Can an investigation authorization be signed electronically?

Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in adopting states, provided the process demonstrates signer intent, consent to electronic records, attribution, and reliable retention.

When is FCRA disclosure required?

Provide a clear, standalone FCRA disclosure and obtain written authorization before obtaining a consumer report from a screening vendor; follow FCRA adverse‑action procedures if you rely on the report in hiring.

What if a candidate disputes a report?

Follow the screening provider's dispute process, allow time for reinvestigation, and do not take adverse action until the dispute is resolved and you have complied with FCRA timing rules.

Are credit checks allowed for all roles?

No. Credit checks must be job‑related and permissible under state law; document the business necessity and obtain explicit consent when required.

How long should investigation records be kept?

Retain based on applicable federal and state rules; typical retention is employment duration plus several years, with HIPAA and IRS minima where relevant.

Do I need a notarized authorization?

Not usually for standard background checks, but certain documents (power of attorney or state‑specific attestations) may require notarization or witnesses per state law.

Electronic Signature
Templates
HR
Employee Background Investigation

Employee Background Investigation

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

EMPLOYEE BACKGROUND INVESTIGATION

Requesting Department/Company: Position Applied For:

Personal Information

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

Date of Birth: Social Security Number (last 4):

Current Address

Primary Phone: Email:

Position Information

Department / Unit

Hiring Manager: Proposed Start Date:

Employment Type: Full-Time Part-Time Temporary/Contract

Employment History (Most Recent First)

Employer 1

Company Name Title / Position

From: To:

Primary Responsibilities Reason for Leaving

Employer 2

Company Name Title / Position

From: To:

Primary Responsibilities Reason for Leaving

Education

Highest Degree or Certification Institution

Graduation Date:

Professional References

Reference 1

Name

Phone: Email:

Relationship

Reference 2

Name

Phone: Email:

Relationship

Reference 3

Name

Phone: Email:

Relationship

Criminal History & Driving Record

Have you ever been convicted of or pleaded nolo contendere to a felony or misdemeanor? Yes No

If yes, provide dates, jurisdiction, and disposition

Do you have a valid driver's license? Yes No If yes, State: Number:

Authorization and Release

I hereby authorize the Company, its agents and third-party service providers to obtain consumer reports and investigative consumer reports regarding my background for employment purposes. Such reports may include, but are not limited to, verification of education, employment, driving record, professional credentials, criminal history, credit history where job-related, and other information permitted by law. I understand that such reports may be obtained prior to or during my employment and that the information obtained may be used in making employment decisions.

I authorize any person, past employer, educational institution, law enforcement agency, licensing agency, consumer reporting agency, and any other entity to provide the Company and its agents with any and all information regarding me that may be requested. I release and hold harmless any such person or entity from liability for disclosure of such information and release the Company, its agents and employees from any liability relating to the procurement or use of such information.

I understand that if any adverse action is to be taken because of information contained in a consumer or investigative report, the Company will provide me with notice of the adverse action and any additional information required by applicable law prior to taking action.

I further authorize the Company to conduct job-related drug and alcohol testing where permitted by law as a condition of employment or continued employment.

I authorize the Company to contact former employers and references listed herein and to obtain and verify all information provided on this form. I acknowledge that falsification, omission, or misrepresentation of information may result in denial of employment or immediate termination of employment, if employed.

At-Will and Equal Opportunity Statements

I understand that, if hired, my employment will be on an at-will basis unless a written agreement signed by an authorized representative of the Company states otherwise. Either the Company or I may terminate the employment relationship at any time, with or without cause or notice.

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

Applicant Certification

I certify under penalty of perjury that the information I have provided on this form is true, complete, and correct to the best of my knowledge. I understand that any false statements, misrepresentations or omissions may disqualify me from consideration for employment or result in termination if discovered after hire.

Additional Comments (optional)

I acknowledge and agree to the terms above. By signing below I authorize the background investigation described herein.

