When you start a new job in the United States, one of the first forms you meet is Form I-9, Employment Eligibility Verification. Every employer has to complete it for almost every new hire, whether the worker is a U.S. citizen, a permanent resident, or has another immigration status. The goal is simple on paper: prove who you are and that you are allowed to work in the U.S.
In real life, many people get stuck on one question: “What documents can I actually use for I-9?” If you bring the wrong documents, your first day can become stressful very quickly. HR may not be able to finish your paperwork, you may feel embarrassed, and you might even have to delay your start date. Employers also worry, because incorrect I-9s can lead to audits and fines.
Before we go any further, there is an important clarification. YT Multiservices is not a law firm and does not provide legal or immigration advice. This article is general information based on official government sources. For any legal questions about Form I-9, you should always speak with a qualified attorney or compliance professional. What this company does is different and very practical: it helps with form preparation, document organization, translations, notarizations and administrative support, so that when you sit down with HR or a legal advisor, your paperwork is already complete, clear and easy to review. If you already feel overwhelmed by IDs, expiration dates and copies, this kind of admin support can turn a stressful process into something much more manageable.
Quick Guide: I-9 Acceptable Documents at a Glance
If you only have a minute, remember these three ideas:
- You can show one document from List A, or
- One document from List B plus one document from List C
- Documents with expiration dates must usually be unexpired and must reasonably appear genuine
Here is the basic structure:
| How to complete I-9 | What you show | What it proves |
| Option 1 | One document from List A | Identity and authorization to work |
| Option 2 | One document from List B and one from List C | Identity (List B) and authorization to work (List C) |
You, as the employee, choose which acceptable documents to present. The employer must check that they are on the official lists and appear genuine, but they cannot insist on one specific document if you offer another valid choice.
List of I-9 Acceptable Documents
Form I-9 uses three lists of acceptable documents:
- List A: documents that prove both identity and employment authorization.
- List B: documents that prove identity only.
- List C: documents that prove employment authorization only.
All documents that have an expiration date must usually be unexpired at the time they are presented. Employers must physically examine the originals, decide whether they reasonably appear to be genuine and relate to the person standing in front of them, and then record the details on Form I-9.
For employees, this system means there is flexibility. If you do not have a passport, you can still complete I-9 with other combinations, such as a driver’s license and a Social Security card. For employers, it means HR teams need basic training in these lists, plus good procedures for storing and protecting I-9 forms separately from the rest of the personnel file.
List A Items
List A documents are strong because each one, on its own, proves both identity and authorization to work in the United States. If an employee shows a valid document from List A, they do not need to show anything from Lists B or C.
Here is an overview of common List A documents:
| List A document (examples) | What it usually proves |
| Unexpired U.S. passport or passport card | Identity and U.S. citizenship, which includes work rights |
| Permanent Resident Card, Form I-551 (“green card”) | Identity and lawful permanent resident work authorization |
| Employment Authorization Document (EAD), Form I-766 | Identity and temporary work authorization |
| Foreign passport with Form I-94 or I-94A showing work authorized status | Identity and specific nonimmigrant work authorization |
| Passport from FSM or RMI with I-94 or I-94A under a Compact of Free Association | Identity and work authorization under the compact |
| Foreign passport with temporary I-551 stamp or I-551 printed on an immigrant visa | Identity and temporary proof of permanent resident status |
Employers must review each document in person, record the document title, issuing authority, number and expiration date on Form I-9, and then store the completed form for the required retention period. Workers should focus on bringing one strong, valid List A document if they want to keep the process simple.
U.S. Passport
An unexpired U.S. passport or passport card is one of the simplest options for completing I-9. It proves identity, shows U.S. citizenship and automatically includes authorization to work in the United States. Many HR departments like this option because they only need to review and copy a single document.
However, not every citizen has a passport. Some people do not travel internationally, and others have passports that expired years ago. It is important to remember that employers are not allowed to insist on a passport if you prefer to use another valid combination, such as a driver’s license plus a Social Security card or birth certificate.
If you choose to use your passport, plan ahead. Bring it on your first day, allow HR to review and copy it, and then store it at home in a secure place. Since a passport is valuable and sometimes difficult to replace, you usually do not want to carry it with you every day after I-9 is complete.
Permanent Resident Card
A Permanent Resident Card (Form I-551), also known as a green card, is another classic List A document. An unexpired card shows your name, photo, Alien Number and card expiration date. For I-9, it proves that you are a lawful permanent resident with authorization to work in the U.S.
