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Background Check Form

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BACKGROUND CHECK AUTHORIZATION AND RELEASE

WHEREAS

WHEREAS: Employer Name: requires the completion of a background check as a condition of employment, contract or continued engagement; and

WHEREAS: Applicant Name: voluntarily seeks employment or engagement with Employer Name and agrees to the terms set forth in this Authorization and Release.

APPLICANT INFORMATION

Social Security Number:

Date of Birth:

Driver's License No.:

State of Issue:

Primary Phone:

Email Address:

SCOPE OF BACKGROUND CHECK

By signing below, Applicant authorizes Employer and its agents to obtain background information for purposes of evaluating Applicant's suitability for employment or engagement. The background check may include, without limitation, any or all of the following reports and verifications as indicated:








DISCLOSURE, ACKNOWLEDGMENT AND CONSENT

I acknowledge receipt of this Disclosure and Consent form and understand that Employer may obtain consumer reports and/or investigative consumer reports regarding me for employment purposes. I authorize the procurement of such reports and any investigations of my background, including, but not limited to, criminal records, driving records, education, employment history and references. I understand that these reports may be obtained from public and private sources and that the information obtained may be used in whole or in part in making an employment or engagement decision.

I further certify that the information I have provided in connection with this Authorization is true, complete and correct. I understand that falsification, omission or failure to disclose requested information may disqualify me from employment or result in termination if discovered after hire.

AUTHORIZATION AND RELEASE

In consideration of Employer's review of my application and my being considered for employment or engagement, I hereby authorize any person, business, or governmental agency to furnish to Employer and its authorized agents any and all information concerning me, including but not limited to criminal history, motor vehicle records, employment records, education, references, and credit reports when applicable. I release and hold harmless Employer, its agents, and any furnishing person from any and all liability for damages arising from the release of such information.

FEES AND PAYMENT TERMS

Employer shall be responsible for payment of any fees charged by third-party vendors or consumer reporting agencies for the procurement of background information in connection with this Authorization, unless Applicant has otherwise agreed in writing. Applicant will not be charged for a background check unless Applicant provides prior written authorization permitting such charge.

TERM, REVOCATION AND RETENTION

This Authorization shall remain in effect for one year from the date signed below, unless revoked earlier in writing. Any revocation will not affect information already obtained pursuant to this Authorization. Employer and its agents may retain records obtained pursuant to this Authorization in Employer's files in accordance with applicable law.

CONFIDENTIALITY

Information obtained pursuant to this Authorization will be treated as confidential and will be disclosed only to those personnel and agents with a legitimate need to know, or as required by law. Employer will take reasonable measures to protect the security and confidentiality of information obtained.

GOVERNING LAW; ENTIRE AGREEMENT

This Authorization and Release shall be governed by and construed in accordance with the laws of the state of Governing State: , without regard to choice of law principles. This document constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior understandings and agreements, whether written or oral.

CERTIFICATION

I certify under penalty of perjury that the foregoing information I have provided is true, correct and complete to the best of my knowledge. I understand that false statements may be grounds for non-hire or termination of employment.

Applicant (Printed Name):

By:

Date:

Company Representative (Printed Name):

By:

Date:

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What the Background Check Form Is and when it's used

A Background Check Form is a signed authorization and information collection document used to obtain consumer reports, verify identity, and authorize searches of criminal, employment, education, and credit-related records. It gathers identifying details (full legal name, date of birth, Social Security number, and prior addresses), explains the scope of the check, and documents consent. Completed forms create an auditable record that supports fair-hiring and tenant-screening decisions, triggers any required pre-adverse and adverse notices, and helps organizations meet federal and state consumer-reporting and privacy obligations.

Why a clear Background Check Form matters for compliance

A well-drafted Background Check Form documents consumer consent, limits the scope of permitted searches, and reduces legal exposure by creating traceable authorization. Electronic forms that meet ESIGN (15 U.S.C. ch. 96) and UETA requirements are generally enforceable for interstate and intrastate transactions.

Why a clear Background Check Form matters for compliance

Who typically completes Background Check Forms

Employers, HR teams, property managers, volunteer organizations, and licensing bodies commonly use Background Check Forms to verify applicants and meet compliance requirements.

  • Employers and HR teams — screen candidates, verify identity, and record explicit consent for consumer reports.
  • Property managers and landlords — check rental applicants’ history to inform tenancy decisions and reduce liability.
  • Volunteer organizations and licensing bodies — confirm fitness for roles that involve vulnerable populations or security-sensitive duties.

Standardizing the form across hires and applicants simplifies audits, reduces errors, and ensures consistent application of screening criteria.

Core elements every professional Background Check Form should include

Including defined sections for identity, authorization, search scope, disclosures, signature, and data sources helps ensure the form supports accurate matching, legal compliance, and defensible decision-making.

