View An I-9 Form
Use a View An I 9 Form template to make your document workflow more streamlined.
What View An I-9 Form is and how it works
View An I-9 Form is the U.S. Employment Eligibility Verification record employers use to document an employee’s identity and authorization to work. The employee completes Section 1, and the employer or authorized representative completes Section 2 after examining acceptable documents. signNow lets an employer upload the Form I-9 PDF, detect and assign fillable fields, send sections to the responsible participants, collect electronic signatures, and preserve an audit trail. Employers remain responsible for following USCIS procedures, examining documents, and retaining the record under 8 CFR §274a.2(b)(2)(i)(A).
Who uses Form I-9 workflows
Human resources
Human resources teams use Form I-9 to collect employee identity and employment-authorization information, coordinate Section 1 and Section 2 responsibilities, and preserve completed records for an inspection. signNow assigns fields to employees, preparers, and authorized representatives while retaining the signing history with the document.
Remote employers
Employers hiring remote workers use Form I-9 workflows to gather Section 1 information electronically and route document review to an authorized representative. signNow supports email delivery, mobile completion, and audit-trail storage, but employers must still follow USCIS verification rules and inspect required documents properly.
How to complete Form I-9 online
Complete Form I-9 in signNow by preparing the official document, assigning employee and employer fields, collecting signatures, and retaining the audit record.
Upload the form: Upload the official Form I-9 PDF to signNow and let the editor detect fillable fields. Assign fields: Review employee and preparer fields, then assign each required field to the correct person. Send for completion: Send Section 1 to the employee and coordinate Section 2 completion with the authorized representative. Archive records: Store the completed Form I-9 and signNow audit trail according to USCIS retention requirements.
How the Form I-9 audit trail works
A signNow audit trail documents who handled each Form I-9 section, when actions occurred, and how the completed electronic record can be retrieved.
Authenticate signer:
Capture timestamps:
Preserve document:
Log activity:
Retrieve records:
Export evidence:
Key signNow features for Form I-9
signNow connects Form I-9 field assignment, electronic signing, audit evidence, mobile completion, and controlled storage in one hiring workflow.
Field placement
Upload the official Form I-9 PDF and place employee, preparer, and authorized-representative fields without rebuilding the document from scratch.
Role assignment
Route Section 1 and Section 2 assignments to the people responsible for each certification, reducing mistaken signer responsibilities during hiring.
Audit trail
Capture timestamps, signer events, delivery details, and document history in a signNow audit trail retained with the completed electronic record.
Mobile completion
Complete assigned Form I-9 fields from a desktop or signNow mobile app, supporting distributed hiring and authorized representatives.
Reusable templates
Use templates for recurring onboarding workflows while preserving the exact Form I-9 structure, instructions, and assigned responsibilities.
Secure storage
Store completed Form I-9 files with encryption controls and exportable records for retention, inspection preparation, and internal review.
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Recommended Form I-9 workflow setup
Configure Form I-9 workflows around employee identity, employer verification, audit evidence, and the federal retention rule under 8 CFR §274a.2(b)(2)(i)(A).
| Setting | Recommendation |
|---|---|
| Authentication method | Email link with SMS OTP |
| Signature type | Electronic signature with intent |
| Audit trail | Export with completed Form I-9 |
| Document retention | Three years after hire or one year after termination |
| Encryption | TLS 1.2/1.3 and AES-256 |
Platform requirements for Form I-9
Complete Form I-9 through signNow using Chrome, Firefox, Safari, or Edge on Windows or macOS. signNow mobile apps support completion on iOS and Android devices, allowing employees and authorized representatives to review assigned fields away from a desktop.
Browsers Chrome, Firefox, Safari, Edge Operating systems Windows, macOS, iOS, Android Mobile access signNow mobile apps available
For controlled hiring programs, configure managed Windows, macOS, iOS, or Android devices, role-based access, and organizational signNow provisioning. Confirm that the selected plan provides the required authentication, storage, API, or SSO controls before deploying Form I-9 workflows across locations.
Form I-9 processing timeline
Form I-9 timing depends on employee completion, employer document inspection, and the federal retention rule rather than a single filing deadline.
Prepare the document
Deliver to signers
Complete signer actions
Archive the record
Form I-9 retention schedule
Use the later of the two federal Form I-9 retention triggers and preserve the completed form with its audit evidence until that date.
Three years after hire
One year after termination
Active employment record
Inspection or legal hold
Post-retention disposition
Form I-9 retention and recordkeeping
Retain Form I-9 records using the federal employment-verification rule, preserve the audit evidence, and control access throughout the record lifecycle.
Calculate the Form I-9 retention date
Export the audit trail with each form
Restrict access to authorized personnel
Archive and destroy records securely
Risks of mishandling Form I-9
Paperwork violations
Incomplete certification
Untimely verification
Recordkeeping failure
Form I-9 signer security controls
Signer identity:
Two-factor authentication:
Event timestamps:
Audit history:
Transport encryption:
Storage encryption:
Form I-9 privacy and disclosure pitfalls
Collecting Section 1 and Section 2 from the wrong people can create an inaccurate certification trail and weaken the employer’s Form I-9 record. Sending completed Form I-9 files through unrestricted email or shared folders can expose identity and employment-authorization information to unauthorized viewers. Failing to capture electronic consent and signer attribution can make it harder to demonstrate who completed each Form I-9 section. Deleting a Form I-9 before the later federal retention date can leave the employer unable to produce the required employment-verification record.
Form I-9 eSignature pricing comparison
For Form I-9 workflows, signNow pricing and plan details are verified below; competitor pricing and capabilities are marked Not verified where the available source provides no confirmation.
| Features | signNow | DocuSign | Adobe Sign | PandaDoc | Dropbox Sign |
|---|---|---|---|---|---|
| Starting price | $8/user/month, Business, annual billing | Not verified | Not verified | Not verified | Not verified |
| Free trial | 7 days, no credit card | Not verified | Not verified | Not verified | Not verified |
| Bulk send | Business Premium, $15 annually | Not verified | Not verified | Not verified | Not verified |
| Audit trail | Included with Business plan | Not verified | Not verified | Not verified | Not verified |
| HIPAA compliance | Compliant; BAA required | Not verified | Not verified | Not verified | Not verified |
Form I-9 troubleshooting and compliance questions
Resolve Form I-9 workflow problems by separating signer duties, applying USCIS retention rules, and matching signNow plan capabilities to hiring volume.
signNow’s Business plan includes templates, audit trails, and mobile apps at $8 per user per month when billed annually. If your workflow needs bulk sending, Business Premium costs $15 per user per month annually and adds bulk send and kiosk mode.
Form I-9 records include sensitive identity and employment-authorization information. signNow supports TLS 1.2/1.3 in transit and AES-256 at rest, while access policies, user permissions, and USCIS retention obligations remain the employer’s responsibility.
An employee completes Section 1, while the employer or authorized representative completes Section 2 after inspecting acceptable documents. Reassign fields in signNow rather than allowing one person to certify both sections improperly.
The retention rule is three years after the employee’s hire date or one year after termination, whichever is later, under 8 CFR §274a.2(b)(2)(i)(A). signNow can store the completed file and audit trail, but your organization must apply the rule.
A signNow electronic signature can support an electronic record under ESIGN and applicable state law, but it does not replace the employer’s duty to examine original, acceptable documents or follow USCIS Form I-9 procedures.
Business and Business Premium include 100 signature invites per user per year, with overage fees applying. The Site License uses $1.50 per signature invite and supports unlimited users for organizations processing at least 1,000 documents annually.
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