Older versions of the green card may look different and sometimes do not have an expiration date printed, but that does not automatically mean they are invalid. Official USCIS guidance explains which versions remain acceptable, and HR should refer to that guidance rather than rejecting a card simply because they have never seen that design before.
For permanent residents, the main challenges are expiration, loss and name changes. You may need to replace the card when it expires or when your legal name changes. Keeping your card, USCIS notices and copies together in one folder or digital archive makes it much easier to respond when a new employer asks for I-9 documentation.
Employment Authorization Document (EAD)
An Employment Authorization Document (EAD), Form I-766, is often called a work permit. Many noncitizens use it to prove their right to work in the United States, such as certain students, people with pending applications or those who have received humanitarian protection. For I-9, a valid Form I-766 is a List A document because it proves both identity and authorization to work.
The EAD always has an expiration date, and it is often tied to a specific immigration category. Employers must pay attention to that date and, when required, reverify work authorization if the employee continues to work after the card expires. Sometimes federal rules provide automatic extensions for certain categories, but HR must confirm those details directly in the official I-9 guidance and not rely on assumptions.
For many workers, the stressful part is timing. Renewals can take months, and people worry about gaps or interruptions in employment. Keeping current and previous EADs, USCIS receipt notices and approval letters together in an organized way can make conversations with HR and immigration attorneys much smoother. When you have several countries, documents and deadlines involved at once, it can feel like a second job to keep everything straight. An administrative support service that understands how to organize immigration and employment documents can be an enormous relief, especially when your attorney or HR needs a complete packet and not scattered papers.
Foreign Passport with Form I-94 or Form I-94A
Some employees are allowed to work in the United States based on a specific nonimmigrant status rather than a green card or stand alone EAD. In that case, a foreign passport plus a Form I-94 or I-94A that shows a work authorized status can be used as a List A combination. The passport provides identity, and the I-94 shows your class of admission and how long you may stay.
For example, certain temporary workers may have job-related classifications where the I-94 lists a category and a date until which they are admitted. HR should verify that this status allows work for that employer and that the I-94 is still valid. Once the I-94 expires, the employer may need updated documents or other proof for reverification.
Today, most I-94 records are electronic. Travelers usually retrieve them from the official Customs and Border Protection I-94 website, then print them if needed for hiring or other processes. Printing your I-94 before your first day and bringing it with your passport can save time and prevent last minute stress at the HR desk.
Passport from FSM or RMI with Form I-94 or I-94A
Citizens of the Federated States of Micronesia (FSM) and the Republic of the Marshall Islands (RMI) may live and work in the United States under special agreements known as Compacts of Free Association. For I-9, a passport from FSM or RMI combined with a Form I-94 or I-94A showing admission under the compact is a valid List A option.
Because this combination is less common, some HR staff may not recognize it immediately. Rejecting it simply because it looks unfamiliar can lead to discrimination problems. The official I-9 instructions and the USCIS Handbook for Employers include examples of these documents, and employers should rely on those examples when reviewing them.
For workers from these countries, keeping passport and I-94 together and storing copies safely is essential, especially if they take short term or seasonal jobs. Being able to present the same organized set of documents to each new employer can make hiring much smoother.
Foreign Passport Containing a Form I-551 Stamp or I-551 Printed on a Visa
Sometimes a person becomes a lawful permanent resident but has not yet received the physical green card. During this period, a foreign passport with a temporary I-551 stamp or an immigrant visa with I-551 notation can serve as a List A document. The stamp or notation shows that the person has permanent resident status, even though the plastic card has not arrived yet.
The I-551 stamp or notation has its own validity period. Employers must write down the passport information and the I-551 details, including the expiration date of the stamp. Once that validity period ends, the employer may need updated documentation or the actual green card for reverification.
For new permanent residents, this can be confusing, because they are told that their passport stamp functions as a green card for a limited time. Keeping copies of the immigrant visa, the entry stamp and all USCIS approval notices together in one place can make it much easier to prove status to employers, banks and other institutions during this transition period.
In simple terms, a valid List A document can complete the I-9 by itself, because it proves both who you are and that you are allowed to work in the United States.
