I-9 Employment Verification in 2025: How Boston Notary Service Simplifies Compliance for Remote Employees

The Growing Demand for I-9 Verification Services

With the rise of remote work and nationwide hiring, companies across the U.S. face new challenges in ensuring compliance with Form I-9 Employment Eligibility Verification. The U.S. Citizenship and Immigration Services (USCIS) requires all employers to verify a new hire’s identity and work authorization within three business days of employment. However, for companies hiring remote employees, this process can be complex.

That’s where Boston Notary Service comes in. As an experienced provider of I-9 verification services in Massachusetts, we help businesses and employees meet federal compliance requirements quickly and efficiently. Our team acts as an Authorized Representative to complete Section 2 of Form I-9, ensuring accuracy while preventing costly mistakes that could lead to government fines.

In this comprehensive guide, we’ll cover:
✅ The importance of Form I-9 in 2025
✅ Who can serve as an Authorized Representative
✅ Why employers trust Boston Notary Service for I-9 verification
✅ Common compliance mistakes and how to avoid them
✅ The step-by-step I-9 verification process with our team

By the end of this article, you’ll have a clear understanding of how to streamline I-9 verification while ensuring full compliance with USCIS and Department of Homeland Security (DHS) regulations.




What Is Form I-9 and Why Is It Required?

Form I-9 is a federally mandated document used by employers to verify a new hire’s identity and legal authorization to work in the United States. Every business, regardless of size, must complete Form I-9 for all employees—including U.S. citizens, green card holders, and foreign nationals.

Breaking Down the I-9 Form

✔️ Section 1 – Employee Information & Attestation

Completed by the employee on or before their first workday.

Requires full name, address, date of birth, and immigration status.

Employees must sign and date the form to confirm the accuracy of their information.


✔️ Section 2 – Employer Review & Verification

Must be completed within three business days of the employee’s start date.

The employer (or an Authorized Representative) must physically inspect original identity and work authorization documents.

Acceptable documents include a U.S. passport, Permanent Resident Card, or a combination of a driver’s license and Social Security card.


✔️ Section 3 – Reverification & Rehires

Used when an employee’s work authorization expires.

Also required if an employer rehired an employee within three years of the original I-9 completion.


Failure to comply with USCIS Form I-9 regulations can result in steep fines ranging from $272 to $27,000 per violation, making proper verification essential for businesses.




Who Can Complete Section 2 of Form I-9?

Since employers must verify documents in person, remote hiring presents a challenge. That’s why many companies designate an Authorized Representative to complete Section 2.

Who Can Act as an Authorized Representative?
✔️ A company’s HR manager or employer representative (if available in person).
✔️ A Notary Public, who acts as a neutral third party to complete the verification.
✔️ A lawyer or business associate (though most companies prefer a notary for reliability).

Since notaries are widely available and trained in identity verification, many businesses choose them as their trusted I-9 verification agents.

🚨 Important Note: A Notary Public does not notarize Form I-9. Instead, they act as the employer’s designated representative to confirm identity documents and complete Section 2.



Why Employers Trust Boston Notary Service for I-9 Verification

At Boston Notary Service, we specialize in providing fast, compliant, and reliable I-9 verification services for both employers and remote employees. Here’s why we stand out:

✅ Decades of Experience – We have helped thousands of businesses stay compliant with USCIS requirements.
✅ Mobile & Remote I-9 Services – We can meet employees at home, workplaces, or public locations for convenience.
✅ Same-Day & Emergency Appointments – Need last-minute verification? We offer expedited services.
✅ Compliance-Focused Approach – We stay up to date with 2025 I-9 verification rule changes, ensuring accurate and legally sound completion.
✅ Secure Processing & Submission – Employers receive completed I-9 forms quickly and securely to meet compliance deadlines.

Whether you're a Boston-based company or a nationwide employer needing remote employee verification, our team ensures a seamless and stress-free I-9 verification process.




2025 I-9 Verification Updates: What Employers Need to Know

To stay compliant in 2025, employers must be aware of key updates affecting I-9 verification.

1. Remote Verification Alternatives

The DHS introduced an alternative remote verification process for E-Verify-enrolled employers. However, most companies still require in-person verification, making Notary Public I-9 verification services essential for remote workers.

2. Digital I-9 and AI-Powered Compliance Tools

With an increased focus on digital verification systems, many employers now integrate AI-based I-9 compliance software. However, a human representative is still required to verify identity documents physically.

3. Increased DHS Audits & Penalties

With heavier enforcement in 2025, DHS has intensified employer audits. Companies with incomplete or inaccurate I-9 forms risk severe penalties—making proper verification critical.




Step-by-Step Guide: Completing I-9 Verification with Boston Notary Service

Step 1: Schedule an Appointment

Employees or employers contact Boston Notary Service to book a mobile or in-office verification session.


Step 2: Document Review & Identity Verification

The employee presents original, unexpired identity and work authorization documents.

Our Notary Public confirms their authenticity per USCIS guidelines.


Step 3: Completing Section 2 of Form I-9

We accurately complete all required fields, ensuring compliance with USCIS standards.


Step 4: Secure Submission to Employer

The completed I-9 form is securely returned to the employer for recordkeeping.

Employers must retain the form for the duration of employment plus one year, or three years from the hiring date, whichever is later.



Common I-9 Verification Mistakes (and How to Avoid Them)

❌ Accepting Expired or Digital Copies of Documents
✔️ Always verify original, unexpired documents in person.

❌ Incorrect Completion of Section 2
✔️ All fields must be completed accurately within three business days of hire.

❌ Failure to Reverify Work Authorization
✔️ Employers must track visa expiration dates to ensure ongoing compliance.

❌ Improper Storage of I-9 Forms
✔️ Store I-9 forms separately from employee personnel files to prepare for possible DHS audits.



Get Fast & Reliable I-9 Verification with Boston Notary Service

If you need authorized agent I-9 verification in Boston or anywhere in Massachusetts, Boston Notary Service is your trusted partner.

📍 Serving: Boston, Cambridge, Somerville, Newton, Brookline, and surrounding areas
🚀 Same-day appointments available
🔒 Fully compliant with 2025 USCIS & DHS regulations

🔹 Book your I-9 verification today! Contact us at:
📧 [email protected]
📞 617-230-6676



Disclosure:

Boston Notary Service acts as an Authorized Representative for I-9 verification but does not provide legal advice or immigration consulting. Employers remain responsible for compliance with USCIS and DHS regulations. For legal guidance, consult an employment or immigration attorney.