Printed Name:

Signature:

Date:

What an Employee Background Investigation Is

An Employee Background Investigation is a formal process employers use to verify a candidate's identity, work history, education, criminal record, professional licenses, and other job-relevant data. It typically combines public-record checks, fingerprint or state-level criminal searches, employment and reference verification, and targeted credit or driving-record checks when lawful and job-related. Employers use the results to assess candidate suitability, manage workplace risk, and satisfy regulatory or contractual requirements for safety-sensitive or fiduciary roles.

Why this document matters for hiring and compliance

A well-constructed Employee Background Investigation protects the workplace, reduces hiring risk, and documents due diligence. Electronic execution is generally enforceable under ESIGN (15 U.S.C. ch. 96) and UETA where adopted, subject to statutory exceptions.

Which organizations and roles typically issue this investigation

Employers, HR teams, background-screening vendors, and hiring managers request or complete investigations as part of hiring or periodic re‑screening.

HR and Talent Acquisition teams conducting pre‑employment screening and onboarding
Compliance, Risk, and Security teams for regulated or safety‑sensitive positions
Staffing agencies and contractors verifying contingent workforce credentials

Use depends on role sensitivity, regulatory obligations, and company risk tolerance; smaller employers may use commercial screening services while larger employers integrate checks into HRIS workflows.

Core components of a professional background investigation

A comprehensive investigation groups checks into discrete, documented sections so results are reproducible and legally defensible. Design the document to capture consent, scope, disclosures, and authorization signatures clearly.

Consent & Disclosure

Clear written authorization that explains the types of checks, who will receive results, and any consumer‑reporting rights under the Fair Credit Reporting Act when consumer reports are used.

Identity Verification

Full legal name, date of birth, and government ID reference to match records across criminal, credit, and licensing databases.

Criminal Records

Scope and jurisdictions checked (local, state, federal, national) plus date ranges and any adjudication filtering rules the employer will apply.

Employment History

Positions, employers, dates, and verification authorizations for former employers and professional references, including consent to contact.

Education & Licenses

Institutions, degrees or certifications, license numbers, and verifying authority or board where applicable.

Driver, Credit, Other Checks

Motor vehicle records and credit reports only where job‑related and permissible by law; document job‑related justification and applicant consent.

Step-by-step: completing and issuing an investigation

Follow these sequential steps to collect consent, run checks, and manage results while preserving auditability.

01

Prepare Form: Assemble consent, disclosures, and required data fields.
02

Obtain Consent: Have candidate sign authorization and consumer disclosures if applicable.
03

Run Searches: Order criminal, employment, education, and other applicable checks.
04

Review Results: Evaluate findings, document decisions, and notify candidate per FCRA if adverse action follows.

Configuring an online screening workflow

Set up fields and authentication to balance user convenience with verification strength and regulatory obligations.

Field	Configuration
Authentication Level	Email link or SMS OTP; use stronger KBA for high‑risk hires
Conditional Fields	Show additional consent if credit or driving records are requested
Document Attachments	Allow uploads for IDs or licenses with size/type restrictions
Audit Trail Settings	Capture IP, timestamp, and signer attribution for each action

Technical considerations for electronic completion and delivery

Choose a platform that supports secure uploads, configurable fields, and a robust audit trail for legal defensibility.

Authentication: Email, SMS, or knowledge‑based options
File Formats: PDF, DOCX, and common image types
Integrations: HRIS, ATS, and cloud storage

Typical electronic submission and processing flow

This flow shows common handoffs from request to clearance and how records are preserved for audit.

