What to Bring and Expect at Your I-9 Verification Appointment

What an I-9 appointment is and why your employer scheduled it

An I-9 appointment is when your employer or their HR department verifies your identity and work authorization documents in person. The I-9 is a federal form — officially the "Employment may be able to access Verification" form — that every employer in the United States must complete for every person they hire. Your employer is required by law to see original documents that prove who you are and that you have the right to work in the U.S. They cannot accept copies, photos, or digital scans.

This is not optional for your employer and not a reflection on you. It is a standard step that happens for every new hire, regardless of citizenship status or background. The appointment itself usually takes 10 to 15 minutes. Your employer will look at your documents, compare them to information you provided on your I-9 form, and then file the completed form with their records.

Key Takeaways

• You must bring original documents that prove your identity and work authorization — photocopies and digital images are not accepted.
• You can satisfy the document requirement with either one document from List A or one document each from List B and List C.
• The appointment typically takes 10 to 15 minutes and happens at your workplace or HR office.
• Bring the documents you listed on your I-9 form; if those documents have expired or changed, tell your employer before the appointment.

Which documents you can bring

Your employer will ask you to show documents from one of three lists. You satisfy the requirement by bringing either one document from List A (which proves both identity and work authorization), or one document from List B (identity only) plus one from List C (work authorization only).

List A documents include a U.S. passport, a passport card, a permanent resident card (green card), an employment authorization document (EAD), a foreign passport with an I-94 stamp, a Tribal enrollment card with a driver's license, or a driver's license or state ID card from certain states that meet federal standards. If you have any of these, you only need to bring one.

List B documents prove who you are. These include a driver's license, state ID card, school ID with a photo, passport, military ID, or voter registration card. You will also need a List C document if you use List B.

List C documents prove you can work in the U.S. These include a Social Security card, a birth certificate, a state-issued ID, a driver's license, a green card, an EAD, or a document from a U.S. territory or possession. Again, you need this only if you brought a List B document.

The documents must be original, not copies or photos. They do not all have to be current — some expired documents are still acceptable — but ask your employer in advance if you are unsure about a specific document.

What to do before your appointment

Check the I-9 form you filled out when you were hired. Look at the section where you listed which documents you would bring. Gather those exact documents and check that they are still in your possession and readable. If the documents you listed have expired, been lost, or changed, contact your HR department or manager before the appointment and let them know what you will bring instead.

Arrive a few minutes early. Bring your documents in a folder or envelope so they do not get damaged or mixed up with other papers. If you have questions about which documents to bring, call your HR department the day before rather than waiting until the appointment — they can confirm what they need to see.

If you are unable to attend the appointment on the scheduled date, contact your employer as soon as you know. Most employers will reschedule without issue. Do not ignore the appointment or assume it can wait; employers are required to complete the I-9 within three business days of your first day of work, and missing the appointment can delay your employment status in their system.

What happens during the appointment

The person conducting the verification — usually someone in HR or your direct manager — will ask to see your documents. They will look at each one, check the document number and expiration date, and compare the information to what you wrote on your I-9 form. They may ask you to spell your name or confirm your date of birth. This is routine and not a sign of a problem.

The HR person will then sign and date the I-9 form in front of you. You will also sign the form if you have not already. The employer keeps the completed I-9 in their files; you do not receive a copy, though you can request one. The entire process usually takes 10 to 15 minutes.

If there is a discrepancy between your documents and the form — for example, your name is spelled differently — the HR person will note it and may ask you to clarify or bring additional documents. This does not mean you have done anything wrong; it means the form needs to match your documents exactly.

What happens if your documents do not match the form

If the name, date of birth, or document numbers on your I-9 form do not match what is on your documents, your employer will ask you to correct the form. You and the employer will initial and date the correction. This is a normal part of the process and does not affect your employment.

If you cannot produce the documents you listed on your I-9 form, tell your employer immediately. You can bring different documents from the same list instead, but you must have originals. Your employer cannot move forward without seeing acceptable documents, so do not delay in bringing what you have.

If you do not have any documents that prove your identity and work authorization, you cannot complete the I-9. Contact your local Social Security office to request a replacement Social Security card, or your state's vital records office for a birth certificate. These can take several weeks to arrive, so start the process as soon as possible.

After the appointment

Once your I-9 is complete, your employer has fulfilled their legal obligation. You do not need to do anything else unless your employment status changes — for example, if you move to a different position or if your work authorization document expires and you renew it.

Keep a record of the documents you brought, in case you need to reference them later. If you change jobs, your new employer will require you to complete a new I-9; the previous employer's I-9 does not transfer.

Frequently Asked Questions

Can I bring a photo of my documents instead of the originals?

No. Federal law requires employers to see original documents. Photocopies, scans, photos on your phone, and digital images are not acceptable. You must bring the actual documents to the appointment.

What if my document is expired?

Some expired documents are still acceptable for I-9 purposes. A driver's license, state ID, or passport can be expired and still count. A green card or EAD must not be expired. Ask your employer which specific documents you have are acceptable before the appointment.

Do I need to bring my Social Security card?

Only if you are using it as one of your documents. If you are bringing a green card or passport, you do not need the Social Security card. If you are using List B and List C, a Social Security card is one option for List C, but you can use other documents instead.

What if I lost my documents and cannot find them?

Contact your employer and explain the situation. You will need to obtain replacement documents before the I-9 can be completed. For a Social Security card, contact the Social Security Administration. For a birth certificate, contact your state's vital records office. These replacements can take several weeks.

Can someone else bring my documents to the appointment?

No. You must be present in person. The employer needs to see you with the documents and verify that you are the person on the form. This is a legal requirement and cannot be done by proxy or mail.