Removing Barriers to Employment: How to Get the Documents You Need for Employment

Having the right documents is an important part of starting a new job. Before your first day, your employer may ask you to provide identification and other documents to verify your identity and your authorization to work in the United States.

If you’re missing an important document, don’t worry. Whether you need to replace a lost Social Security card, renew an expired ID, or request a copy of your birth certificate, there are official resources available to help. This guide is meant to walk you through some of the most common employment documents and where you can go to replace or renew them.

Employment Documents You May Be Asked to Provide

Before you can begin working, employers are required to verify your identity and your authorization to work in the United States. This process is completed using Form I-9, and there are multiple documents that may be accepted depending on your situation.

Some of the most common employment documents include:

• State-issued driver’s license

• State-issued identification (ID) card

• Social Security card

• U.S. passport

• Permanent Resident Card (Green Card)

• Birth Certificate

You can view the full list of acceptable documents on the U.S. Citizenship and Immigration Services (USCIS) Form I-9 Acceptable Documents page.

Replacing or Renewing Employment Documents

Replacing or renewing documents can take time, so it’s best to start the process as soon as possible if you’re actively searching for a job or have recently accepted an offer. Below are some of the most common employment documents and where you can go to obtain a replacement or renewal.

Social Security Card

Your Social Security card is one of the documents that may be used to complete your employment paperwork. Even if you don’t carry it with you every day, it’s an important document to keep in a safe place and have available when you need it. If you need a new card or need to update your information, the Social Security Administration (SSA) provides step-by-step guidance on the process, including eligibility requirements and the documents you may need before applying.

Before applying, gather any required proof of identity and review the SSA’s requirements to help ensure your application is processed without delays.

Visit the Social Security Administration to learn more or request a replacement card.

Birth Certificate

Your birth certificate is often used to obtain other forms of identification and may be needed during certain employment-related processes. If you don’t already have a certified copy, it’s a good idea to request one before you need it. Birth certificates are issued by the state or territory where you were born, and each location has its own application process, fees, and processing times. Planning ahead can help prevent unnecessary delays if you need the document in the future.

Use the CDC’s Vital Records directory to find your state’s vital records office.

State ID or Driver’s License

You don’t need to have a driver’s license to have a valid form of identification. Every state offers identification cards for people who don’t drive, and they’re accepted for many official purposes, including employment verification. If you don’t plan to drive, a non-driver ID may be a more affordable option than maintaining a driver’s license. Requirements, costs, and renewal periods vary by state, so be sure to review your state’s information to see which option best fits your needs.

Find your state’s DMV or licensing agency.

U.S. Passport

While not everyone has a passport, it can be one of the most convenient forms of identification for employment because it verifies both your identity and your authorization to work in the United States. Whether you’re applying for your first passport, renewing one, or replacing one, the U.S. Department of State provides instructions, current processing times, and fee information to help you through the process.

Visit the U.S. Department of State for passport information and services.

Official Resources

Throughout this guide, you’ll find provided links to official government resources to help you renew, replace, or apply for common employment documents. To make things easier, you’ll find all of those resources together below.

Social Security Administration

Replace a Social Security card.

https://www.ssa.gov/number-card/replace-card

CDC Vital Records

Find your state’s vital records office.

https://www.cdc.gov/nchs/w2w/index.htm

USA.gov DMV Directory

Find your state’s Department of Motor Vehicles (DMV) or licensing agency.

https://www.usa.gov/state-motor-vehicle-services

U.S. Department of State - Passports

Passport applications, renewals, and replacements.

https://travel.state.gov/en/passports.html

U.S. Citizenship and Immigration Services

Verify you have the identification needed for Form I-9.

https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents

When requesting important documents or sharing personal information online, always use official government websites whenever possible. Some third-party websites charge unnecessary fees or advertise services that are available directly through government agencies. If you’re ever unsure, take a moment to confirm you’re on an official website before submitting your information.