Can this form be signed electronically?

Yes. Electronic signatures are legally valid under the ESIGN Act and UETA where adopted when intent, consent, attribution, and retention are met; include an ESIGN consumer disclosure for consumer-facing transactions.

What minimum information is required?

At minimum, include the consumer's full legal name, identifying data needed for matching (date of birth, SSN if necessary), a clear purpose statement, the user identity, and an explicit authorization signature and date.

How can a consumer revoke authorization?

Consumers may generally withdraw consent; document the withdrawal, stop ordering further reports, and follow internal procedures for record-keeping and any obligations under applicable laws.

Is notarization or witness required?

Notarization and witness requirements vary by state and by document type; disclosure and authorization forms typically do not require notarization, but check state-specific rules for exceptional circumstances.

How long should I retain signed disclosures?

Retain signed disclosures for the active period plus a conservative post-termination timeframe; federal and industry rules often require three to seven years, with HIPAA at six years where applicable.

Can signNow support these eSignature requirements?

signNow supports ESIGN/UETA compliance, TLS 1.2/1.3 and AES-256 encryption, HIPAA with a BAA, detailed audit trails, integrations with common systems, and multiple pricing models to suit volume needs.

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Disclosure and Authorization for Consumer Reports

Disclosure and Authorization for Consumer Reports

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

What the Disclosure and Authorization for Consumer Reports Is

The Disclosure and Authorization for Consumer Reports is a standalone document that informs an individual that the requester may obtain one or more consumer reports (credit, background, or investigative) and secures the individual's written consent. It typically states the types of reports to be obtained, the purpose for the reports, the recipient or user of the information, and the period of consent. Under U.S. electronic-signature law, a valid consent may be captured electronically when the record and signature meet legal requirements for intent, attribution, and retention.

Why a Clear Disclosure and Authorization Matters

A properly drafted disclosure and authorization helps you comply with consumer-reporting rules, document consent, and preserve admissible evidence of authorization. It reduces legal risk, limits delays during hiring or credentialing, and ensures applicants understand how their consumer information will be used.

Who Typically Completes This Disclosure and Authorization

Organizations that request consumer reports almost always use this form to obtain informed consent before ordering a report.

Employers and HR teams verifying job applicants and employees with lawful hiring purposes.
Landlords and property managers screening rental applicants for credit and background history.
Financial services and lenders that need consumer credit information for underwriting.

Core Elements to Include in a Professional Disclosure and Authorization

A complete form balances legal clarity with concise language so the subject can readily understand what is requested and why.

Clear Disclosure

A plain-language statement that a consumer report may be obtained, specifying the types of reports and the intended purpose for use.

Identity of User

Name the company or person who will obtain and use the consumer report, including contact details to request additional information.

Authorization Language

A signed acknowledgement from the consumer giving permission to obtain the specified reports and to share results with listed parties.

Duration of Consent

State how long the authorization remains effective or the event that terminates consent, such as application withdrawal or employment end.

Adverse Action Procedures

Explain required steps if adverse action is contemplated, including pre-adverse notice and provision of the report and summary of rights where applicable.

Electronic Consent

If signed electronically, include an ESIGN-compliant disclosure that explains the right to receive paper and the method to withdraw consent.

Required Information and Security Indicators

Full name: Exact legal name

Date of birth: MM/DD/YYYY format

Contact details: Phone and email

Purpose statement: Specific permitted use

Signature and date: Signed and dated

Retention note: How long records retained

Step-by-step: Completing the Disclosure and Authorization

Follow these sequential steps to collect valid, auditable consent before ordering consumer reports.

01

Prepare the form: Include purpose, user identity, and duration.
02

Deliver disclosure: Provide the standalone disclosure before report ordering.
03

Obtain signature: Capture written or electronic consent with audit metadata.
04

Order report: Request reports only after consent is recorded.

Configuring an Online Workflow for Authorization

Set up a predictable electronic flow so disclosure, consent, and report ordering are auditable and enforceable.

Field	Configuration
Consent Delivery	Email link or in-app modal with required disclosure
Authentication	Email link or SMS OTP for signer verification
Audit Trail	Capture IP, timestamp, and action history
Retention Settings	Store signed record per legal retention policy

Where to Send or File the Completed Disclosure

Routing depends on organizational roles and whether reports are ordered by an internal team or a third-party vendor.

