I-9 Authorized Representative
for Massachusetts Employers
HireMobileNotary.com serves as your employer-designated authorized representative for Form I-9 Section 2 completion — traveling to your remote or local employee anywhere in Greater Boston and Massachusetts. USCIS-compliant, same-day available, and fully trained in the distinction between acting as an authorized representative versus performing a notarial act.
3-Business-Day Deadline
Section 2 must be completed within 3 business days of the employee’s first day of work for pay
Deadline
Fine Risk
Available
Covered
Experience
What Is Form I-9 and Why Does It Matter?
Form I-9, Employment Eligibility Verification, is required by federal law for every employee hired in the United States after November 6, 1986. It confirms two things: the employee’s identity and their legal authorization to work in the U.S. Every employer — regardless of size, industry, or location — must complete it.
The form has two primary components an employer must complete. Section 1 is filled out by the employee at the time of hire. Section 2 is completed by the employer — or their authorized representative — within three business days of the employee’s first day of work for pay. This means physically examining the employee’s original identity and work authorization documents in person.
Form I-9 does not require a notarization. A notary public acting as an authorized representative must not place a notary seal on the form. They are signing as the employer’s representative — not performing a notarial act. We understand this distinction completely and comply with every USCIS requirement.
For employers with remote employees, distributed teams, or locations without on-site HR staff, completing Section 2 requires finding a trusted person near the employee to act as the authorized representative. That’s exactly the service HireMobileNotary.com provides across Massachusetts.
2025 Penalty Schedule — Federal Register Jan. 2, 2025
| Violation Type | Fine Per Violation |
|---|---|
| Paperwork violation (first offense) | $288 – $2,861 |
| Knowingly hiring unauthorized worker (1st) | $716 – $5,724 |
| Knowingly hiring unauthorized worker (2nd) | $5,724 – $14,308 |
| Knowingly hiring unauthorized worker (3rd+) | $8,586 – $28,619 |
How Our I-9 Service Works
From booking to completed form — typically same day
I-9 Authorized Representative
Services for Every Employer Type
Any employer with an employee in Massachusetts who cannot be at the hiring location to complete Section 2 can use HireMobileNotary.com as their authorized representative.
Remote-First Companies
You hired a great employee in Massachusetts but your HR team is in another state. We complete Section 2 at the employee’s location on your timeline — typically same day.
Book for Remote HireSmall Businesses & Startups
No dedicated HR department? No problem. We handle the in-person Section 2 verification so your new hire can start without delay and you stay fully compliant.
Book for Your New HireStaffing Agencies
High-volume hiring across multiple locations in Massachusetts? We provide consistent, USCIS-compliant I-9 authorized representative services across all your placements.
Discuss Volume PricingSchools & Nonprofits
Educational institutions, hospitals, nonprofits, and community organizations with new hires across Massachusetts can rely on us for compliant, timely Section 2 completion.
Book NowEmployer Obligations &
What We Do for You
What Employers Must Do
Federal law requires every employer to complete Form I-9 for every new hire. Here is exactly what USCIS mandates for Section 2.
- Ensure the employee completes Section 1 on or before their first day of work for pay
- Physically examine the employee’s original identity and work authorization documents
- Complete and sign Section 2 within three business days of the employee’s start date
- Review Section 1 completed by the employee for accuracy before countersigning
- Retain completed I-9 for three years from hire date, or one year after employment ends
- Make I-9 forms available for inspection by ICE, the Department of Labor, or OSC upon request
- Never request specific documents — allow the employee to choose from Lists A, B, and C
- Remain legally responsible for any violations, even when using an authorized representative
What HireMobileNotary.com
Does for You
When you designate us as your authorized representative, we fulfill your Section 2 obligations at the employee’s location — accurately, on time, and fully compliant with USCIS requirements. Here is exactly what our service covers.
- Travel to the employee at any Massachusetts location — home, office, co-working space, or campus
- Physically examine original, unexpired identity and work authorization documents
- Review Section 1 for completeness and flag any issues before signing
- Complete and sign Section 2 in our capacity as authorized representative — no notary seal applied
- Never require specific documents — we let the employee choose from the acceptable Lists
- Return completed form to the employer for records retention and any E-Verify processing
- Email a scanned PDF to HR within the hour if requested
- Available same-day, 7 days a week, including evenings — across all of Massachusetts
What Your Employee
Needs to Bring
Employees must present original, unexpired documents. They choose which documents to present — the authorized representative cannot require specific documents. All documents must be physically examined in person.
List A — Identity & Work Authorization
One document from List A establishes both. No List B or C document needed.
List B — Identity Only
Must be combined with one List C document
List C — Work Authorization Only
Must be combined with one List B document
All documents must be original and unexpired. Certified copies of birth certificates are acceptable for List C. See the full USCIS list of acceptable documents →
Four I-9 Mistakes That
Trigger ICE Audit Penalties
These are the most common I-9 violations that employers face during ICE worksite inspections. Each one is preventable with a trained authorized representative.