If you are an employer or HR manager who feels buried under copies of passports, green cards and I-94 printouts, YT Multiservices can step in as an extra pair of hands on the administrative side, organizing employee document packets, helping with translations and notarizations and keeping everything tidy so your HR or legal team can review I-9 information faster and with less stress.
List B Documents
List B documents prove identity only. They must always be paired with a List C document that proves work authorization. Most List B documents are government issued photo IDs that people already use, such as a driver’s license or school ID.
Here is a summary of some common List B documents:
| List B document (examples) | Common situation |
| U.S. driver’s license or state ID card | Most adult workers |
| School ID card with a photograph | High school or college students |
| Voter registration card | Some non drivers in certain states |
| U.S. military card or draft record | Members of the U.S. Armed Forces |
| Military dependent ID card | Eligible family members of service members |
| U.S. Coast Guard Merchant Mariner credential | Maritime and shipping workers |
| Native American tribal document | Members of recognized tribes or nations |
| Driver’s license issued by a Canadian authority | Some Canadian workers employed in the U.S. |
To be acceptable, a List B document must be unexpired and must reasonably identify the person presenting it. Employers should avoid asking for specific documents when an employee has already offered a valid List B option.
Driver’s License or Identification Card
A driver’s license or state identification card is the most common List B document. It usually includes a photo, full name, date of birth and physical description. A non driver state ID works the same way as a license for I-9 purposes.
Many employees find it easiest to use a state ID or driver’s license together with a Social Security card or birth certificate to complete Form I-9. Before your first day, it is a good idea to check the expiration date on your card, because arriving with an expired license can delay your hiring paperwork.
If your license has expired and you cannot renew it in time, consider using another List B document, such as a school ID or other government ID, if you have one. The goal is to walk into HR with at least one current, acceptable form of photo identification.
School ID Card With a Photograph
A school ID card with a photograph is particularly useful for younger workers and students. Many high school or college students do not yet have a driver’s license, but they do have a school ID.
These cards vary in appearance. Some only show a name and photo, while others include year, grade or a barcode. As long as the card reasonably identifies the person and appears genuine, it can usually be accepted for I-9 as a List B document.
School IDs often expire at the end of an academic year or when the student leaves the institution. If you plan to use a school ID for I-9, confirm that it is still valid, and have a backup option in mind if you are no longer enrolled.
Voter Registration Card
In some states, a voter registration card can qualify as a List B document. It typically shows the voter’s name and sometimes address or precinct information.
Voter cards often do not include a photograph. Employers must decide whether the details on the card are enough to reasonably identify the person. In practice, some employers prefer a List B document with a photo, but they still need to respect the rules that allow different types of documents.
For workers who do not drive and do not have another government photo ID, a voter registration card can be part of a valid I-9 combination, as long as it is paired with a proper List C document that proves authorization to work.
U.S. Military Card or Draft Record
A U.S. military ID card or draft record is another List B option. These documents include detailed identifying information and a photograph and are issued to service members or individuals connected to the draft system.
Military IDs are sensitive because they may be used for access to bases and secure locations. Employers should copy them only when necessary for I-9, store them securely and follow internal policies about handling sensitive IDs.
Service members moving into civilian jobs sometimes prefer to use a driver’s license if that feels more comfortable. The important point is that the employee may choose any acceptable List B document that fits their situation.
Military Dependent ID Card
A military dependent ID card is issued to certain family members of service members. It usually includes a photo and personal details, making it acceptable as a List B document.
These cards often have expiration dates tied to the service member’s status or the dependent’s age. HR should confirm that the card is still valid when it is presented. If it is close to expiring, the worker may decide to use another ID in the future to avoid repeated reverification.
Because this type of card is related to family benefits, some people are cautious about sharing it. Clear communication from HR about how the card will be copied and stored can help workers feel safer using it for I-9.
U.S. Coast Guard Merchant Mariner Document (MMD) Card
A U.S. Coast Guard Merchant Mariner credential is an acceptable List B document, especially in maritime and shipping industries. It includes a photograph, name and professional information.
In offices that rarely interact with maritime work, HR staff may never have seen this document before. When it appears, they should compare it with official government examples and not reject it simply because it is unfamiliar.
For mariners, this credential is critical to their career. Many prefer to keep it safe and use a driver’s license or state ID for I-9, only showing the mariner document when strictly necessary.
Native American Tribal Document
A Native American tribal document can serve as a List B document when it is issued by a recognized tribe or nation and identifies the person. These documents may look very different from one another.