Background vendor: Upload signed disclosure to the consumer-reporting agency
HR or Hiring: Attach signed record to applicant file
Compliance file: Retain signed copy for audit and dispute defense
Applicant copy: Provide signed disclosure copy to the consumer

Digital Signing and eSubmission Requirements

Use an eSignature platform that provides a robust audit trail, secure storage, and appropriate compliance controls.

File formats: PDF and DOCX supported
Integrations: CRM, HRIS, and storage integrations
Security: TLS in transit; AES-256 at rest

Key Timing and Processing Expectations

Observe these timing rules to maintain compliance and keep applicants informed throughout the screening process.

Before report order:

Deliver the standalone disclosure and obtain consent before requesting any consumer report.

Pre-adverse notice:

Provide a copy of the report and summary of rights before taking adverse action when required.

Adverse action:

Follow required adverse-action notice procedures promptly after decision.

Consent renewal:

Reauthorize consent if report requests continue beyond the stated duration.

Record availability:

Provide signed records promptly if requested by the consumer or regulator.

Processing Milestones from Disclosure to Decision

A sequential view of the principal milestones helps coordinate HR, legal, and vendors.

01

Disclosure Delivered

Provide the disclosure and obtain explicit consent before action.

02

Report Ordered

Request the consumer report once consent is recorded.

03

Result Reviewed

Compare report findings with job criteria and corroborating evidence.

04

Decision Notified

If adverse action follows, issue required notices with report and summary.

Common Mistakes to Avoid

Using vague purpose language that does not clearly state lawful purpose, which can invalidate consent under consumer-reporting rules.
Bundling disclosure inside another agreement rather than presenting it as a clear, standalone notice prior to ordering reports.
Failing to capture or retain an auditable signature record, leaving the organization exposed in disputes or regulatory reviews.
Not providing the consumer with a copy of the report and summary of rights before adverse action when required.

Penalties and Risks from Incorrect or Missing Authorization

Statutory Liability: Civil damages and statutory penalties

Adverse-action risk: Invalid notices can trigger remedial obligations

Regulatory fines: Enforcement by consumer protection agencies

Reputational harm: Negative publicity and candidate distrust

Data-breach exposure: Unauthorized disclosures increase breach risk

Operational delays: Incomplete forms delay hiring or approvals

How This Form Differs from Similar Documents

Compare the Disclosure and Authorization to related documents typically used in screening and background-check processes.

Criteria	Disclosure & Authorization	Separate Consent
Document Type	standalone notice	attached clause
Timing	before report order	may be after application
Adverse Action Required	yes, when applicable	depends on documentation
Common Use	hiring and tenant screening	contractual agreements

eSignature Pricing Comparison for Disclosure and Authorization Workflows

Vendor pricing and feature availability influence platform selection for high-volume consent and disclosure workflows; signNow appears first for direct comparison.

	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 plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	Yes
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

Frequently Asked Questions about Disclosure and Authorization for Consumer Reports

Answers to common operational and compliance questions when creating, delivering, and retaining this authorization form.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are legally valid under the ESIGN Act and UETA where adopted when intent, consent, attribution, and retention are met; include an ESIGN consumer disclosure for consumer-facing transactions.
What minimum information is required?
At minimum, include the consumer's full legal name, identifying data needed for matching (date of birth, SSN if necessary), a clear purpose statement, the user identity, and an explicit authorization signature and date.
How can a consumer revoke authorization?
Consumers may generally withdraw consent; document the withdrawal, stop ordering further reports, and follow internal procedures for record-keeping and any obligations under applicable laws.
Is notarization or witness required?
Notarization and witness requirements vary by state and by document type; disclosure and authorization forms typically do not require notarization, but check state-specific rules for exceptional circumstances.
How long should I retain signed disclosures?
Retain signed disclosures for the active period plus a conservative post-termination timeframe; federal and industry rules often require three to seven years, with HIPAA at six years where applicable.
Can signNow support these eSignature requirements?
signNow supports ESIGN/UETA compliance, TLS 1.2/1.3 and AES-256 encryption, HIPAA with a BAA, detailed audit trails, integrations with common systems, and multiple pricing models to suit volume needs.

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