Using a Notary as Your Form I-9 Authorized Representative (Remote Hires)

You accepted a remote job with a company in another state. Then HR emails: “Please have an authorized representative complete Section 2 of your I-9 and return it to us.” Many people in the Chattanooga area get this request, and the first question is usually “Do I just need a notary?” The short answer is that a notary is often exactly who employers want, but the notary plays a different role than usual. Here is how the I-9 authorized representative process works and how to get it done quickly.

What Is a Form I-9 Authorized Representative?

Every U.S. employer must complete Form I-9, Employment Eligibility Verification, for each new hire. The form has two main parts:

• Section 1: you, the employee, fill this out no later than your first day of work.
• Section 2: the employer reviews your original documents and certifies them, within 3 business days of your first day of work. If the job lasts less than 3 days, Section 2 is due by the first day.

When the employer has no one near you to look at your documents in person, USCIS allows them to designate an authorized representative to complete Section 2 on their behalf. That can be almost anyone the employer chooses: a personnel officer, a colleague, or a notary public. The only person who can never act as your representative is you.

The employer stays legally responsible for any errors the representative makes. That is why many HR departments prefer a professional notary over a friend or relative. Notaries check identity documents every day and know how to fill in a form carefully.

Why a Notary Doesn’t Stamp Your I-9

This part confuses people, including some notaries. When a notary completes Section 2, they are acting as the employer’s agent, not performing a notarial act. USCIS guidance says the notary should not put a notary seal on Form I-9. There is also no notarial certificate to attach. The representative simply fills in Section 2 and signs as the employer’s representative.

If you are curious where the lines fall, our article on what a notary can and can’t do covers the notary’s normal role in more detail.

Step by Step: Completing Section 2 With a Representative

Who	What happens
Employer	Sends you the current Form I-9 (the 01/20/25 edition) and instructions on who may act as the representative and how to return the form. Some employers use an online I-9 system and email the representative a secure link instead of a paper form.
You	Complete and sign Section 1. Choose your documents from the Lists of Acceptable Documents and bring the originals to the appointment. Photocopies and phone photos are not accepted (a certified copy of a birth certificate is the one exception).
Representative	Meets you in person, reviews Section 1, physically examines each document to see that it reasonably appears genuine and belongs to you, then records the document title, issuing authority, number, and expiration date in Section 2.
Representative	Enters your first day of employment, then signs and completes the certification with their name, title, and the employer’s business name and address.
Representative or you	Returns the completed form to the employer in whatever way the employer requested. Follow their secure-delivery instructions. The form contains sensitive personal information.

Which Documents Should You Bring?

The choice is yours. An employer is not allowed to tell you which acceptable documents to present. You need either:

• One List A document, which proves both identity and work authorization. The most common is a U.S. passport or passport card. A Permanent Resident Card also qualifies. or
• One List B document plus one List C document. List B proves identity (for example, a driver’s license or state ID card). List C proves work authorization (for example, an unrestricted Social Security card or a certified birth certificate).

Check the expiration dates before the appointment. An expired document generally won’t work. Acceptable receipts, such as a receipt for a replacement of a lost or stolen document, are allowed in limited situations described on the form’s instructions. For general notary ID questions, see our guide on acceptable identification.

Can the I-9 Be Done Over Video Instead?

Sometimes, but only on the employer’s side and only under specific conditions. USCIS allows employers enrolled in E-Verify to use a DHS-authorized alternative procedure to examine documents remotely. If your employer qualifies and chooses that route, they will run a live video session with you themselves, and you won’t need a representative.

Otherwise the rule is physical, in-person examination. A remote online notarization session does not satisfy an I-9, even though remote online notarization in Tennessee works well for many other documents. If HR hasn’t told you which method applies, ask them before you book anyone.

Tips to Avoid a Second Appointment

• Confirm the representative is acceptable. Some employers require a notary specifically. Others accept any adult.
• Complete Section 1 beforehand, but ask HR whether they want you to wait on any part of the form.
• Bring every page and every instruction the employer sent, including the online system login link if they used one.
• Watch the calendar. Three business days from your start date goes quickly, especially around a weekend or holiday.
• Don’t leave copies with the representative unless the employer asks for them. Copies of your documents should go only to your employer.

I-9 Appointments Across Chattanooga

Priority Mobile Notary can act as your employer’s authorized representative anywhere in Chattanooga, Hixson, Red Bank, Signal Mountain, Ooltewah, and nearby communities. We meet you at home or at another convenient location, so you don’t lose part of your first week to errands. Call (423) 401-8316 or contact us with your start date, and forward your employer’s instructions so we arrive with everything ready. For travel fees, see our Chattanooga mobile notary pricing guide.

Frequently Asked Questions

Does Form I-9 need to be notarized?

No. Form I-9 is never notarized. A notary can serve as the employer’s authorized representative for Section 2, but should not apply a notary seal to the form.

Can a family member be my I-9 authorized representative?

USCIS lets employers designate almost anyone, but many employers restrict who they will accept, and some require a notary. You can never act as your own representative. Check your employer’s instructions.

Can the representative examine my documents over Zoom or FaceTime?

Not as an authorized representative. The documents must be physically examined with you present. Only employers enrolled in E-Verify can use the DHS alternative procedure for remote examination, and they do that themselves.

What is the deadline for Section 2?

Within 3 business days of your first day of work for pay, or by the first day if the job lasts less than 3 days.

Which version of Form I-9 should I use?

Use the edition your employer sends. As of 2026, USCIS’s current edition is dated 01/20/25 and is valid through 05/31/2027. You can confirm the current edition at uscis.gov/i-9.