Hiring Remote Workers? Don’t Skip the I-9
Hiring Remote Workers? Don’t Skip the I-9
If you're onboarding remote employees, whether across the state or across the country, you're probably wondering how to handle the required I-9 form. You’re not alone. Employers of all sizes have the same question:
"How do I complete an I-9 form if the employee isn’t local?"
Good news: You’ve got options. And yes, a mobile notary can help.
I’ll break it all down so you know what to expect, what to avoid, and how to keep it simple (and compliant).
What’s the I-9 Form, and Why Does It Matter?
The I-9 is a government form used to verify the identity and work authorization of anyone hired in the U.S. Every employer must complete it within three business days of an employee’s start date.
Here’s the catch:
Section 1 is filled out by the employee
Section 2 must be completed by a physical person who examines the employee’s original documents
That person signs off as the employer’s “authorized representative”
Sounds easy enough until your new hire is two time zones away.
Can a Notary Do This?
Here’s the twist:
The I-9 form doesn’t actually require notarization.
But that doesn’t mean a notary can’t help.
Mobile notaries (like me!) are often hired to act as the employer’s authorized representative. We don’t put a notary seal on the form. Instead, we meet with your employee in person, check their original documents (like a passport or driver’s license + Social Security card), and complete Section 2 on your behalf.
Why Employers Use Mobile Notaries for I-9s
It’s simple, you need a trustworthy person to handle this accurately and professionally.
Here’s what makes a mobile notary the go-to solution:
We’re trained to verify identity and handle paperwork with care
We’re local - I serve San Antonio, New Braunfels, and surrounding areas
We’re mobile - we come to the employee, whether at home, work, or a public place
We know how to follow instructions and complete forms to your specs
I work directly with companies, HR departments, and onboarding platforms to make sure your I-9 process is smooth, compliant, and easy for everyone involved.
How It Works
You email your new hire the I-9 form and a list of acceptable documents
You send instructions appointing me as your authorized representative (I can provide a sample if needed)
Your employee schedules a quick mobile appointment
I meet with them in person, examine their ID documents, complete Section 2, and return the signed form to you
That’s it. Fast, easy, and legal.
What Should You NOT Do?
Here’s where companies get tripped up:
You can’t complete Section 2 over Zoom or by email
You can’t ask the employee to notarize their own form
You can’t skip the ID check even if you trust them
Hiring remote doesn’t mean cutting corners. It just means getting a little creative with how you handle logistics and that’s where I come in.
I-9 Services for San Antonio & Beyond
Whether you’re a local company hiring in San Antonio or a national team onboarding someone in the greater San Antonio area, I can help you stay on track with I-9 compliance. My mobile notary services are fast, flexible, and designed to keep things simple for everyone.
Let’s Make Hiring Easier
If you're hiring remote employees and need a dependable mobile notary for I-9 verification, I'm here to help. I make the process painless. No guesswork, no stress, no missed deadlines.
Contact me today to schedule an appointment or get answers to your I-9 questions.
