Establishing secure connection…Loading editor…Preparing document…

Employee BGC Form

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

EMPLOYEE BGC FORM

Personal Information

Date of birth:

Social Security Number:

Primary phone:

Email address:

Position Information

Proposed start date:

Salary/Rate:

Employment type (select all that apply):

Authorization and Disclosure Regarding Background Investigation

I certify that the information I have provided on this form is true and complete. I understand that as a condition of my employment or continued employment, the employer may obtain one or more consumer reports and/or investigative consumer reports concerning my background for employment purposes. These reports may include, but are not limited to, verification of my education, employment history, professional credentials, criminal history, driving records, credit history where job-related, and drug testing.

I hereby authorize the employer and its designated agents to obtain such background information. I also authorize any person, business, or law enforcement agency contacted to furnish any and all information concerning me to the employer or its designated agent. I release all persons and entities providing information from any and all liability for damages arising from providing such information.

This authorization shall be valid for the duration of my employment and for a reasonable period following separation to the extent permitted by law. I understand that I may revoke this authorization by providing written notice, but such revocation will not affect action taken prior to receipt of the revocation.

Background check components requested (check each authorized):

Employment History

Provide your last two employers. Include full company name and complete address. Do not substitute 'See Resume.'

Phone:

Title:

Supervisor:

Start date:

End date:

Phone:

Title:

Supervisor:

Start date:

End date:

Education

Graduation date:

Professional References

Provide three professional references who can verify your qualifications and work history.

Phone:

Email:

Phone:

Email:

Phone:

Email:

Legal Acknowledgements

At-Will Employment: I understand that, unless otherwise agreed in a separate written contract signed by an authorized representative of the employer, my employment is at-will. This means either I or the employer may terminate the employment relationship at any time, for any lawful reason, with or without cause or notice.

Equal Opportunity: The employer is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, or other protected characteristics under applicable law.

Authorization to Contact: I expressly authorize the employer, its agents, and designated screening providers to contact former employers, educational institutions, licensing authorities, and listed references for purposes of verifying the information I have provided. I further authorize those persons and entities to release to the employer any information they may have regarding my background.

Certification: I certify under penalty of perjury that the information contained in this form is true, complete, and correct to the best of my knowledge. I understand that falsification, omission, or misrepresentation of facts on this form or in the course of the background investigation may be grounds for denial of employment, or if employed, termination.

Applicant Certification and Release

By signing below, I hereby authorize the employer and its agents to obtain consumer reports and investigative consumer reports for employment purposes. I authorize the release of information and records including, but not limited to, academic, credit, criminal, driving, employment verification, and disciplinary records. I release any provider or source of such information from liability for releasing such information in good faith.

I understand that information obtained through the investigative process may be confidential and retained by the employer or its agent. I further understand that the employer will comply with applicable legal requirements before taking any adverse employment action based on a background report.

Applicant Printed Name:

Signature:

Date:

Enter text✕
Prepare your document for signing right on this page
  • 01 Edit the text and complete the fields
  • 02 Click Sign Now and on the next screen add recipients and signature fields in SignNow
  • 03 Start your free trial to sign and send your doc
Sign Now

What the Employee BGC Form Is and when it’s used

The Employee BGC Form (Employee Background Check Form) is a standardized employer document used to obtain an applicant’s or employee’s informed consent to a background check, to collect identifying details, and to document disclosures required by federal and state law. It typically includes the candidate’s full name, date of birth, address history, Social Security number (when permitted), disclosure and authorization language, and applicant acknowledgements. Employers use the form to comply with the Fair Credit Reporting Act (FCRA) and with state consumer reporting laws when ordering consumer reports or investigative background checks.

Why a clear Employee BGC Form matters

A compliant form documents consent, reduces legal risk, and creates a reliable record of disclosures and authorizations that background check vendors and employers need to proceed lawfully.

Why a clear Employee BGC Form matters

Who prepares and signs the Employee BGC Form

Employers and HR teams prepare the form; applicants or employees provide personal data and sign.

  • Hiring managers and HR staff handle distribution and intake during recruiting or onboarding.
  • Applicants or current employees complete identifying fields and provide written authorization for checks.
  • Background screening vendors receive the form and accompanying identification to produce consumer reports.

Third-party screening vendors receive signed authorization copies to run checks and to document chain-of-custody.

Core sections to include in a professional Employee BGC Form

A complete form groups identification, consent language, scope of check, signature, and record-retention instructions so each party understands what is being authorized.

Identification

Full legal name, dates of birth, previous addresses, and the exact SSN format if the check requires it; accuracy limits mismatches.

Disclosure

Clear, standalone disclosure that a consumer report may be obtained; must be separate from other notices to satisfy FCRA best practice.

Authorization

Explicit, written authorization that permits the employer or consumer reporting agency to access specified records and databases.

Scope

Specify which checks will be run (criminal, civil, education, employment verification, motor vehicle record) and any geographic or date range limits.