Employers should evaluate whether the document appears official and clearly belongs to the person presenting it, instead of judging it by format alone. If HR has doubts, they should seek guidance from official I-9 resources or a compliance expert.
For employees, tribal documents may carry cultural and personal meaning. If you prefer not to use them, you can choose another List B document. If you do choose to use one, it can be helpful to keep secure digital copies and store the original in a safe place.
Driver’s License Issued by a Canadian Government Authority
A driver’s license issued by a Canadian government authority is also on the List B list. This is particularly relevant in border regions and industries where Canadian residents legally work in the United States.
The license must be unexpired and include a photograph or enough identifying information to confirm the person’s identity. It proves who the person is, but not that they are authorized to work in the United States, so it must be combined with a List C document.
Canadian workers should bring both their license and their U.S. work authorization documents, such as relevant visas or approvals, to help HR complete Form I-9 quickly and accurately.
List B documents prove your identity. You still need one List C document with them to show that you are authorized to work.
List C Documents
List C documents prove authorization to work in the United States but do not prove identity. They must always be presented together with a List B document. Many List C documents come from federal or state agencies and show citizenship, nationality or another status that includes work authorization.
Here is an overview of common List C documents:
| List C document (examples) | What it usually shows |
| Social Security card without restrictive legends | Authorization to work under a valid Social Security number |
| Original or certified copy of a U.S. birth certificate | U.S. birth and citizenship |
| Form FS-240, FS-545, or DS-1350 (birth abroad documents) | U.S. citizenship for people born abroad |
| Native American tribal document | Status that may include work authorization |
| Form I-197 or Form I-179 | Legacy U.S. citizen identification cards |
| Certain employment authorization documents issued by DHS in List C context | Work authorization, depending on category |
List C documents must usually be original or certified copies, not simple photocopies. Some contain restrictive wording, such as “NOT VALID FOR EMPLOYMENT” or “VALID FOR WORK ONLY WITH DHS AUTHORIZATION”. Wording like this can affect whether a document is acceptable for I-9, so employers must read the card carefully and follow official instructions.
Social Security Card
A Social Security card is one of the most common List C documents. It can be used if it shows your name and Social Security number and does not include restrictive phrases like “NOT VALID FOR EMPLOYMENT” or “VALID FOR WORK ONLY WITH DHS AUTHORIZATION”. Cards with those legends are generally not acceptable as unrestricted List C documents, and employers are instructed not to rely on them for I-9.
Many employees use the combination of a Social Security card and a driver’s license to complete I-9. The difficulty is that some people misplace the card or keep only a photocopy. For Form I-9, HR usually needs to see the original card. If it is lost, you may need to request a replacement from the Social Security Administration, which takes time.
Because Social Security numbers are very sensitive, both employees and employers should protect these cards carefully. You usually do not want to carry the card in your wallet every day. Instead, it is safer to store it at home in a secure place and only bring it when needed for official processes such as I-9.
Original or Certified Copy of a Birth Certificate
An original or certified copy of a U.S. birth certificate from a state, county, city or U.S. territory is another List C option. It must come from a civil authority and show an official seal. Hospital keepsake certificates or uncertified photocopies do not qualify.
Birth certificates are often stored in family files, so retrieving them can take some coordination. If you cannot find yours, you may need to order a certified copy from the vital records office in the place where you were born. This process can take days or even weeks, so it is not something to leave until the night before your first day of work.
Although a birth certificate contains very personal information, it is a strong, long term proof of work authorization. If you feel uncomfortable sharing it, you can ask HR how they will copy and store it and who will have access to I-9 records. You can also choose another List C document if you have one.
Form FS-240, Form FS-545, and Form DS-1350
Form FS-240, Consular Report of Birth Abroad, is issued by U.S. embassies or consulates to certain U.S. citizens born outside the United States. Form FS-545, Certification of Birth Abroad, and Form DS-1350, Certification of Report of Birth, are older documents with a similar purpose. All of them appear on the List C list.
People with these documents often have international backgrounds and may also hold a U.S. passport. They can choose whether to use the passport as a List A document or a birth abroad document as a List C document together with a List B ID.
These forms are less common than standard birth certificates, so some HR staff may not recognize them immediately. If a document looks unfamiliar, employers should compare it with examples in the official I-9 instructions or the USCIS Handbook for Employers, instead of rejecting it just because they have never seen one before.
