Can an authorization be signed electronically?

Yes. Electronic signatures meet the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and retention are satisfied.

What if the applicant refuses to sign?

If no consent is provided, you generally may not obtain a consumer report. Document the refusal and proceed only with lawful alternatives and nondiscriminatory practices.

Do background authorizations require notarization?

Not typically. Notarization is rarely required for routine employment or tenant checks; verify specific state or industry rules before adding notarization steps.

How long must I keep these records?

Retain signed authorizations per applicable rules (e.g., I-9 retention under 8 CFR §274a.2, HIPAA 45 CFR §164.530(j), or IRS guidance) and your organization’s records policy.

What if the report contains errors?

Follow consumer reporting agency dispute procedures and provide any required adverse-action notices while pausing final decisions until disputes are resolved.

Can consent be revoked?

Applicants may revoke future consent; revocation does not affect reports already lawfully obtained but can prevent further searches if communicated and honored.

Electronic Signature
Templates
Healthcare
Background Check Authorization

Background Check Authorization

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

What a Background Check Authorization Does and When it Applies

A Background Check Authorization is a signed document that permits an employer, landlord, or other authorized requester to obtain consumer reports and records about an individual’s criminal history, employment, education, credit, motor vehicle, or credential information. The form specifies the scope of permitted searches, identifies the consumer reporting agency or data source, and documents the applicant’s consent, signature, and authorization period. When completed electronically, these authorizations can meet U.S. e‑signature rules under the ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes where adopted, provided required disclosures are included and retained.

Why a Clear Authorization Matters for Compliance and Fairness

A properly framed Background Check Authorization records informed consent, limits the scope of permissible searches, and creates a traceable audit trail consistent with ESIGN (15 U.S.C. ch. 96) and UETA. It helps satisfy federal consumer reporting obligations and reduces legal risk when adverse-action steps are required.

Who Prepares and Signs This Authorization

Organizations and individuals use background check authorizations in hiring, leasing, credentialing, and regulatory screening contexts.

Employers and HR teams screening applicants for hire, promotion, or contractor onboarding.
Property managers and landlords screening prospective tenants for rental suitability.
Staffing agencies and background-screening firms collecting consent ahead of report requests.

Tailor the form language to the specific use (employment, tenancy, volunteer) and to applicable federal and state consumer reporting requirements to ensure lawful use.

Primary Roles Involved

HR Manager

Manages collection and retention of authorizations, orders consumer reports, and coordinates any required pre- and post-adverse-action notices while ensuring compliance with federal and state rules.

Screening Provider

Receives authorization and applicant data, runs specified searches (criminal, employment, education, motor vehicle), and returns an investigatory consumer report to the requesting organization.

How to complete and process a Background Check Authorization

Follow a consistent, documented sequence to collect consent, order reports, and manage outcomes to limit legal exposure.

01

Prepare Form: Customize authorization language to the intended report types and legal jurisdiction.
02

Collect ID: Obtain full legal name, DOB, and SSN/last four matching government ID.
03

Obtain Consent: Have applicant sign and date the authorization before any report request.
04

Order Report: Send consented request to a consumer reporting agency and retain the audit trail.

Core elements every professional authorization should include

A complete authorization balances employer information needs with candidate protections. Include clear, concise items that support accurate matching and defensible decision-making.

Identifying Data

Full legal name, date of birth, and SSN or last four digits to reduce false positives and ensure accurate report matches.

Scope and Types

A precise list of the checks authorized (criminal, credit, motor vehicle, education), plus geographic and timeframe limitations when applicable.

Permitted Uses

A statement describing who will use the report and for what purpose, such as hiring, retention, tenancy, or credential verification.

Disclosure Language

Clear consumer disclosure consistent with consumer reporting laws that alerts applicants a report may be obtained and how it will be used.

Adverse Action Notice

Instructions for pre-adverse and adverse action procedures, including provision of report copies and summary of rights where required.

Duration and Revocation

State the authorization effective date, expiration or rescission process, and whether consent covers rechecks or renewed searches.

