Do I need written consent?

Yes. Under the FCRA you must provide a clear disclosure and obtain written authorization before procuring a consumer report for employment. Keep a copy of the signed authorization with the file.

Can I use e-signatures for authorization?

Yes. Electronic signatures satisfy ESIGN and UETA requirements when intent and consent are captured and the record is retained and reproducible.

When must I give a pre-adverse action notice?

Provide a copy of the consumer report and a summary of rights before taking adverse action to allow the applicant to dispute inaccuracies.

How long must I retain screening records?

Retention depends on the record type; retain authorizations and adverse-action materials at minimum for one year and follow federal and state retention requirements where longer periods apply.

What if the candidate refuses to provide SSN?

Explain why the SSN is required for accurate matching; without it some searches may be less reliable and may require applicant-supplied verification or alternate identifiers.

Are there state-specific restrictions?

Yes. Many states and municipalities restrict when criminal history can be asked (ban-the-box) or how records are considered; check applicable state and local rules before finalizing forms.

Electronic Signature
Templates
HR
Employee Background Check Paperwork

Employee Background Check Paperwork

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

EMPLOYEE BACKGROUND CHECK PAPERWORK

Personal Information

Full Legal Name Other Names Used (aliases, maiden names)

Date of Birth

Social Security Number

Current Address

Primary Phone

Email Address

Driver's License Number

Issuing State

Position Information

Position Applied For / Job Title

Department

Hiring Manager / Supervisor

Anticipated Start Date

Authorization for Background Check

I hereby authorize the Company, its agents, and independent screening providers to investigate my background for purposes of evaluating my suitability for employment and continued employment. This authorization includes, without limitation, checks of criminal records, civil records, credit history (where permitted by law for the position sought), motor vehicle records, education and professional credentials, and verification of prior employment and references. I understand that the scope of the background investigation will be limited to job-related information.

Select the types of checks to be authorized (check all that apply):

Criminal history check
Credit history check (if applicable and permitted by law)
Motor vehicle record / driving history
Education and credential verification
Employment history verification
Drug and substance screening (if required)

I further acknowledge receipt of this Authorization and consent to allow the Company and its agents to obtain consumer or investigative consumer reports and to use such reports in employment decisions. I understand that I may request disclosure of the nature and scope of any investigative consumer report.

State(s) of Residence in the Past Seven Years

Employment History (Most Recent First)

Employer 1

Company Name Company Address

Job Title

Dates Employed

Primary Responsibilities Reason for Leaving

Employer 2

Company Name Company Address

Job Title

Dates Employed

Primary Responsibilities Reason for Leaving

Education

Highest Degree or Certification Institution

Major / Field of Study

Graduation Date

Honors / Professional Licenses

References (Professional)

Reference 1

Name

Phone

Email

Relationship

Reference 2

Name

Phone

Email

Relationship

Reference 3

Name

Phone

Email

Relationship

Legal Disclosures

At-Will Employment: If employed, I understand that my employment is at-will, meaning either I or the Company may terminate the employment relationship at any time, with or without cause or notice, unless a written agreement signed by an authorized representative of the Company provides otherwise.

Equal Opportunity: The Company is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by applicable law.

Conviction Disclosure: You are not required to disclose sealed or expunged records. A conviction will not necessarily disqualify you from employment; rather, the Company will evaluate all relevant circumstances. You may provide details below for any conviction the Company should consider.

Convictions to Disclose (if any)

Applicant Certification and Authorization

I certify that all information provided on this form is true, complete, and correct to the best of my knowledge. I understand that any falsification, omission, or misrepresentation of facts may result in denial of employment or immediate termination of employment if discovered after hire.

I authorize all persons, schools, employers, law enforcement agencies, courts, and other organizations to release information to the Company and its designated agents regarding my background as requested. I release such persons and entities from liability that may arise from providing such information.

Applicant Initials (type initials)

By signing below I acknowledge that I have read and understand this authorization and certification. I understand that the Company may use electronic means to deliver, store, and process this authorization and any results and that a photocopy, electronic image, or facsimile of this authorization has the same authority as the original.

Applicant Name:

Signature:

Date:

What the Employee Background Check Paperwork Is

Employee Background Check Paperwork is the set of written disclosures, consent forms, authorization statements, and records used to order, receive, and act on consumer background checks for employment purposes. Typical materials include an FCRA disclosure and authorization, identity verification details, job-specific consent forms, and any state-required notices. These documents document candidate consent, capture required identifiers, and create an audit trail to support hiring decisions while helping employers comply with federal and state consumer reporting laws.

Why Accurate Background Check Paperwork Matters

Clear, compliant paperwork protects employers and applicants by documenting consent, ensuring adherence to the Fair Credit Reporting Act and state laws, and preserving defensible records for adverse-action processes.

Who Typically Completes This Paperwork

Employers, HR teams, and third-party screening firms commonly manage background check paperwork on behalf of hiring managers.

HR and Talent Acquisition teams responsible for onboarding and compliance for new hires and internal transfers.
Third-party consumer reporting agencies (screening vendors) that receive signed authorizations and return reports to employers.
Hiring managers and legal teams who review results and administer any adverse-action steps when needed.

Proper role separation—who requests, who reviews, and who stores records—reduces legal risk and creates a consistent candidate experience.

Step-by-step: Completing and processing the paperwork

Follow these sequential steps to collect authorizations and run compliant background checks.

