I-9 Correction or Reverification Notice Memo Template

This template can be used by employers who use paper I-9 forms to notify employees of the need for reverification of I-9 documents or of other issues such as missing, incomplete, or incorrect I-9 forms. These issues may be part of regular reverifications or may have turned up in a routine internal audit. The memo may need to be adjusted if the form needs to be reverified or updated virtually, or if the updates require you to fill out a new Form I-9.

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Hello, [Insert FIRST NAME],

During a review of our files, we discovered that we [cannot locate the original Form I-9 on record for you, or that you have an incomplete or incorrect Form I-9, or that we need to reverify your expired employment authorization] in Supplement B of Form I-9. [Company Name] is required to verify each employee’s identity and employment eligibility by completing and maintaining Form I-9, Employment Eligibility Verification. Under federal law, employees can choose to present either an unexpired List A document, or an unexpired List B document together with an unexpired List C document. In the case of a reverification of work authorization, you may choose to present either a List A or List C document. Please review the List of Acceptable Documents (LOAD) and note that there are also receipts, temporary documents, and auto-extended expired employment authorization documents and licensed permanent resident cards you may be able to present.

Accordingly, we are asking you to come in for an in-person meeting with the HR department.

Prompt: Use one of the following options according to your organization’s preference.

[Within one week, [INSERT DATE], please drop by the office of [NAME] to meet in person and present your choice of document(s) for your Form I-9. Please see instructions on the possible further action below.

-OR-

[We’d like to suggest meeting on XX/XX/XXXX at XX:XX a.m./p.m. Please confirm if this time will work for you or provide another time that will work with your schedule to meet in person.] 

If your Form I-9 requires corrections or updates or is missing, you will either:

1. Make a correction to Section 1 of your Form I-9, and/or present document(s) from the List of Acceptable Documents to correct and/or update information on your original Form I-9;
2. Complete a new Form I-9 by completing a new Section 1 of the form and then presenting acceptable List A or List B and C documents to complete Section 2 of the form; or
3. Complete a Supplement B (formerly known as Section 3) of the form if your work authorization is expired. You will need to present an acceptable List A or List C document. 

You may also check the following U.S. Citizenship and Immigration Services resources for more information on the Form I-9 process: I-9 Central (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents) and the Handbook for Employers M-274 (https://www.uscis.gov/i-9-central/form-i-9-resources/handbook-for-employers-m-274). Please let us know if you have any questions.

If you are unable to come into the [office, plant, store, facility] to correct your I-9 due to distance or other hardships, please let us know and we will provide additional guidance. 

We look forward to seeing you in person, and we appreciate your attention to this important matter!