Is an electronic signature valid?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and the Uniform Electronic Transactions Act adopted in most states, electronic signatures are legally binding for most transactions. Exceptions include wills, certain court filings, and other statutorily excluded documents.

Usually no. Background Check Request Forms do not typically require notarization. However some states or specific credentialing bodies may insist on notarized authorization; use remote online notarization where accepted and verify state requirements before requesting notarization.

How long are records kept?

Retention depends on purpose: keep for active employment term; retain a minimum of three years per IRS guidance (IRC §6501(a)); retain HIPAA-related records for six years (45 CFR §164.530(j)). Consult state law for longer retention obligations.

What if the report is incorrect?

If a consumer report contains inaccuracies, follow FCRA procedures: provide a copy to the subject, allow time to dispute, permit vendor reinvestigation, and issue pre-adverse and final adverse action notices as appropriate to avoid legal liability.

Can I use electronic delivery?

Yes. Electronic delivery and e-signing are acceptable if you obtain consent, demonstrate the signer's ability to access the record, and preserve a reproducible record per ESIGN consumer disclosure rules, particularly for consumer-facing transactions.

Is vendor liability covered?

Vendors may make errors; ensure contracts allocate responsibility and include indemnities. Maintain audit trails and copies of authorizations to support disputes. For PHI handling, require a Business Associate Agreement as required by HIPAA.

Electronic Signature
Templates
Miscellaneous
Background Check Request Form

Background Check Request Form

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

BACKGROUND CHECK REQUEST FORM

Parties and Request

Client Name: Screening Provider Name: Request Date:

Recitals

WHEREAS, Client Name: seeks to obtain background screening services for purposes of employment, contracting, or placement decisions; and

WHEREAS, Screening Provider Name: is a provider of consumer and investigative background checks and agrees to provide such services subject to the terms of this Request and the accompanying Service Agreement terms below; and

WHEREAS, the parties desire to set forth the requested scope of screening, payment terms, confidentiality protections, and the candidate authorization needed to obtain legally permissible records and reports.

Scope of Work

Describe the services requested (scope and limitations):

Candidate Information

Candidate Full Legal Name: Other Names / Aliases:

Date of Birth: Last 4 of SSN:

Current Address:

Requested Searches

Select requested search components (provider will furnish reports as permitted by law):

Criminal history (county/state/federal) Sex offender registry

Civil filings / civil litigation Credit report (if lawful and disclosed)

Employment verification Education verification

Motor vehicle record / driving history Professional license verification

Drug testing (if requested and lawful)

Authorization and Candidate Acknowledgment

By signing below the Candidate authorizes Screening Provider and Client to obtain consumer reports, investigative reports, employment and education verifications, motor vehicle records, and other records as indicated above. Candidate expressly consents to the procurement of such reports for the permitted purposes identified and understands that the information will be used to evaluate suitability for employment, contracting, or placement.

Candidate Printed Name:

Candidate Affirmation: I certify that I have read and understand this authorization and that the information I have provided is true and complete.

Candidate Signature: Date:

Payment Terms

Fee Amount (per candidate): Billing Schedule and Payment Terms: Late Fee or Interest:

Term and Termination

Effective Date: Termination / End Date:

Notice Period for Termination (days):

Either party may terminate this agreement for convenience upon written notice given in accordance with the Notices provision below. Termination shall not relieve Client of its obligation to pay for services performed and reports already ordered or delivered prior to effective termination.

Confidentiality

Screening Provider will treat all candidate data, reports, and personal information as confidential and will not disclose such information except to Client, as required by law, or to its agents performing the services. Client shall use reports only for permissible purpose(s) and shall restrict dissemination to authorized personnel with a need to know. Both parties shall implement reasonable safeguards to protect personal information from unauthorized access.

Release, Liability and Indemnity

Client and Candidate each release Screening Provider from liability for any claim arising from the procurement and reporting of public and consumer records performed in accordance with law, except for willful misconduct. Client agrees to indemnify and hold harmless Provider from liabilities arising from Client's misuse of reports, improper reliance, or failure to comply with applicable disclosure and adverse action requirements.

Governing Law; Entire Agreement

This Request and the parties' rights and obligations hereunder shall be governed by the substantive laws of the state selected by the parties. Any dispute arising under this Request shall be resolved in courts of competent jurisdiction in that state. This Request, together with any exhibits or ordered service descriptions, constitutes the entire agreement between the parties with respect to the subject matter and supersedes prior negotiations and representations.

