Form I-9 demo build - Automate Monday

Anyone can drag the boxes into Jotform. The I-9 breaks on the parts you cannot drag: one citizenship answer that opens three different follow-ups, a document choice that must never carry both branches, and a signing deadline counted in business days. Those are built here.

Hit Show Jotform build spec and every field labels itself with the field type, mask and condition behind it. The demo is the build sheet.

1. Employee

Supplement A

2. Employer

Submit

Submitted

This is the row that lands in the Jotform submission table and the PDF. Nothing left your browser.

Section 1. Employee Information and Attestation

Completed and signed by the employee no later than the first day of employment.

Employers cannot ask an employee to complete Section 1 before accepting a job offer, and cannot specify which documents the employee presents in Section 2. Both are discrimination exposure under 8 U.S.C. 1324b.

Last name (family name) *

Jotform: Short Text, required. Field name lastName.

First name (given name) *

Jotform: Short Text, required.

Middle initial

Jotform: Short Text, max length 1. Not required - many people have none.

Other last names used

Jotform: Short Text. Default to "N/A" via prefill, since blank reads as unanswered on audit.

Address (street number and name) *

Jotform: Address field, sub-fields split so each maps to its own PDF box.

Apt. number

City or town *

State *

Jotform: Dropdown, 50 states + DC + territories.

ZIP code *

Jotform: Short Text with input mask ##### or #####-####.

Date of birth * mm/dd/yyyy

Jotform: Date Picker, past dates only, min age check via condition.

U.S. Social Security number

Jotform: Short Text, mask ###-##-####. Optional unless the employer uses E-Verify - required there. Do not hard-require it by default.

Email address

Jotform: Email field, validation on, not required.

Telephone number

Citizenship / immigration status * 1. A citizen of the United States 2. A noncitizen national of the United States 3. A lawful permanent resident 4. A noncitizen (other than Item Numbers 2. and 3. above) authorized to work until (exp. date, if any)

USCIS number / A-Number *

Jotform: Condition - show when status = 3, and make required only while shown.

Work authorization expires leave blank if none listed

Provide one of the following * USCIS number / A-Number Form I-94 admission number Foreign passport number

Jotform: Nested conditions - status = 4 reveals the group; the document radio then reveals exactly one input pair. Country of issuance shows only with the passport branch. This nesting is where hand-built I-9 forms usually break.

Signature of employee * type your full legal name

Date signed (employee) *

I am aware that federal law provides for imprisonment and/or fines for false statements, or the use of false documents, in connection with the completion of this form. I attest, under penalty of perjury, that this information, including my selection of the box attesting to my citizenship or immigration status, is true and correct.

Jotform: Signature widget (drawn or typed) + Date. Under 8 CFR 274a.2(h) an electronic I-9 signature needs the attestation acknowledged at signing, the signature affixed at that moment, and a retrievable audit trail - a typed name in a text box alone will not survive an ICE inspection.

A preparer and/or translator assisted me in completing Section 1

Jotform: Checkbox that reveals Supplement A below. Unchecked must write "N/A" to the PDF, not blank.

Section 2. Employer Review and Verification

Completed by the employer or authorized representative within 3 business days of the employee's first day of work.

The employee chooses which documents to present: one from List A, or one from List B plus one from List C. The employer may not request a specific document or more documents than required.

Documents were examined using the DHS-authorized alternative procedure (remote examination - E-Verify participants only)

Jotform: Checkbox. If ticked, the PDF box is marked and the retention rules require copies of the documents to be kept.

Which documents did the employee present? *

List A document presented List B + List C presented

Jotform: The one rule that matters in Section 2 - selecting a route enables that branch and clears/disables the other, so a submission can never carry both. Enforce it with a condition, not with instructions on the page.

Choose a route above to open the document fields.

List A

Identity and employment authorization

Document title

Issuing authority

Document number

Expiration date if any

Jotform: Group shown when the document route = List A. The paper form allows up to 3 stacked List A documents (e.g. I-94 + foreign passport) - build rows 2 and 3 as a repeating group, hidden by default.

List B

Identity only

Document title

Issuing authority

Document number

Expiration date if any

List C

Employment authorization only

Document title

Issuing authority

Document number

Expiration date if any

Additional information

First day of employment *

Jotform: Drives the 3-business-day deadline and the Section 1 date check.

Employer last name *

Employer first name *

Title of employer / authorized rep *

Business or organization name *

Jotform: Prefill from a hidden field so HR never retypes it.

Business address, city, state, ZIP *

Date signed (employer) *

Signature of employer or authorized representative *

I attest, under penalty of perjury, that (1) I have examined the documentation presented by the above-named employee, (2) the above-listed documentation appears to be genuine and to relate to the employee named, and (3) to the best of my knowledge the employee is authorized to work in the United States.

Supplement B. Reverification and Rehire

Not part of this demo. In production it is a separate Jotform, prefilled from the original submission, triggered when work authorization expires or an employee is rehired within 3 years. Building it into the same form is the most common mistake - it makes the original record editable after signing, which destroys the audit trail.

A working I-9, not a picture of one.

Please fix the following

Submitted

Section 1. Employee Information and Attestation

Supplement A. Preparer and/or Translator Certification

Section 2. Employer Review and Verification

List A

List B

List C

Supplement B. Reverification and Rehire