Understanding I-9 Verification in 2025: The Role of Authorized Agent Notary Publics

The Growing Need for I-9 Verification Services
In today’s evolving workplace, verifying employment eligibility is more crucial than ever. With remote hiring at an all-time high and stricter compliance requirements in 2025, businesses across the U.S. must ensure their Form I-9 Employment Eligibility Verification process meets federal regulations. However, for companies hiring remote employees, ensuring proper verification without an in-person HR representative poses a challenge.
This is where Authorized Agent Notary Publics for I-9 verification play a key role. As designated representatives, they help employers fulfill compliance requirements while ensuring remote employees complete the process correctly. In this guide, we’ll break down the I-9 verification process, the responsibilities of an Authorized Agent Notary, and why using a trusted professional is critical for compliance.
Form I-9, issued by the U.S. Citizenship and Immigration Services (USCIS), is a mandatory document used to verify a new hire’s identity and employment authorization. Every U.S. employer must complete Form I-9 for their employees, regardless of citizenship status.
Key Components of Form I-9:
1. Section 1 – Employee Information & Attestation
Completed by the employee on or before their first day of work.
Requires personal details such as full name, address, date of birth, and work authorization status.
2. Section 2 – Employer Review & Verification
Must be completed within three business days of the employee’s start date.
Requires an authorized representative (HR personnel or an appointed agent) to review and verify the employee’s documents in person.
3. Section 3 – Reverification & Rehires
Used when an employee’s work authorization expires or if they are rehired within three years.
Failing to complete I-9 forms properly can result in hefty fines from the Department of Homeland Security (DHS) and possible legal action.
Who Can Serve as an Authorized Representative for I-9 Verification?
Employers have the flexibility to appoint an Authorized Representative to complete Form I-9 for remote employees. While some states allow HR representatives, attorneys, or company officials, many companies opt for a Notary Public due to their availability and expertise in document verification.
However, notaries must act only as authorized agents, meaning they do not notarize Form I-9. Instead, they simply verify documents and complete Section 2 on behalf of the employer.
Why Notaries Are Ideal for I-9 Verification
✅ Trusted Professionals – Notaries are already trained in identity verification. ✅ Widespread Availability – Mobile and remote notary services make them accessible nationwide. ✅ Neutral Third-Party – They ensure unbiased and lawful verification of employee documents.
I-9 Verification and Notary Publics: 2025 Compliance Updates
As of 2025, employers must be aware of new compliance measures and best practices when handling I-9 verification.
1. Remote Employee Verification Updates
In 2023, DHS introduced an alternative remote I-9 verification process for E-Verify-enrolled employers. However, for non-E-Verify employers, an in-person verification is still required. Many companies continue to rely on Authorized Agent Notaries to meet this requirement.
2. AI & Digital I-9 Solutions
With digital transformation, many employers now use AI-driven verification systems that integrate with I-9 processing. While these tools help streamline compliance, a human representative is still required to verify documents physically for non-E-Verify companies.
3. Stricter Employer Penalties
In 2025, DHS increased workplace audits and penalties for I-9 non-compliance. Fines now range from $272 to $27,000 per violation, making accurate completion and verification more critical than ever.
How an Authorized Agent Notary Public Completes I-9 Verification
If you are an employer or a remote employee needing I-9 verification, here’s what to expect from a Notary Public acting as an Authorized Representative:
Step 1: Scheduling the Verification Appointment
The employee contacts a trusted I-9 verification notary (like Colon Constable Services) for an in-person meeting.
Some notaries offer mobile services and can meet at a convenient location.
Step 2: Document Review & Identity Confirmation
The notary verifies the employee’s original identity documents (e.g., Passport, Green Card, Driver’s License + Social Security Card).
Copies or digital scans are not accepted—only original documents meet compliance requirements.
Step 3: Completing Section 2 of Form I-9
The notary fills out Section 2, ensuring all fields are accurate.
No notarization is required—just proper completion as the employer’s representative.
Step 4: Submitting the Verified Form
The completed I-9 form is sent back to the employer via secure email or upload.
Employers should store the form in compliance with DHS retention policies.
Common Mistakes to Avoid in I-9 Verification
Even a small mistake in Form I-9 can lead to non-compliance issues. Here are common pitfalls and how to avoid them:
❌ Accepting Expired Documents – Only unexpired, original documents are valid. ❌ Incomplete or Incorrect Dates – Section 2 must be completed within three business days of hire. ❌ Failure to Reverify Work Authorization – Employers must track visa expirations and reverify eligible employees. ❌ Not Keeping I-9 Forms Secure – Forms must be stored separately from personnel files for audit purposes.
Why Choose Colon Constable Services for I-9 Verification in Massachusetts?
If you need reliable, compliant I-9 verification in Massachusetts, Colon Constable Services offers:
✔️ Mobile I-9 Notary Services – We come to your location for convenience. ✔️ Fast & Secure Processing – Quick turnaround to meet employer deadlines. ✔️ Experienced & Knowledgeable Agents – Compliance-focused service.
🔹 Book an appointment today! Contact [email protected] or call 617-586-5482.

The Future of I-9 Compliance in 2025 and Beyond
As hiring becomes more remote and digital, I-9 verification remains a critical part of workplace compliance. Employers who fail to follow DHS regulations risk severe fines and legal consequences. Notary Publics acting as Authorized Agents provide a trusted solution for ensuring accurate and timely verification.
With the right process, the right professional, and the latest compliance knowledge, businesses can confidently meet I-9 requirements in 2025. Whether you’re an employer or a remote worker, having a reliable I-9 verification notary ensures compliance and peace of mind.
For hassle-free I-9 verification in Massachusetts, contact Colon Constable Services today!

Disclosure:
Colon Constable Services is not an attorney or a law firm and does not provide legal advice. We act solely as an Authorized Representative for Form I-9 completion as permitted by federal law. We do not provide legal guidance on employment eligibility, immigration status, or compliance requirements beyond verifying identity documents and completing Section 2 of Form I-9. Employers remain responsible for ensuring full compliance with U.S. Citizenship and Immigration Services (USCIS) and Department of Homeland Security (DHS) regulations. For legal advice on employment verification, consult an immigration or employment attorney.