Notices and Contacts

Client Notice Contact: Provider Notice Contact:

Any notice required or permitted under this Request shall be in writing and delivered to the addresses provided above or by other agreed-upon means. Delivery by electronic transmission is effective upon receipt by the intended recipient.

The parties certify that the person signing on behalf of Client and Provider is duly authorized to enter into this Request and to bind the respective party to its terms.

Client:

By:

Date:

Screening Provider:

By:

Date:

What the Background Check Request Form Is and When It Applies

The Background Check Request Form is a standardized document used by employers, landlords, volunteer organizations, and licensing boards to seek authorization from an individual to obtain criminal history, employment verification, education records, or credit reports. The form documents consent, identifies the subject, specifies the scope of the check, and records requester details. Properly completed forms provide evidence of lawful consent under federal and state e-signature laws and clarify permissible uses and disclosure limits. This template focuses on required data fields, common variations, and practical completion guidance for U.S. use.

Why a Clear Request Form Reduces Legal and Operational Risk

A Background Check Request Form creates a documented record of consent, narrows the scope of permitted inquiries, and reduces legal risk by specifying purposes and retention. It supports compliance with ESIGN and UETA when signed electronically and clarifies requester responsibilities under applicable privacy laws.

Who Typically Completes This Form

Typical users who complete or request the Background Check Request Form include employers, landlords, human resources, and licensing boards.

Human resources and recruiters conducting pre-employment screening, verification, and onboarding tasks.
Property managers and landlords verifying tenant criminal and rental history.
Volunteer coordinators and nonprofit staff screening individuals for safety-sensitive roles.

Organizations of all sizes use tailored versions; larger entities often add authorization limits, background vendor details, and data retention clauses.

Core elements to include on a professional Background Check Request Form

Essential elements ensure consent, identity verification, scope definition, vendor authorization, signature, and retention terms are clear and enforceable for both paper and electronic execution.

Consent

Explicit authorization language describing what background checks may be obtained (criminal, employment, education, credit), the purpose of the check, and a clear statement that the subject consents to the release of records.

Identity

Fields for full legal name, date of birth, current and prior addresses, and government ID details to help match records and reduce mistaken identity in searches.

Scope

Specify timeframes, jurisdictions, record types (state, federal, nationwide), and exclusions. Limit scope to job-related or licensing needs to comply with fair credit and employment laws.

Vendor Authorization

Authorize a named background screening vendor or permit any authorized provider; include release of liability and instructions for disputing inaccuracies found during the search by the subject.

Signature Block

Provide signature, printed name, title (if applicable), date, and a checkbox indicating consent to electronic signature. Note whether notarization or witness is required and specify acceptable authentication methods (email link, SMS code, KBA).

Retention

State how long authorization and background check records will be retained, destruction procedures, and contact for records requests to comply with ESIGN, UETA, and applicable privacy laws.

Security and compliance considerations for form data

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

Certifications: SOC 2 Type II, ISO 27001, PCI DSS

HIPAA: HIPAA compliant; BAA required for PHI

Legal Frameworks: ESIGN and UETA support electronic execution

Accessibility: WCAG 2.0 Level AA support

Audit Trail: Detailed timestamps, IP, and action logs

Step-by-step: completing and authorizing the form

Follow these steps to complete and authorize a Background Check Request Form for employment or tenancy screening.

01

Prepare form: Enter requester and subject identification details accurately.
02

Define scope: Select types of checks and timeframe limits.
03

Authorization: Obtain signature and record electronic consent method.
04

Retain record: Store copies per retention policy and legal requirements.

How background check requests are typically processed

Typical routing: requester uploads the form, assigns fields, sends to signer, then the vendor or HR runs the checks.

Upload: Attach completed request and supporting IDs.
Assign: Place signature and verification fields.
Send: Email or secure link delivered to signer.
Process: Vendor performs checks and returns results.

Configuring an online workflow for background check requests

Configure online workflow fields, signer authentication, and vendor routing to match regulatory and employer requirements.

Field	Configuration
Signer Authentication	Email link, SMS one-time passcode, or knowledge-based answer
Signature Type	Electronic signature with audit trail; optional digital signature
Vendor Routing	Automatic send to selected screening vendor via API or email
Retention Policy	Set archival period and secure storage location with access controls

Delivery and authentication options to support secure submission

Electronic submission options include secure email, vendor APIs, remote notarization, and eSignature platforms that provide audit trails.

