7 Common Mistakes Employers Make with Form I-9 - And How to Avoid Them

Completing Form I-9 may seem straightforward, but even small mistakes can result in big headaches — including hefty fines, compliance audits, and legal risks. With enforcement increasing and remote work complicating onboarding, it's more important than ever for HR teams to get it right.

Here are 7 of the most common Form I-9 mistakes employers make — and how you can avoid them with smarter tools and best practices.

1. Incomplete or Incorrect Forms

The Mistake: Missing signatures, incorrect document info, or unchecked boxes are among the most frequent I-9 errors.
Why It Happens: Rushed onboarding or lack of training.
How to Avoid It: Use digital I-9 systems that validate fields in real time and guide users through each section, ensuring nothing gets missed.

2. Not Completing the Form on Time

The Mistake: Section 1 must be completed by the employee's first day of work, and Section 2 by the employer within 3 business days.
Why It Happens: Disorganized hiring workflows or delays in document collection.
How to Avoid It: Automate reminders and build I-9 compliance into your onboarding timeline with cloud-based tools.

3. Accepting Incorrect or Expired Documents

The Mistake: Accepting invalid documents or making copies of some, but not all, employee documents.
Why It Happens: Confusion about acceptable documents from Lists A, B, and C.
How to Avoid It: Provide staff with clear documentation policies and use systems that automatically verify document types and expiration dates.

4. Poor Document Storage and Recordkeeping

The Mistake: Losing I-9s, failing to purge them after retention periods, or keeping them longer than necessary.
Why It Happens: Manual processes or unclear retention policies.
How to Avoid It: Store I-9s securely in a digital platform that automates retention tracking and simplifies access during audits.

5. Failing to Reverify Work Authorization

The Mistake: Not tracking and re-verifying expiring work authorizations for employees.
Why It Happens: No centralized tracking for document expiration.
How to Avoid It: Use systems with automated alerts and a centralized dashboard for tracking reverification deadlines.

6. Using Outdated Versions of the Form

The Mistake: Completing Form I-9s using a version that’s no longer valid.
Why It Happens: Employers aren’t notified of new form updates.
How to Avoid It: Rely on I-9 platforms that automatically use the latest USCIS-approved version and send compliance alerts.

7. Engaging in Discriminatory Verification Practices

The Mistake: Asking for specific documents or treating employees differently based on nationality or citizenship status.
Why It Happens: Misunderstanding I-9 anti-discrimination provisions.
How to Avoid It: Train HR teams on compliance rules and follow a standardized verification policy.

Stay Ahead of Compliance Issues with i9 Intelligence

Avoiding these mistakes doesn’t have to be hard — especially with a modern, cloud-based I-9 platform. i9 Intelligence automates the process, flags errors in real time, ensures form accuracy, and simplifies compliance management.

Ready to make I-9 compliance easier and more secure? Schedule a free compliance call with our team today.