What if consent is missing?

Do not order the report without valid, documented consent. If consent was verbal only, obtain written or electronic confirmation before procurement to reduce FCRA risk and ensure a clear audit trail.

Is an electronic signature valid?

Yes. Electronic signatures meet federal standards under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and reliable record retention are present.

How do I correct a data error?

If the report contains inaccurate information, instruct the candidate to dispute with the consumer reporting agency and document all communications; retain copies of dispute and vendor responses.

Can the request be updated?

Yes. Create an amended request with a new date and signature; retain both versions for audit purposes to show the change history and authorization trail.

Who may sign the request?

An authorized HR representative or the candidate signs consent; a hiring manager may approve scope but should not sign candidate consent on the candidate's behalf.

What supporting documents are needed?

Attach copies of government ID, proof of address if required, and any licensing documents needed to match the candidate to specialized records requested by the vendor.

Electronic Signature
Templates
HR
Employee BGC Request

Employee BGC Request

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

EMPLOYEE BACKGROUND CHECK REQUEST

Request Details

Requesting Manager Department

Request Date: Position Title:

Proposed Start Date Proposed Salary

Applicant / Employee Personal Information

Full Legal Name

Other Names Used (maiden, aliases):

Current Address

Phone: Email:

Date of Birth: Place of Birth (City, State/Country):

Social Security Number

Position & Screening Requested

Employment Type: Location/Worksite:

Select background checks to be performed (check all that apply)

National criminal history search County criminal record search Sex offender registry search

Motor vehicle record (MVR) Drug screening Fingerprinting / biometric check

Consumer credit report Education verification Employment verification

Professional license verification Other (describe below)

If Other, describe

Driver's License Number (if MVR requested) State of Issuance

Employment History (most recent first)

Employer 1 — Company Name

Job Title: From: To:

Primary responsibilities Reason for leaving Employer 2 — Company Name

Job Title: From: To:

Primary responsibilities Reason for leaving

Education

Highest Degree / Credential Institution Graduation Date Major / Field

References

Reference 1 — Name

Relationship: Phone: Email:

Reference 2 — Name

Relationship: Phone: Email:

Reference 3 — Name

Relationship: Phone: Email:

Legal Disclosures & Notices

At-Will Employment: Nothing in this background check request or in any communication relating to it constitutes a promise of employment for any definite period. Employment, if offered and accepted, is at-will and may be terminated by either party at any time, with or without cause or notice, except where prohibited by law.

Equal Opportunity: The company is an equal opportunity employer and conducts employment-related decisions without regard to legally protected characteristics. Background screening will be applied consistently in accordance with applicable law.

Authorization and Certification by Applicant/Employee

Employee Name: hereby authorizes the company and its agents to obtain consumer reports and investigative consumer reports for employment purposes, including but not limited to criminal history, credit history (where applicable), motor vehicle records, education and employment verifications, professional license verifications, and drug testing as indicated above.

I further authorize current and former employers, educational institutions, law enforcement agencies, courts, licensing authorities, references, and other organizations to provide relevant information requested by the company or its designated screening provider. I release all such persons and entities from liability for furnishing such information in good faith.

I acknowledge that information obtained may be considered in determining suitability for employment. I understand that a criminal conviction will not necessarily disqualify me and that any adverse employment decision may be subject to applicable notice and appeal procedures.

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 falsification or omission of material information may result in withdrawal of an offer or termination of employment.

Consent to Ongoing Checks: I consent to periodic or subsequent background checks during the course of employment where permitted by law.

Authorization to Contact Previous Employers: I authorize the company to contact my prior employers and professional references for purposes of employment verification and reference checks.

Applicant Certification (signature required below)

By signing below I confirm that I have read and understand this Authorization and Certification and authorize the checks and releases described above.