Prepare Request: HR drafts authorization and selects search scope
Candidate Signs: Candidate completes electronic authorization
Screening Provider: Vendor executes checks and returns report
Decision & Record: Employer documents outcome and stores results securely

Essential security and compliance details to record

Encryption in Transit: TLS 1.2/1.3

Encryption at Rest: AES‑256

Audit Trail: Timestamped action log

HIPAA Status: BAA required if PHI present

FCRA Notice: Required for consumer reports

Retention Policy: Documented and enforced

Common pitfalls to avoid when preparing investigations

Using incomplete identifiers (missing DOB or prior addresses) that produce false negatives and require rechecks, delaying hiring.
Failing to provide clear FCRA disclosures before obtaining consumer reports, exposing the employer to statutory liability.
Requesting credit or driving records without documented, job-related justification and local legal review, which can violate state law.
Storing reports insecurely or without retention rules, risking HIPAA, state privacy, or data‑breach compliance failures.

Potential legal and operational consequences of errors

FCRA Violations: Civil penalties and damages

I-9 Noncompliance: Fines per violation

Privacy Breach: Notification and statutory penalties

Adverse-Action Errors: Required reinvestigation and remedies

State Law Noncompliance: Licensing or enforcement sanctions

Reputational Harm: Candidate relations impact

Typical timelines and internal deadlines to set

Establish clear internal deadlines to keep hiring moving while allowing lawful time for searches, verifications, and candidate responses.

Candidate Completion Window:

3–7 business days from request to return authorization

Screening Provider Turnaround:

24–72 hours for standard checks; longer for multi‑jurisdiction searches

Adverse Action Notice:

Provide pre‑adverse and final notice per FCRA timelines

I-9 Documentation:

Complete and retain per 8 CFR §274a.2 timing rules

Record Retention Start:

Retention begins on report creation or hire date, whichever applies

Key milestones in the background investigation lifecycle

Track these numbered milestone stages from request through final disposition to ensure timely completion and compliance.

01

1. Authorization Obtained

Candidate signs consent and disclosures so checks may legally proceed

02

2. Searches Ordered

Provider executes criminal, employment, and credential checks

03

3. Results Returned

Reports arrive and are logged into the applicant record

04

4. Decision & Notice

Employer documents decision and issues FCRA notices if required

eSignature vendor pricing and capability snapshot for investigations

Comparison of entry pricing and key features to consider when choosing an eSignature provider for background authorization and consent 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	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes

Realistic examples of how investigations are used

These concise scenarios show common patterns and outcomes when employers apply a structured investigation process.

Healthcare Screening

A midsize clinic requires credential and sanction checks for new nurses

Clinic requests licensure and DEA verification
The process reduced onboarding delays by standardizing documentation, ensured grant compliance, and provided a clear audit trail for credentialing decisions.

Real Estate Agent Hire

A regional brokerage screens license status and criminal history for new agents

Candidate completes eAuthorization quickly
Standardized checks prevented an unsuitable hire, preserved client trust, and shortened time to commissionable activity.

Frequently asked questions about Employee Background Investigations

Answers to common questions about authorization, eSigning, adverse action, and recordkeeping when conducting background investigations.

Need help? Contact support

Can an investigation authorization be signed electronically?
Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in adopting states, provided the process demonstrates signer intent, consent to electronic records, attribution, and reliable retention.
When is FCRA disclosure required?
Provide a clear, standalone FCRA disclosure and obtain written authorization before obtaining a consumer report from a screening vendor; follow FCRA adverse‑action procedures if you rely on the report in hiring.
What if a candidate disputes a report?
Follow the screening provider's dispute process, allow time for reinvestigation, and do not take adverse action until the dispute is resolved and you have complied with FCRA timing rules.
Are credit checks allowed for all roles?
No. Credit checks must be job‑related and permissible under state law; document the business necessity and obtain explicit consent when required.
How long should investigation records be kept?
Retain based on applicable federal and state rules; typical retention is employment duration plus several years, with HIPAA and IRS minima where relevant.
Do I need a notarized authorization?
Not usually for standard background checks, but certain documents (power of attorney or state‑specific attestations) may require notarization or witnesses per state law.

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