Native American Tribal Document
A Native American tribal document listed under List C can show citizenship or membership that carries work authorization. It may look similar to or different from the tribal documents used for List B identity.
Because these documents can vary in format and may be difficult to replace, employers should handle them carefully and respectfully. The important question is whether the document appears official and clearly relates to the person presenting it. If HR needs help, they should rely on official guidance rather than personal judgment.
For employees, using a tribal document may feel more personal than using a standard ID. It can be helpful to create secure digital copies and to keep the original in a safe place, especially if replacing it would be slow or complicated.
Form I-197 and Form I-179
Form I-197, U.S. Citizen Identification Card, and Form I-179, Identification Card for Use of Resident Citizen in the United States, are older documents that still appear in the List C category. They were issued in limited circumstances and are now rare.
If an employee presents one of these cards, HR should check that it appears genuine and that it belongs to the person presenting it. Official I-9 materials can help confirm how these cards should look. Employers should not reject them simply because they are unfamiliar.
People who have these legacy cards often also hold modern documents like a passport or Social Security card. Having more than one acceptable option is useful, especially if one document becomes damaged or difficult to read.
Employment Authorization Document Issued by DHS (List C Context)
The official List C also includes “Employment authorization document issued by the Department of Homeland Security” as one of the items. This refers to certain DHS documents that function as proof of work authorization in specific situations. It is important to distinguish this from Form I-766, which USCIS treats as a List A document rather than List C.
Because the details can be technical, employers should always refer to the current Form I-9 instructions and the USCIS Handbook for Employers when they see a DHS document that is not obviously a green card or passport. Workers should bring all relevant approvals and notices so that HR can understand their situation clearly.
If you feel that your document situation is complex, with different cards, letters and categories from DHS, it can help to gather everything into a single, organized packet before you meet HR or a legal advisor. When your paperwork is complete and clearly labeled, your professional advisors can focus on decisions and strategy instead of spending time trying to reconstruct your history from scattered files.
List C documents confirm your right to work in the United States, but they always have to be paired with a List B ID that proves who you are.
Why Are I-9 Acceptable Documents Important?
I-9 acceptable documents are at the center of three important goals: legal compliance, fair hiring and worker protection.
For employers, complete and accurate I-9 forms help reduce the risk of:
- Government audits and inspections
- Fines or penalties for improper verification
- Stressful investigations into hiring practices
For employees, understanding I-9 documents helps avoid:
- Being turned away on the first day because you brought the wrong paperwork
- Delays in starting work or receiving your first paycheck
- Confusion or fear about whether you really proved your right to work
Form I-9 is not optional, but the process does not have to be chaotic. When you know how List A, List B and List C work, keep your documents in good condition and ask questions early, the whole experience becomes much easier to manage. This article gives you a general map, but it cannot replace legal or immigration advice. For any doubts about your specific situation, it is always safer to consult a qualified attorney, HR specialist or compliance professional who can review your personal history and documents in detail.
If you want someone to take care of the paperwork side so that you and your professional advisors can focus on real decisions instead of chasing missing IDs, YT Multiservices can help you collect, translate and organize your I-9 documents and related records, so that everything is ready when HR or your lawyer needs it.
Common Questions About I-9 Acceptable Documents
Can I use an expired passport or ID for Form I-9?
In general, documents with expiration dates must be unexpired when they are presented for I-9. The official lists of acceptable documents focus on current passports, IDs and cards. There are limited situations where a government agency extends the validity of a document by policy, but employers need to rely on official guidance, not guesses. If your passport or ID is expired, plan to renew it or use another acceptable document from the I-9 lists.
Do I always need a Social Security card to complete I-9?
No. You do not always need a Social Security card. A card is just one possible List C document. If you use a List A document such as a U.S. passport or a green card, you do not need a Social Security card for I-9 at all. If you choose the List B plus List C route, you can use a birth certificate or other List C document instead of a Social Security card, as long as it is on the official list and meets the requirements.
Can my employer decide which documents I must show?
No. The anti discrimination notice on Form I-9 makes it clear that employees choose which acceptable documents to present. Employers must check whether those documents appear on the official lists, verify that they reasonably appear genuine and belong to the employee, and then record them correctly. An employer should not demand a specific document, such as “passport only” or “Social Security card only”, if the employee has already presented another valid choice from the I-9 lists.