Printed Name:

Signature:

Date:

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

An Employee BGC Request is a standardized authorization and information form employers use to obtain consumer background checks for hiring or ongoing employment screening. It documents applicant identity, scope of screening (criminal, credit, driving record), and explicit consent to procure third-party consumer reports. The form also captures data needed for vendor matching, compliance with consumer reporting laws, and audit trails for later verification. Properly completed requests help ensure lawful use of consumer reports and consistent internal handling across hiring workflows.

Why a clear Employee BGC Request matters

A precise request reduces legal risk by documenting consent, narrow scope, and identity data needed to match reports. It speeds procurement, improves report accuracy, and supports consistent adverse-action processes where required by law, while creating a defensible audit trail for compliance reviews.

Typical users and recipients of the Employee BGC Request

Employers, HR teams, hiring managers, and third-party screening vendors use this form to request and process background checks consistently.

HR teams standardize consent and vendor selection across job classes to reduce errors and ensure uniform handling.
Hiring managers attach role-specific scope details and approve final authorization before a report request is submitted to vendors.
Background screening vendors receive the form to match records, verify identity, and deliver consumer reports for adjudication.

Use a single, auditable form per candidate to reduce disputes, support adverse-action requirements, and centralize record retention.

Who can sign and approve the request

Hiring Manager

The hiring manager is the business approver who confirms the screening scope and necessity. They sign or electronically approve the request to confirm job-relatedness and to document a legitimate purpose under consumer reporting rules.

HR Representative

An HR representative typically completes the form, verifies identity documents, obtains candidate consent, and uploads the completed request to the screening vendor or eSignature platform for execution and retention.

Key security and compliance data points to include

Encryption: TLS 1.2/1.3 in transit

Data at rest: AES-256 encrypted storage

Access logs: Detailed audit trail

BAA option: BAA required for PHI

Authentication: Multi-factor signer options

Retention policy: Configurable retention rules

Common mistakes to avoid when preparing the request

Missing or unclear consent language that fails to specify the consumer reporting agency and scope, creating FCRA compliance risk and potential consumer disputes.
Collecting excessive personal data (full SSN when last-four suffices) increases privacy exposure and can trigger unnecessary data-handling obligations.
Mismatched names or DOB between request and government ID that lead to incorrect vendor matches and extra vendor rechecks.
Failing to document pre-adverse and adverse-action steps, leaving the employer exposed to statutory damages and administrative enforcement.

Step-by-step: completing an Employee BGC Request

Follow a consistent sequence to collect consent, verify identity, and request the consumer report from a vendor while preserving an audit trail.

01

Prepare form: Select scope, fields, and required attachments.
02

Obtain consent: Provide clear disclosure and get written/electronic authorization.
03

Order report: Transmit data securely to the consumer reporting agency.
04

Adjudicate result: Document decision and follow adverse-action steps if needed.

Process flow: from request to report delivery

A repeatable flow reduces errors: prepare, verify, send, receive, and retain—each stage should produce a timestamped record.

Upload data: HR uploads the completed request and identity documents.
Place order: Request sent to the selected screening vendor.
Vendor matching: Vendor verifies identity and retrieves records.
Report delivery: Final report returned with audit metadata.

Essential elements to include in a professional Employee BGC Request

A professional request captures identity, consent, scope, vendor instructions, legal notices, and signature details to support accurate matches and compliance with consumer reporting obligations.

Applicant Identity

Full legal name, any aliases, date of birth, current and prior addresses, and at least last four digits of SSN to reduce false-positive matches.

Consent Language

Clear, standalone disclosure and authorization statement that states a report will be obtained and that consent is given; include consumer rights language if required.

Screening Scope

Specify the types of checks requested (criminal, motor vehicle, credit, education, employment verification) and date ranges where applicable.

Vendor Instructions

Identify the consumer reporting agency or vendor, vendor account code, and any special matching instructions or jurisdictional constraints.

Adverse Action Notes

Fields to record pre-adverse notice dates, copy of report provided, and final adverse action justification to document compliance steps.