Information security and compliance checklist

Encryption: TLS 1.2/1.3 in transit, AES-256 at rest

Access Controls: Role-based access, principle of least privilege

Audit Trail: Timestamps, IP addresses, signer attribution

BAA Availability: Required for HIPAA-covered data

Data Minimization: Collect only data necessary for the check

Retention Policy: Documented retention and deletion schedule

Primary legal and operational risks to avoid

Improper Use: Civil liability

Incomplete Disclosure: Regulatory fines

Bad Data: Wrongful adverse actions

Privacy Breach: Breach notification obligations

Discrimination Claims: EEOC or state actions

Invalid Consent: Report inadmissible

Common mistakes that cause delays or liability

Failing to provide required consumer disclosures before ordering a report, which can invalidate downstream adverse action steps and increase legal risk.
Collecting more personal data than needed (full SSN when last four suffice), increasing breach exposure and compliance burden.
Using vague scope language that permits broad or undefined searches, resulting in mismatched or irrelevant records.
Not keeping a secure, time-stamped audit trail of consent and report delivery, making it difficult to demonstrate compliance during disputes.

Configuring an online authorization workflow

Define authentication, field validation, and storage settings when creating a digital authorization to support reliable matching and record retention.

Field	Configuration
Authentication Method	Email link with optional SMS code
Field Validation	SSN mask, date format MM/DD/YYYY
Conditional Fields	Show recheck consent when applicable
Storage Location	Encrypted cloud with access logging

Technical delivery and integration considerations

Choose a platform that supports secure e‑signing, flexible field types, and strong audit trails to reduce administrative friction.

Integrations: Salesforce, NetSuite, HRIS platforms
File Formats: PDF, Word DOCX, HTML
Authentication: Email, SMS, KBA options

Ensure the chosen solution can produce an immutable certificate of completion and export signed records in standard formats for retention and audits.

Typical routing: from applicant to report and storage

Background checks follow a predictable flow: collect consent, order from a CRA, evaluate results, and follow adverse‑action rules where necessary.

Collect Consent: Applicant signs the authorization before any report is requested.
Order Report: Requesting party sends authorized request to a consumer reporting agency.
Adverse Action: Provide pre-adverse disclosures and final notice if action is taken.
Archive Record: Store signed authorization and report in secure HR records.

Timing and processing expectations

Adopt clear timelines for obtaining consent, ordering reports, and completing adverse-action obligations to maintain compliance and candidate fairness.

Consent Before Request:

Obtain signed authorization before sending any consumer report request.

Report Turnaround:

Most consumer reports return within 24–72 hours, depending on scope.

Pre-Adverse Disclosure:

Provide a copy of the report and summary of rights before final adverse action.

Adverse Action Notice:

Send final adverse action notice after decision is made.

Retention Window:

Retain authorization and report per applicable retention rules.

Real-world examples of electronic authorizations in use

Digital authorizations streamline remote hiring and tenant screening while preserving audit trails required for regulatory compliance.

Case Study 1

A regional property manager digitized tenant authorizations to reduce turnaround time and errors.

This enabled faster lease decisions for applicants.
Tim Martin, Founder of Martin Properties, said he can process and execute these documents online with 100% compliance and built-in security, improving efficiency across mobile and offline signing contexts.

Case Study 2

A healthcare clinic replaced paper forms with electronic consent to centralize hiring records and protect PHI.

The change supported secure remote onboarding.
John Butler, Founder of Fertility Centers of Illinois, praised the platform’s API and responsive team for supporting secure, compliant electronic workflows.

eSignature pricing and capability snapshot for Background Check workflows

Pricing and key capabilities vary by vendor and plan; signNow appears first to align with platform comparison conventions and offers tiered plans for different volumes.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions and quick solutions

Answers to common implementation and compliance questions about Background Check Authorizations and their electronic handling.

Need help? Contact support

Can an authorization be signed electronically?
Yes. Electronic signatures meet the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and retention are satisfied.
What if the applicant refuses to sign?
If no consent is provided, you generally may not obtain a consumer report. Document the refusal and proceed only with lawful alternatives and nondiscriminatory practices.
Do background authorizations require notarization?
Not typically. Notarization is rarely required for routine employment or tenant checks; verify specific state or industry rules before adding notarization steps.
How long must I keep these records?
Retain signed authorizations per applicable rules (e.g., I-9 retention under 8 CFR §274a.2, HIPAA 45 CFR §164.530(j), or IRS guidance) and your organization’s records policy.
What if the report contains errors?
Follow consumer reporting agency dispute procedures and provide any required adverse-action notices while pausing final decisions until disputes are resolved.
Can consent be revoked?
Applicants may revoke future consent; revocation does not affect reports already lawfully obtained but can prevent further searches if communicated and honored.

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