Can I-9 Documents Be Emailed? What Staffing Firms Can Accept
Can I-9 documents be emailed? Not on their own. What staffing firms can accept: physical review, the E-Verify video option and authorized representatives.
Last reviewed: 12 October 2026. This guide is general information, not legal advice.
Can I-9 documents be emailed? Not on their own. For Section 2, the employer must physically examine the original documents in the employee's presence, or use the DHS alternative procedure if the employer is in good standing with E-Verify. That alternative still needs a live video call, not just an email with photos attached.
In short:
- Emailed scans or phone photos alone never complete Section 2 of Form I-9.
- The default is physical examination of original documents, in person, within 3 business days of the start date.
- E-Verify employers in good standing may examine copies remotely, with a live video call and copies kept on file.
- For remote hires, an authorized representative can examine the documents in person on your behalf.
- Section 1 is the employee's part and completed forms can be stored electronically, if your system meets USCIS rules.
Can I-9 documents be emailed for Section 2?
No, an emailed copy by itself does not satisfy Section 2.
USCIS says that "in general, you or your authorized representative must review the employee's documentation in their physical presence." When documents are examined physically, copies are not acceptable, except a certified copy of a birth certificate. See the USCIS Handbook for Employers, Section 2 guidance.
So a photo in your inbox is a starting point at most. Someone still has to see the original, in person or on a live video call.
Section 2 must be completed within 3 business days of the first day of work. If the job lasts fewer than 3 business days, it must be done by the first day.
When can a staffing firm examine I-9 documents remotely?
You can examine documents remotely only if you use E-Verify and are in good standing.
DHS authorized an alternative procedure for remote examination. Good standing means every hiring site that uses the procedure is enrolled in E-Verify, you use E-Verify for all new hires at those sites, and you meet the other program requirements.
How the alternative procedure works
- The employee sends you copies of their documents, front and back if two-sided.
- You review the copies to check they appear genuine and relate to the employee.
- You hold a live video call where the employee shows the same original documents.
- You check the box in Section 2 showing you used a DHS-authorized alternative procedure.
- You keep clear, legible copies of every document examined.
- You create an E-Verify case for the new hire, as you would for any new employee.
Apply it consistently
If you offer the procedure at a hiring site, you must offer it to all new employees there. You may limit it to remote hires and use physical examination for onsite or hybrid workers. That choice must not discriminate on citizenship, immigration status or national origin.
What if we are not enrolled in E-Verify?
Without E-Verify, you or an authorized representative must physically examine the original documents.
USCIS says you may designate, hire or contract with any person you choose to complete Section 2. That includes a notary public, a personnel officer or a member of the public. USCIS does not require a contract or other specific agreement. See who must complete Form I-9.
Three rules matter for remote hires:
- You stay liable. Any mistake by your representative is your mistake.
- The employee cannot be their own representative.
- A notary is not acting as a notary. They should not add a notary seal to Form I-9.
The person who examines the documents must also sign the Section 2 certification.
Do receipts work for remote or emailed I-9s?
Only specific receipts work, and they still have to be examined like any other document.
USCIS lists a small set of acceptable receipts, such as a receipt showing the employee applied to replace a lost, stolen or damaged document. That one is valid for 90 days from the date of hire, then the employee must show the replacement. You cannot accept a second receipt when the first one runs out. You may not accept a receipt at all if the job lasts fewer than 3 business days. The full table is in the Handbook for Employers.
What parts of Form I-9 can be sent by email?
The paperwork around the examination can move electronically. The examination itself cannot.
| Item | Can it be emailed? | What to know |
|---|---|---|
| Section 1 | The form or a link can be sent ahead | The employee completes it by the first day of work, and not before accepting the offer. |
| Document copies for the alternative procedure | Yes, as step one | They must be followed by a live video call. |
| Document photos without a video call | Not enough | Section 2 is not complete without physical or live video examination. |
| The completed Form I-9 | Can be stored electronically | Your system must meet USCIS standards for integrity, accuracy and reliability. |
| Copies you choose to make | Store with the form | If you make copies, keep them with that employee's Form I-9. |
You must keep each Form I-9 for 3 years after the date of hire or 1 year after employment ends, whichever is later. I-9 Central covers retention and electronic storage.
One more rule: you cannot tell the employee which documents to show. They choose from the lists. Our Form I-9 acceptable documents guide explains the lists.
Where does Amy fit?
Amy, our AI document agent, does the chasing around the I-9, not the examination. She asks the worker for clear front and back copies of the documents they chose, over WhatsApp or email, with no portal and no login. Blurred or cut-off photos are rejected and asked for again, so your video call is not wasted.
Accepted copies are filed to the worker's record in your ATS. Your team still runs the live video call or the in-person check. See how Amy works for staffing firms and how we handle data security.
Frequently asked questions
Can an employee email their I-9 documents to their employer?
They can send copies, but copies alone do not complete Section 2. The employer must examine the originals in person, or use the DHS alternative procedure with a live video call. Only E-Verify employers in good standing can use the alternative procedure.
Can I accept a photo of a driver's license for Form I-9?
Not as the examination itself. A photo can be the copy sent before a live video call under the alternative procedure. Otherwise, you or an authorized representative must see the original card.
Who can be an authorized representative for Form I-9?
Any person you designate, hire or contract with, including a notary public or a member of the public. The employee cannot act as their own representative. You remain liable for any errors they make.
Can Form I-9 be stored electronically?
Yes. You can keep completed forms on paper, electronically or both. An electronic system must include controls that protect the integrity, accuracy and reliability of the records.
Ready to stop chasing copies before every video call?
If your team spends hours getting readable document photos from new hires, let Amy do the asking. Book a call and we will show you how it works with your ATS and give you a custom quote.
Please note: this article is general information, not legal advice, and was correct at the time of writing (October 2026). Rules and guidance change, so please check the latest guidance from U.S. Citizenship and Immigration Services (I-9 Central) and E-Verify before relying on it.