Adverse Action

A short statement describing next steps if the report leads to adverse action, including pre-adverse and final adverse notice procedures.

Signature Block

Signer name, signature, signature type (wet or electronic), and date; include contact for revocation or questions.

Essential data fields to collect on the Employee BGC Form

Full Name: First, middle, last
Date of Birth: MM/DD/YYYY
Current Address: Street, city, state, ZIP
Previous Addresses: Last 7–10 years
SSN (if needed): Last 4 or full as required
Driver License: State and number

Step-by-step: fill and submit the Employee BGC Form

Use this sequence to collect consent, send the file to the screening vendor, and document any follow-up actions.

  • 01
    Prepare Form: Customize scope and disclosure language.
  • 02
    Collect Data: Applicant fills identification and signs.
  • 03
    Send to Vendor: Provide signed form and required IDs.
  • 04
    Document Action: Record delivery, results, and any adverse action steps.

Where completed forms typically go and who processes them

Background check workflows commonly route the signed form from HR to a consumer reporting agency, then to the hiring manager with audit records retained.

  • HR Intake: HR verifies fields and collects ID.
  • Screening Vendor: Vendor runs checks per scope.
  • Results Review: Hiring manager reviews vendor report.
  • Adverse Action: HR issues pre-adverse/adverse notices when needed.

Configuring an online background-check workflow

Set fields, authentication, routing, and retention before sending the form to candidates.

Field Configuration Name, DOB, address, SSN (conditional)
Authentication Email link, SMS code, or KBA per risk
Routing HR → vendor → hiring manager
Notifications Auto-notice for missing fields
Retention Policy Store signed form per retention rules

Digital signing and technical prerequisites

Verify platform encryption, audit trails, and authentication options to ensure legal admissibility and vendor acceptance.

  • Encryption: TLS in transit; AES-256 at rest
  • Audit Trail: IP, timestamp, and action log
  • Authentication: Email, SMS, or stronger KBA

Timelines and typical processing expectations

Processing times vary by scope; document retention and action deadlines are time-sensitive for notices and adverse actions.

Vendor Turnaround:

Standard checks often return in 1–7 business days

Pre-Adverse Notice:

Issue promptly after relying on report results

Final Adverse Notice:

Send after review and within reasonable time

I-9 Retention:

See federal rule: 3 years after hire or 1 year after termination

Payroll Records:

Retain per 29 CFR §516.5 (3 years)

Common mistakes to avoid when preparing the Employee BGC Form

  • Combining consent with unrelated contractual terms can render disclosure non-compliant and increase legal risk.
  • Failing to obtain a separate, standalone disclosure when required by FCRA or state law causes vendor rejections.
  • Collecting unnecessary PII (e.g., full SSN when not required) increases privacy risk and regulatory exposure.
  • Not preserving the audit trail or signed copy undermines ability to demonstrate consent in disputes.

Key legal risks and potential penalties

FCRA Exposure: Civil liability and statutory damages
State Violations: Penalties under state consumer laws
Privacy Breach: Regulatory fines and remediation costs
Employment Claims: Discrimination or adverse-action suits
Recordkeeping Failures: Loss of defense in litigation
Reputational Harm: Candidate and public trust loss

eSignature vendor comparison for Employee BGC Form workflows

Key pricing and compliance features that matter for background-check consent forms are shown below; signNow appears first per platform comparisons.

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 Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Real-world uses of the Employee BGC Form

Representative examples show common scenarios for using a standardized consent and authorization form.

Healthcare Hiring

A hospital requests a signed BGC form as part of credentialing for clinical staff

  • Form includes criminal and license checks
  • The employer attaches a BAA and retains the signed form for credentialing and compliance audits.

Education Background Check

A school district collects authorized checks for new teachers

  • Fingerprinting and child-safety screenings are specified
  • Results feed into hiring decisions and are stored under district retention policies.

Practical tips for accurate and efficient completion

Follow these practices to reduce friction, protect privacy, and preserve evidentiary value of signed forms.

Separate Disclosure
Provide an unambiguous, standalone disclosure before the authorization to comply with FCRA best practices.
Limit Data Collection
Collect only the data required for the scope of the check to minimize privacy risk.
Use Strong Authentication
Leverage SMS, email tokens, or identity verification for higher-risk roles.
Document Adverse Action
Keep pre-adverse and final adverse notices with the signed form and vendor report.

Who may sign or authorize the Employee BGC Form

Applicant

An applicant or prospective employee signs the authorization to permit the employer or consumer reporting agency to obtain the background report. The signature must be attributable and indicate informed consent.

Authorized HR Representative

An HR officer or designated hiring manager may complete employer fields, certify the purpose of the check, and forward the signed authorization to the screening vendor.

Frequently asked questions about the Employee BGC Form

Answers to common questions about e-signing, consent, recordkeeping, and state considerations for background-check authorizations.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users
Sign Now
Company
Forms
Pricing
Resources
Knowledge base
Other Products
© 2026 airSlate Inc. All rights reserved.