Integrations: HRIS, ATS, and applicant tracking systems
Formats: PDF, DOCX, and secure attachments
Authentication: Email OTP, SMS, or KBA options

Typical timelines and processing expectations

Key timelines cover vendor processing, adverse-action procedures, signer response periods, and record retention schedules used in most U.S. compliance workflows.

Vendor Turnaround:

Local checks: 24–72 hours; nationwide searches: 3–7 days typical.

Signer Response:

Allow at least 3–5 business days for signer questions or document corrections.

Pre-Adverse Notice:

Provide disclosure and copy of report before adverse action; commonly allow 5 business days to dispute.

Results Delivery:

Deliver findings securely; employer may receive raw reports within 24–48 hours of completion.

Adverse Action Final:

Send final adverse action notice after considering any dispute; retain copies per retention policy.

Common preparation mistakes that slow or invalidate requests

Using imprecise authorization language that fails to list specific check types can invalidate consent or trigger vendor rejections and compliance questions under consumer reporting laws.
Collecting incomplete identity data (missing DOB or previous addresses) increases false-matches and delays, often requiring follow-up that extends processing time by days.
Failing to provide clear pre-adverse and adverse action notices after receiving reports leads to statutory exposure and may require remediation under the FCRA.
Retaining printed copies without secure storage or lacking a retention schedule may violate state privacy laws and complicate breach response obligations.

Condensed list of legal and operational risks

FCRA Liability: Statutory and actual damages for violations

State Fines: Civil penalties and attorney fees possible

Discrimination Risk: ADA and EEOC claims for improper use

Privacy Breach: Data exposure may trigger notification laws

Contract Risk: Vendor errors can create indemnity claims

Operational Delay: Incomplete forms slow hiring or placement

eSignature pricing and feature comparison relevant to Background Check Request Forms

Comparison of common eSignature plans and key features relevant when completing Background Check Request Forms.

	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	Yes, 7-day trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Real-world examples of electronic background check authorizations

Sample use cases show how organizations streamline authorization and compliance with electronic Background Check Request Forms.

Optica Ventures

Optica Ventures replaced paper authorizations with an electronic Background Check Request Form to accelerate applicant processing and reduce manual data entry errors.

Result: faster turnarounds and fewer follow-ups.
As Brian Fitzgibbons, COO, said, "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers." The company notes improved compliance documentation and fewer missing consents.

Tech Data

Tech Data integrated electronic Background Check Request Forms into its customer and vendor onboarding workflows to reduce cycle time and centralize records.

Integration improved processing speed and control.
Bob Dutkowsky, CEO, reported that the solution improved internal and external customer service while increasing speed to revenue; audit trails and integrations supported faster reconciliation and compliance checks.

Frequently asked questions about completing and submitting the form

Answers to frequent questions on completing, signing, and submitting Background Check Request Forms, and how to address common compliance concerns.

Need help? Contact support

Is an electronic signature valid?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and the Uniform Electronic Transactions Act adopted in most states, electronic signatures are legally binding for most transactions. Exceptions include wills, certain court filings, and other statutorily excluded documents.
Do I need a notary?
Usually no. Background Check Request Forms do not typically require notarization. However some states or specific credentialing bodies may insist on notarized authorization; use remote online notarization where accepted and verify state requirements before requesting notarization.
How long are records kept?
Retention depends on purpose: keep for active employment term; retain a minimum of three years per IRS guidance (IRC §6501(a)); retain HIPAA-related records for six years (45 CFR §164.530(j)). Consult state law for longer retention obligations.
What if the report is incorrect?
If a consumer report contains inaccuracies, follow FCRA procedures: provide a copy to the subject, allow time to dispute, permit vendor reinvestigation, and issue pre-adverse and final adverse action notices as appropriate to avoid legal liability.
Can I use electronic delivery?
Yes. Electronic delivery and e-signing are acceptable if you obtain consent, demonstrate the signer's ability to access the record, and preserve a reproducible record per ESIGN consumer disclosure rules, particularly for consumer-facing transactions.
Is vendor liability covered?
Vendors may make errors; ensure contracts allocate responsibility and include indemnities. Maintain audit trails and copies of authorizations to support disputes. For PHI handling, require a Business Associate Agreement as required by HIPAA.

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