01

Prepare Document: Assemble disclosure, authorization, and job description.
02

Obtain Consent: Provide FCRA disclosure and secure written authorization before ordering.
03

Order Search: Send information to a CRA or screening vendor for checks.
04

Handle Results: Use adverse-action workflow when negative information influences hiring.

How the electronic background check workflow typically flows

This outlines the common routing when using an online system to capture consents and deliver reports.

Upload Forms: Prepare PDF or form template with required fields.
Invite Signer: Send candidate a secure signing link or email invite.
Vendor Order: Transmit completed authorization to the screening provider.
Record Results: Store report and audit trail in the HR system of record.

Typical online configuration settings for screening workflows

Configure your e-sign and screening workflow to capture required fields, control access, and retain audit records.

Field	Configuration
Disclosure Text	Customizable legal language; must be presented prior to ordering
Signature Method	Email link or SMS code; stronger auth reduces dispute risk
Retention Policy	Automatic retention per company rules and legal minimums
Access Controls	Role-based permissions for who may view reports

Technical considerations for e-submission and storage

Use an e-sign and document platform that supports secure delivery, audit trails, and the file formats your HR system accepts.

File Formats: PDF and DOCX are standard for templates
Integrations: APIs or connectors to HRIS and screening vendors
Authentication: Email link, SMS code, or higher-assurance methods

Ensure the platform supports AES-256 encryption at rest, TLS in transit, audit trails, and the ability to export signed records to your HRIS for long-term retention.

Essential elements to include in professional background check paperwork

A compliant packet combines clear disclosures, precise identifiers, purpose-limiting language, authentication controls, signature elements, and retention instructions.

FCRA Disclosure

A standalone disclosure statement that informs the applicant a consumer report may be obtained for employment purposes and must be shown before any report is ordered.

Written Authorization

A clear, dated authorization signed by the applicant that grants permission to obtain consumer reports and specifies the scope of allowed searches.

Scope and Purpose

Explicitly state the types of checks (criminal, education, motor vehicle) and limit use to hiring, promotion, or retention decisions.

Identity Details

Collect full name, DOB, SSN (if needed), and current and prior addresses to improve match accuracy and reduce false positives.

Adverse Action Language

Include steps the employer will take if information leads to denial, including pre-adverse and final adverse notices per FCRA practice.

Data Retention Notes

State how long records will be kept and who can access them; align retention with legal minimums and company policy.

Required information commonly captured on screening forms

Full Name: Given, middle, family

Date of Birth: MM/DD/YYYY

Social Security: XXX-XX-XXXX

Current Address: Street, city, state, ZIP

Job Title: Position applied for

Signature: Signed and dated consent

Key legal risks if paperwork is incorrect or incomplete

FCRA Noncompliance: Civil liability and statutory damages

I-9 Violations: Monetary fines for improper completion

State Penalties: Licensing or administrative fines

Adverse-Action Missteps: Reversal or penalty for failure to notify

Data Breach Exposure: Regulatory scrutiny and remediation costs

Discrimination Claims: Legal risk from inconsistent screening use

Common mistakes that delay background checks

Collecting incomplete identifiers (missing DOB or SSN) that prevent accurate record matching and cause vendor re-requests.
Using unclear or combined disclosure/authorization language that fails to document separate consumer consent as required by screening rules.
Ordering checks before obtaining explicit written consent, which can violate the FCRA and create liability.
Failing to follow a documented adverse-action process after receiving a report, leaving employers exposed to statutory claims.

Key timing and deadline considerations

Adhere to statutory and procedural timing: complete identity verification steps promptly, provide required notices, and preserve timelines for disputes and adverse actions.

FCRA Consent Timing:

Provide disclosure and obtain written authorization before ordering a consumer report.

I-9 Completion Window:

Employer must complete Section 2 within three business days of the employee's start date.

Pre-Adverse Action Notice:

Provide copy of report and summary of rights before taking adverse action.

Final Adverse Action Notice:

Send final notice with required information if you deny employment based on the report.

Record Retention Start:

Begin retention from the date of the report or hiring decision, per policy and law.

Example eSignature provider comparison for handling paperwork

Common criteria for electronic signing platforms used with background check paperwork: price, trial availability, bulk send options, audit trail, HIPAA support, and envelope or usage limits.

	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)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions about background check paperwork

Answers to common questions about consent, timing, and recordkeeping for employee background checks.

Need help? Contact support

Do I need written consent?
Yes. Under the FCRA you must provide a clear disclosure and obtain written authorization before procuring a consumer report for employment. Keep a copy of the signed authorization with the file.
Can I use e-signatures for authorization?
Yes. Electronic signatures satisfy ESIGN and UETA requirements when intent and consent are captured and the record is retained and reproducible.
When must I give a pre-adverse action notice?
Provide a copy of the consumer report and a summary of rights before taking adverse action to allow the applicant to dispute inaccuracies.
How long must I retain screening records?
Retention depends on the record type; retain authorizations and adverse-action materials at minimum for one year and follow federal and state retention requirements where longer periods apply.
What if the candidate refuses to provide SSN?
Explain why the SSN is required for accurate matching; without it some searches may be less reliable and may require applicant-supplied verification or alternate identifiers.
Are there state-specific restrictions?
Yes. Many states and municipalities restrict when criminal history can be asked (ban-the-box) or how records are considered; check applicable state and local rules before finalizing forms.

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