At a glance
- Use it to: remind new hires of Form I-9 deadlines and their choice of documents, without overstepping.
- When to send: Send the first email with the onboarding packet after the offer is accepted, and the follow-up on the morning of the second business day if Section 2 isn't done.
- Inside: 2 ready-to-edit versions (before the first day and follow-up for missing documents), 5 subject lines, and a printable PDF.
- Compliance: this email touches legal requirements, so read the compliance notes before you send it.
When to use this template
Every US employer must complete Form I-9 for every new employee. Section 1 is due by the end of the first day of work, and the employer must examine the employee's documents and complete Section 2 within three business days after that. Missing these deadlines is one of the most common causes of I-9 fines.
This email reminds the new hire of the timeline and points them to the official list of acceptable documents. The key rule is that the employee chooses which documents to present. Telling them to bring a passport or a driver's license and Social Security card can count as unfair documentary practice. Our Form I-9 guide walks through the rules in detail.
The email templates
Copy either version, replace everything in [brackets], and read it once out loud before you send it. If it doesn't sound like you, change it.
Before the first day
Hi [New hire first name], Federal law requires every new employee in the US to complete Form I-9, Employment Eligibility Verification. Step 1: Complete Section 1 in our onboarding portal before or on your first day, [Date]: [Link]. Step 2: Within three business days of your start, you will show original, unexpired documents to [Name or role] so we can complete Section 2. You may choose any documents from the official list of acceptable documents: [Link to the USCIS Lists of Acceptable Documents]. You can present either one document from List A, or one from List B and one from List C. If you have questions about the form, contact [HR contact]. We can't give advice on immigration status, but we can explain the process. [HR contact] [Company]
Follow-up for missing documents
Hi [Employee first name], This is a reminder that we need to complete Section 2 of your Form I-9 by [Date], which is three business days after your start date. Please bring your original documents to [Name] at [Location and time], or let us know a time that works today or tomorrow. You choose which documents to present from the list here: [Link]. If you have applied for a replacement for a lost, stolen, or damaged document, you can present the receipt for that application for now. Please contact me right away if this applies to you. [HR contact]
Subject lines to try
The subject line decides whether the email is opened today or next week. Keep it specific and short enough to read on a phone.
- Please complete your Form I-9 by [Date]
- Reminder: Form I-9 documents needed by [Date]
- Action needed: employment eligibility forms
- Your Form I-9: what to do and when
- Before your first day: Form I-9
How to personalize it
- Link to the official USCIS list rather than copying it.
- State the actual calendar dates for both deadlines.
- Explain that receipts for replacement documents are acceptable in limited cases.
- Send the same reminder to every new hire, regardless of background.
Mistakes to avoid
- Asking for specific documents or more documents than required.
- Sending reminders only to employees who appear to be immigrants.
- Asking about citizenship before a job offer.
- Keeping copies of documents for some employees and not others.
Legal and compliance notes
The anti-discrimination provision of the Immigration and Nationality Act prohibits requesting more or different documents than required, or rejecting reasonable-looking documents, based on citizenship, immigration status, or national origin. If you copy documents, copy them for all employees. E-Verify employers must create the case by the third business day after the employee starts work. If employment will last less than three business days, both sections are due on the first day. Consider I-9 and E-Verify software to track deadlines and reverification.
This is general information for US employers, not legal advice. Laws change and vary by state and city, so confirm the current rules or talk to employment counsel before you rely on them.
When to send it
Send the first email with the onboarding packet after the offer is accepted, and the follow-up on the morning of the second business day if Section 2 isn't done.
Before you hit send
Run through this quick check. It takes a minute and catches most of the mistakes that cause follow-up emails.
- The start date, time, and address match the offer letter and the manager's calendar.
- Form I-9 instructions point to the official document list without naming specific documents.
- The manager and the buddy have seen the message and know their part.
- Portal links work from a personal email account, since the new hire has no company login yet.
- Nothing asks a nonexempt new hire to do unpaid work before day one.
Where to go from here
Templates fix one email. The right process and software fix the whole workflow.
Frequently asked questions
Can an employee complete Section 1 before the first day?
Can we examine documents remotely?
What happens if an employee can't produce documents within three days?
Written by the HRTally Research Team
Our guides are written and reviewed by people with hands-on US HR, payroll, and HR technology experience. Legal and tax facts are checked against primary sources, such as the Department of Labor, IRS, EEOC, and USCIS, and linked at the end of each guide. Vendors never review or pay for our editorial content.