Signature Block

Place for dated signature or eSignature, signer contact details, and checkboxes confirming rights disclosures were received and understood.

Digital workflow settings to configure for reliable processing

When automating the request, configure identity checks, signer authentication, retention, and notifications to match your compliance and HR policies.

Field	Configuration
Identity proofing	KBA or government ID verification
Background vendor	Select vendor account and vendor code
eSign method	Email link with optional SMS code
Retention settings	Automated retention per policy

Technical and integration requirements for eSubmission

Confirm platform capabilities before sending requests to ensure secure data transfer, audit trails, and vendor integrations.

Integrations: Salesforce, NetSuite, Google Workspace supported
Document formats: PDF, DOCX, HTML supported
Authentication: SMS, email, or advanced auth options

Verify available connectors with your vendor and ensure the platform supports required compliance controls such as BAAs, audit logs, and configurable retention.

Selected eSignature vendor pricing and feature comparison

Overview comparing starting prices, trials, and core features relevant for processing Employee BGC Requests. Confirm plan details with each vendor before purchase.

	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 vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (plan dependent)	Yes (plan dependent)	Yes (plan dependent)	Yes (plan dependent)	No
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

Material risks and potential penalties for improper requests

FCRA Liability: 15 U.S.C. §1681 — statutory damages possible

Civil Litigation: Private suits and class actions risk

Regulatory Fines: Enforcement actions and penalties

Invalid Consent: Report suppression or rework required

Data Breach Risk: Exposure of PII leads to notice obligations

Hiring Delays: Operational costs and lost productivity

Practical tips for accurate and efficient completion

Adopt consistent practices to minimize rework, protect privacy, and reduce legal exposure when administering background checks.

Obtain clear consent

Use a standalone, prominent disclosure and a dated signature or eSignature that plainly states the employer will obtain a consumer report; retain a copy of the signed authorization for audit purposes.

Limit scope to role

Request only checks relevant to the job (e.g., driving record for driving roles) to reduce privacy intrusion and improve match accuracy while minimizing unnecessary vendor costs.

Verify identity first

Confirm name, DOB, and last-four SSN or government ID before ordering the report to reduce false matches and vendor recheck fees.

Document adverse steps

When taking adverse action, preserve the report copy, provide the consumer summary, and document dates of pre-adverse and final notices to demonstrate compliance.

Timing considerations and common deadlines

Plan timing for consent, report procurement, and any required notices to allow orderly review and comply with adverse-action obligations.

When to request:

Request after conditional offer or as permitted by state law.

Pre-adverse action:

Provide the report and summary and allow reasonable time to respond.

Final adverse action:

Issue final notice after considering candidate response and documentation.

I-9 records:

Retain employment eligibility records per 8 CFR §274a.2 requirements

Vendor turnaround:

Expect 24–72 hours for typical national checks; longer for county searches.

Frequently asked questions about Employee BGC Requests

Answers to common questions about consent, eSigning, corrections, and what to do if a report is inaccurate.

Need help? Contact support

What if consent is missing?
Do not order the report without valid, documented consent. If consent was verbal only, obtain written or electronic confirmation before procurement to reduce FCRA risk and ensure a clear audit trail.
Is an electronic signature valid?
Yes. Electronic signatures meet federal standards under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and reliable record retention are present.
How do I correct a data error?
If the report contains inaccurate information, instruct the candidate to dispute with the consumer reporting agency and document all communications; retain copies of dispute and vendor responses.
Can the request be updated?
Yes. Create an amended request with a new date and signature; retain both versions for audit purposes to show the change history and authorization trail.
Who may sign the request?
An authorized HR representative or the candidate signs consent; a hiring manager may approve scope but should not sign candidate consent on the candidate's behalf.
What supporting documents are needed?
Attach copies of government ID, proof of address if required, and any licensing documents needed to match the candidate to specialized records requested by the vendor.

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