Hiring a new employee should generate momentum, not a compliance minefield. But for many employers, the I-9 process creates legal risk, especially when hiring remotely. An overlooked signature or incomplete form can turn employee verification and onboarding into a liability. Meanwhile, increased federal enforcement under the Trump administration is raising the cost even for minor errors. All of this highlights the importance of a standardized, compliant onboarding process where I-9s are done right the first time, no matter where or how you hire.
The U.S. government allows flexibility in designating an authorized representative for the I-9 process. This freedom can help employers streamline onboarding, but it also can introduce risk to I-9 handling if the chosen person incorrectly processes the form. Many organizations rely on undertrained internal staff, a notary public, or even family members or friends without realizing that the employer is fully liable for any mistakes in I-9 Form verification.
You might wonder, “Why do I need an authorized representative for I-9s?” For companies with distributed workforces, lean HR teams, or high-volume hiring, relying on untrained representatives or internal staff adds unnecessary risk. By contrast, a trusted authorized representative partner with deep compliance expertise can help ensure accuracy, reduce liability, and simplify onboarding.
An I-9 authorized representative is someone the employer designates to verify a new hire’s identity and work authorization. This individual is responsible for completing Section 2 on Form I-9 by reviewing the employees' original documents and ensuring the form is filled out accurately and on time.
The law gives employers broad flexibility in choosing who can serve in this role and complete Section 2. It can be an HR colleague, a manager at another location, notaries, or even a friend or family member of the employee. No special title or certification is required.
But while the law is flexible about this role, the responsibility is not. Employers are fully liable for any errors, omissions, or delays, regardless of who completes the form. If the verification isn’t done correctly, the organization will face the consequences.
The authorized representative’s role is limited to confirming that the documents appear valid, belong to the employee, are in the employee's possession, and are recorded properly. They cannot provide legal advice or make subjective decisions about eligibility.
This process may seem simple, but it’s easy to get wrong in practice. Mistakes can lead to fines, audit findings, or delays that impact your business.
Choosing an authorized representative might seem easy, but the execution often falls short. Here are some of the most common problems employers face and how they impact your organization.
Many employers assume they can rely on notaries or local contacts for I-9 verifications, but this isn’t always the case. Some states restrict notaries from completing I-9s unless they are also commissioned as immigration specialists. Other notaries may unknowingly add a seal or certification that invalidates the form. Friends or family members, while well-intentioned, can create risk because they typically lack the training to evaluate a Form I-9 properly.
Missing signatures, incorrect dates, and listed documents that don’t match what was physically presented are among the most common issues flagged in audits. These errors almost always stem from a lack of standardization. When people don’t follow the same processes, even basic compliance becomes hard to achieve.
Delegating Form I-9 completion to an authorized representative doesn’t transfer legal responsibility. If a representative checks the wrong document or misses a deadline, your company is still at risk. Errors can result in monetary penalties and added scrutiny during an audit, even if your team didn’t make the mistake.
It’s no longer realistic to have HR meet with every new hire in person. Dispersed teams will struggle without a reliable system for tracking who completed the form, how it was done, and whether it meets federal regulations. To avoid mistakes and added risk, companies need a consistent process that works wherever employees are.
Storing Form I-9s in filing cabinets or unsecured digital storage can introduce multiple problems. Paper forms are easier to lose or damage. They’re harder to audit. And if you’re asked to produce them on short notice, finding the right documents quickly may not be possible. Secured digital storage reduces risk and improves accessibility.
Hiring a qualified partner to manage the I-9 verification process adds consistency, accuracy, and confidence to your hiring process. Outsourcing can remove friction while reducing compliance risk for HR teams already managing remote employees, conducting high-volume hiring, or grappling with limited internal resources. Here are five benefits your team gains when you bring in trained professionals.
I-9s aren’t just part of the job for external experts; they are the job. Dedicated specialists at companies like OutSolve know exactly what to look for, how to complete each form accurately, and how to adapt and align processes with the latest federal guidelines. This level of focus reduces uncertainty and gives your HR team expert support they can rely on.
Every hour spent chasing down signatures, explaining document requirements, or correcting errors is time away from onboarding and strategic work. Outsourcing streamlines the process, freeing up internal bandwidth while keeping your hiring timeline on track.
Even small mistakes on a Form I-9 can result in fines or negative audit findings. Outsourcing gives this task to trained professionals, reducing the likelihood of missing fields, expired documents, or mismatched information—mistakes that can lead to serious compliance consequences.
Expert authorized I-9 representatives like OutSolve understand what auditors look for and how to prepare accordingly. Forms are completed with consistency, stored securely, and can be produced on request. That means fewer surprises and greater confidence, even if your organization is selected for review.
Paper forms and disorganized storage systems put your business at risk. Outsourcing to a company that provides access to a centralized, secure digital platform containing every completed Form I-9 can help reduce your risk. Your team can track status, view documentation, and retrieve records easily.
OutSolve brings over 25 years of HR compliance expertise to every client. Our trained professionals follow a consistent, accurate process that meets federal requirements and removes guesswork for your team.
With a centralized dashboard, you can track form completion, document status, and deadlines in real time. You’ll always know what’s been done and what still needs attention.
We also support the full I-9 process, including tentative nonconfirmations (TNCs) and reverifications. When questions arise, you have experienced guidance at hand.
OutSolve’s services scale with your team. Whether you’re onboarding a few remote hires or supporting hundreds across multiple locations, we offer flexible packages that fit your workflow.
All forms are handled securely and stored digitally. Your records stay organized, compliant, and ready for audit. With OutSolve, you reduce risk, save time, and gain peace of mind, knowing your I-9s are done right.
Getting started with OutSolve is simple. Once you’re set up, your team gains access to a secure platform where you can send I-9s to new hires, track progress, and manage documents—all in one place.
Each new hire is guided through a clear, mobile-friendly process. A trained authorized I-9 representative completes the remote verification of documents. OutSolve also handles the rest—reviewing, storing, and organizing the forms according to federal requirements.
You can monitor every step in real time through your dashboard, giving you visibility without requiring manual follow-up. The process is fast, reliable, and built to reduce your team’s administrative burden.
I-9 compliance isn’t something to leave to chance. DIY approaches or patchwork solutions might seem easier in the moment, but they can lead to costly errors, inconsistent records, and added risk during an audit. Remember that your business is liable for incomplete or poorly handled forms.
OutSolve takes that burden off your plate. With trained professionals, secure digital workflows, and more than 25 years of HR compliance expertise, we ensure every I-9 is completed accurately and stored properly—no matter where your employees work.
If you’re ready to simplify your I-9 process and reduce compliance risk, we’re here to help. Schedule a demo or explore our authorized representative I-9 services to see how OutSolve can support your team.