How to Fill Out Form I-9: Step-by-Step Instructions (2026)

Last Name (Family Name)

Employee's full legal last name as it appears on their identity documents. Do not use nicknames. Hyphenated names should be entered with the hyphen.

Common error: Using a nickname or former name that doesn't match documents.

First Name (Given Name)

Employee's full legal first name. Middle name goes in the separate 'Middle Initial' field — do not include it here.

Common error: Including middle name in the first name field.

Middle Initial

Just the first letter of the middle name, if the employee has one. If no middle name, write 'N/A'. Do not leave blank.

Common error: Leaving blank instead of writing N/A.

Other Last Names Used

Any former last names (maiden name, previous married name). If none, write 'N/A'. Do not leave blank.

Common error: Leaving blank instead of writing N/A.

Address (Street Number and Name)

Employee's current home address — not a P.O. Box. If the employee lives in rural area without a street address, write a description such as 'Rural Route 2, Box 12'.

Common error: Using a work address or P.O. Box.

Apt. Number

Apartment, suite, or unit number if applicable. If none, write 'N/A'.

Common error: Leaving blank instead of writing N/A.

City or Town, State, ZIP Code

Current residential city, state abbreviation, and 5-digit ZIP code. No abbreviation for city name.

Common error: Using work address instead of home address.

Date of Birth

Employee's date of birth in MM/DD/YYYY format (e.g., 03/15/1985).

Common error: Using incorrect date format (DD/MM/YYYY, or without leading zeros).

U.S. Social Security Number

Required for employees whose employer uses E-Verify. Voluntary for all others. Format: XXX-XX-XXXX with hyphens. If the employee declines to provide it and you don't use E-Verify, leave blank.

Common error: Demanding SSN when not using E-Verify.

Employee's Email Address

Optional. If provided, USCIS may use it to send the employee information. Employee may write 'N/A' to decline.

Employee's Telephone Number

Optional. Format: area code + 7 digits (e.g., 555-867-5309). Employee may write 'N/A' to decline.

Immigration Status Attestation

The employee must check exactly ONE of the following boxes. This is the most legally significant field in Section 1:

• A citizen of the United States — no additional fields
• A noncitizen national of the United States — born in American Samoa or Swains Island
• A lawful permanent resident — must enter USCIS A-Number or I-94 number
• An alien authorized to work — must enter expiration date of work authorization AND one of: A-Number, Form I-94 Admission Number, or Foreign Passport Number + Country of Issuance

Common error: Employee selects "authorized to work" but does not enter their A-Number or I-94 number, or enters an expiration date of "N/A" when there is actually an expiration date.

Employee Signature and Date

The employee must sign and date Section 1 personally. Electronic signatures are permitted under 8 CFR § 274a.2 if they meet the regulatory requirements. The signature date must be on or before the first day of employment.

Common error: Employer signing Section 1 on behalf of the employee. A translator who assisted may sign Supplement A, but not Section 1 itself.

Before You Start Section 2

• Present the employee with the full Lists of Acceptable Documents — do NOT tell them which to bring
• The employee chooses: ONE List A document, OR one List B + one List C document
• Examine the originals in person (or via the DHS alternative procedure for E-Verify employers)
• Documents must appear genuine and relate to the person presenting them

List A, B, and C Document fields

For each document examined, record: Document Title (exactly as named in the Lists of Acceptable Documents), Issuing Authority (the government agency or organization that issued the document), Document Number (ID number, passport number, etc. — exactly as it appears on the document), and Expiration Date (if any — write 'N/A' if the document has no expiration).

Common error: Recording an abbreviated document title, writing the wrong issuing authority, or skipping the expiration date field.

Additional Information

Use this field to record information that doesn't fit elsewhere, such as TPS auto-extension information, receipt details, or notes about a name discrepancy between Section 1 and the documents presented.

Employee's First Day of Employment

Enter the actual start date — the date the employee first performed services for wages. Format: MM/DD/YYYY. This sets the clock for the 3-business-day deadline.

Common error: Entering the offer letter date or orientation date instead of the actual work start date.

Employer or Authorized Representative Signature and Date

Must be signed and dated by the employer or the authorized representative who physically examined the documents. The signature date must be within 3 business days of the employee's first day. Electronic signatures are permitted with the appropriate audit trail.

Common error: Leaving unsigned, or signing but forgetting to date.

Employer Name and Title

The printed name and title of the employer or authorized representative who completed and signed Section 2.

Employer Business Name

The legal name of the employer's business. This should match the employer's legal entity name — not a DBA.

Employer Business Address

The address of the place of employment, or the employer's principal place of business if the employee works remotely.

These actions can expose you to discrimination complaints and ICE penalties:

• Do NOT ask for a specific document. You cannot tell an employee to bring a passport, green card, or any particular document. Present the full lists and let them choose.
• Do NOT reject a valid document. If a document appears genuine and relates to the person, you must accept it — even if you have never seen that document type before. Unfamiliarity is not grounds for rejection.
• Do NOT require more documents than legally required. One List A document, or one List B + one List C, is sufficient. Demanding additional documents is a violation.
• Do NOT treat employees differently based on appearance or national origin. Requiring additional documents from employees who "look foreign" while not requiring them from others is illegal discrimination under INA § 274B.