Identification

Collect full legal name, date of birth, Social Security number, and current and previous addresses to enable accurate record matching while reducing false positives.

Authorization

Clear, standalone authorization language that explains who will obtain reports, the types of records searched, and that the applicant consents to the search.

Search Scope

Specify the report types (criminal, employment, education, credit) and the geographic or date range to limit data collection to what is necessary.

Disclosure

Include required consumer-reporting disclosures and any state-specific language; list the consumer reporting agency when known and summary of rights if required.

Signature & Date

A dated signature block for the applicant and a signer identity method (electronic or wet) to document intent and attribution for the record.

Data Sources

Identify sources or vendor types (public records, databases, consumer reporting agency) and whether biometrics or credit data will be used.

Required data fields on the Background Check Form

Full legal name: Include middle name if used
Date of birth: MM/DD/YYYY format
Social Security number: Full SSN for matching
Current address: Street, city, state, ZIP
Prior addresses: Past 5–7 years preferred
Signature consent: Signed and dated authorization

Step-by-step: completing and processing a Background Check Form

Follow these sequential actions to collect consent, verify identity, order the report, respond to results, and keep the necessary records.

  • 01
    Gather documents: Collect ID, SSN, and address history before starting.
  • 02
    Complete form: Fill all required fields and select scope options.
  • 03
    Sign authorization: Applicant signs; record timestamp and signer method.
  • 04
    Order report: Submit to consumer reporting agency and archive report.

Configuring an online Background Check workflow

Configure authentication, required attachments, conditional fields, and retention settings so the workflow enforces correct completion and preserves an audit trail.

Field Configuration
Signer Authentication Email plus optional SMS code or 2FA
Required Attachments Upload ID copies when matching is needed
Conditional Fields Show employer history only if chosen scope
Audit Trail Capture IP, timestamp, and action log

Where to file and who receives the signed Background Check Form

A completed form routes to the ordering employer or manager, the consumer reporting agency when required, and is retained by the HR or records team for audit purposes.

  • Upload: Save signed form to secure document repository
  • Send to vendor: Provide applicant data to the reporting agency
  • Receive report: Vendor returns the consumer report to requester
  • Archive: Store authorization and report per retention policy

Technical requirements for electronic Background Check Forms

Use a platform that supports secure file formats, strong audit trails, access controls, and integrations with HR systems to streamline screening.

  • File formats: PDF and DOCX supported
  • Authentication: Email, SMS code, or 2FA
  • Integrations: HRIS, ATS, and cloud storage

Timelines and processing expectations for background checks

Understand expected vendor turnaround, required notice timing, and retention obligations so decisions comply with federal and state rules and the applicant's rights are protected.

Typical turnaround:

24–72 hours for most consumer reporting agencies

Pre-adverse notice:

Provide disclosure and copy before adverse action (15 U.S.C. §1681)

Adverse-action notice:

Send final notice and summary of rights after decision (15 U.S.C. §1681)

Record retention:

Keep authorization and report per retention rules and audits

State variations:

Some states add disclosures, restrictions, or timing requirements

Common mistakes to avoid when preparing Background Check Forms

  • Leaving required fields blank or using nicknames that prevent accurate record matching and delay screening results.
  • Failing to include state-specific disclosure language where required, creating the risk of statutory violations and fines.
  • Not documenting the applicant's signed consent or using an e-signature without an adequate audit trail to prove attribution.
  • Skipping the FCRA pre-adverse and adverse-action steps when a report influences a negative employment or tenancy decision.

Potential penalties and legal risks from incorrect background checks

FCRA liability: Civil damages and statutory penalties
Employment claims: Discrimination or wrongful termination exposure
Privacy fines: State privacy law enforcement actions
Data breach risk: Notification and remediation costs
Regulatory fines: Penalties for process failures
Reputational harm: Loss of trust with candidates

Comparison: signNow and other eSignature vendors for Background Check Forms

Pricing and feature availability vary; signNow appears first. Verify competitor plan details with each vendor for the plan that matches your volume and compliance needs.

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 (plan-dependent) Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Real-world examples: Background Check Forms in practice

Organizations across sectors use Background Check Forms to streamline screening, document consent, and maintain audit-ready records for regulatory review.

Optica Ventures — Brian Fitzgibbons

Brian Fitzgibbons uses Background Check Forms to simplify applicant screening across platforms.

  • The focus is on ease of completion and accurate consent.
  • "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers." He reports fewer follow-ups and clearer records for audits.

Fertility Centers of Illinois — John Butler

John Butler applies standardized authorizations to ensure compliance and secure data handling.

  • Consistency reduces administrative friction across clinics.
  • "The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company." Their workflows preserve chain-of-custody and audit logs.

Frequently asked questions about Background Check Forms

Answers to common practical questions about form validity, electronic signatures, consent, and post-report actions for employers and landlords.


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