Notary Seal Placed on the Form
A notary acting as an authorized representative must not affix a notary seal to Form I-9. Doing so can render the form noncompliant. We never place a notary seal on an I-9 — we sign only as authorized representative.
Missing the 3-Business-Day Deadline
Section 2 must be completed within three business days of the employee’s first day of work for pay. Late completion is a paperwork violation carrying fines of $288 to $2,861 per form as of January 2025.
Requiring Specific Documents
Employers and their representatives cannot demand a specific document, such as a green card or U.S. passport. The employee chooses from the Lists. Requiring specific documents can constitute discrimination under federal anti-discrimination law.
Accepting Expired or Photocopied Documents
All documents must be original and unexpired (except certified copies of birth certificates). Photographs or digital copies do not satisfy the physical examination requirement. Documents must be examined in person.
Why Employers Trust
HireMobileNotary.com for I-9 Verification
We are not a staffing agency guessing at I-9 rules. We are trained, licensed professionals who understand the authorized representative role precisely — and operate accordingly.
We Know the Rules Precisely
We understand that we are acting as an authorized representative — not as a notary. No seal. No notarization language. Section 2 completed exactly as USCIS requires. Your form will hold up under any ICE audit.
We Travel to the Employee
Your employee never has to leave their home or office. We travel to any location in Greater Boston and Massachusetts — same-day available, 7 days a week, including evenings and weekends.
Same-Day, Every Time
With the 3-business-day deadline, there is no margin for slow responses. We confirm within the hour and arrive on time — 99.5% on-time rate across 1,190+ appointments in Massachusetts.
English, Arabic & French
For employees who are more comfortable in Arabic or French, Hanson Webb can conduct the entire Section 2 process in their language — clearly explaining what documents are needed and what they are agreeing to.
We Travel for I-9 Verification
Across Massachusetts
We serve employers and employees across Greater Boston, the Merrimack Valley, MetroWest, the North Shore, and Central Massachusetts. Don’t see your city? Call (978) 424-4629 — chances are we cover it.
Other Services We Provide
While We’re with Your Employee
Many employers need more than just I-9 completion. Our team handles every document type below — often during the same visit, saving you additional scheduling.
Frequently Asked
About Form I-9
Have a specific compliance question? Call us at (978) 424-4629. We’re happy to walk you through the process before you book.
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Does Form I-9 need to be notarized?
No. Form I-9 does not require a notarization. It requires an employer or their designated authorized representative to physically examine original documents and complete Section 2. A mobile notary can legally serve as that authorized representative — but they act as authorized representative, not as a notary, and must not affix a notary seal to the form.
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What is an authorized representative for Form I-9?
An authorized representative is any person an employer designates to complete Section 2 of Form I-9 on their behalf. Per USCIS guidelines, this includes notary publics, HR professionals, managers, or any person the employer appoints. The authorized representative must be physically present with the employee and examine original documents. The employer retains full legal liability for the accuracy of the form.
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What is the I-9 completion deadline?
Section 2 must be completed within three business days of the employee’s first day of work for pay. If the employee starts on Monday, Section 2 must be completed by Thursday. If the job lasts fewer than three days, Section 2 must be completed on the first day of employment.
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What are the penalties for I-9 violations in 2025?
Per the Federal Register, as of January 2, 2025, paperwork violations for Form I-9 carry fines of $288 to $2,861 per form. Knowingly hiring or continuing to employ an unauthorized worker carries penalties from $716 to over $28,000 per worker for repeat violations. These penalties apply to the employer regardless of whether an authorized representative completed Section 2.
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Can I-9 verification be done remotely or online?
Only employers enrolled in E-Verify may use the DHS-authorized alternative procedure for remote document examination (effective August 2023), which requires live video verification and additional document retention. All other employers must still physically examine original documents in person. HireMobileNotary.com provides in-person Section 2 completion at the employee’s location to meet this requirement for all employers.
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Who is legally responsible for I-9 errors made by the authorized representative?
The employer. Per USCIS and federal law, the employer is liable for any I-9 violations committed by their authorized representative. This makes careful selection of your authorized representative critical. We are trained and experienced in completing Section 2 correctly, and we never apply a notary seal to the form.
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How do we book an I-9 authorized representative appointment?
Book online at hiremobilenotary.com/booking. Provide the employee’s name, location, and start date. We confirm availability within the hour and travel to the employee anywhere in Greater Boston and Massachusetts. Same-day appointments are available.
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Can you handle I-9 in Arabic or French?
Yes. Hanson Webb is fully fluent in English, Arabic, and French. For employees who are more comfortable communicating in Arabic or French, Hanson can explain the document requirements and Section 2 process clearly in their language. The form itself is always completed in English as required by USCIS.
Book Your I-9 Authorized
Representative Today.
Same-day available across Massachusetts. We travel to the employee. USCIS-compliant Section 2 completion — no notary seal, no mistakes.
Mon–Fri 7:00 AM–9:00 PM · Sat 7:00 AM–8:00 PM · Sun 9:00 AM–6:00 PM
1215 Main St, Suite 120, Tewksbury MA 01876 · Serving all of Massachusetts