.

3.3) Supplement B, Reverification and Rehire

Supplement B is used when:

  • An employee’s work authorization document expires.

  • An employee is rehired within three years of the original I-9 completion.

In these cases, the employer must:

  • Review updated or renewed work authorization documents.

  • Record the new document information.

  • Sign and date the reverification section.

Reverification is not required for U.S. citizens and permanent residents who present an unexpired green card. It mainly applies to temporary work authorization documents.

4) When should it be filed?

The timing of completing and retaining Form I-9 is strictly regulated.

  • Section 1 (Employee): Must be completed no later than the employee’s first day of work (but not before accepting the job offer).

  • Section 2 (Employer): Must be completed within three business days of the employee’s first day of work.

  • Supplement B (Reverification): Must be completed before the employee’s work authorization expires.

Retention rules:

Employers must keep each I-9 form for:

  • Three years after the date of hire, OR

  • One year after the date employment ends, whichever is later.

Forms may be stored on paper, electronically, or on microfilm/microfiche, but they must be available for inspection by authorized officials.

Final Thoughts

The I-9 Form 2025 is a critical compliance document for all U.S. employers and employees. Correctly filling it out helps avoid fines and ensures that workers are legally authorized for employment. Employers should stay updated on the latest USCIS instructions, train HR staff, and maintain organized recordkeeping practices.

By following the steps outlined in this guide, both employees and employers can complete the I-9 accurately, on time, and in full compliance with federal regulations.