Is written consent required for background checks?

Yes. Employers must obtain written authorization before ordering a consumer background report in most circumstances; include a clear disclosure of use and, if using electronic consent, follow ESIGN requirements for consumer disclosure and demonstrable consent.

Can the form be signed electronically?

Yes. Electronic signatures satisfy ESIGN and UETA where not excluded; document electronic consent and maintain a reproducible record. For consumer-facing screening, provide ESIGN consumer disclosure and the ability to withdraw consent per 15 U.S.C. ch. 96.

What personal data should be collected?

Collect only job-relevant identifiers: full legal name, date of birth, address history, and either full or last-four Social Security number as required by the screening vendor. Avoid unnecessary data to reduce privacy risk and compliance exposure.

How long must I keep CRC records?

Retain forms while the employee is active and for a period afterward consistent with federal and state requirements. Common practice is at least three years post-termination; healthcare-related records may require six years under HIPAA (45 CFR §164.530(j)).

Who can sign or authorize this form?

The applicant must sign to provide consent. An authorized HR representative may complete employer fields and certify review. For certain state or agency processes, notarization or witness signatures may also be required; consult state rules for authentication.

What are common form mistakes to avoid?

Incomplete identifiers, unsigned consent lines, incorrect dates, and mismatched names are frequent errors. Using unclear search scope or omitting ESIGN consumer disclosure when e-signing can create legal risk and delay processing by screening vendors.

Electronic Signature
Templates
HR
Employee CRC Form

Employee CRC Form

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

Employee CRC Form

Purpose: This Criminal Record Check (CRC) authorization enables the employer to request and review criminal conviction information and related background information for employment suitability, security clearance, or ongoing personnel evaluation. Complete all sections legibly. Incomplete forms may delay processing.

Personal Information

Full legal name Current address

Phone:

Email:

Date of birth:

Other names or aliases used (including maiden names) Government ID (select all that apply)

Driver's License Passport State ID Other

ID number (provide number for selected ID)

Position Information

Position title Department

Reporting manager:

Proposed start date:

Salary/Rate:

Employment type

Full-time Part-time Contractor Temporary

Employment History (most recent first)

Employer 1 — Company

Title:

From:

To:

Primary responsibilities Reason for leaving

Employer 2 — Company

Title:

From:

To:

Primary responsibilities Reason for leaving

Education

Highest degree or credential Institution

Graduation date:

Additional education or certifications

Professional References

Reference 1

Phone:

Email:

Reference 2

Phone:

Email:

Reference 3

Phone:

Email:

Legal Disclosures

At-Will Employment: If hired or currently employed, the employment relationship is at-will unless a separate written agreement signed by an authorized representative of the employer states otherwise. Either the employee or the employer may terminate the relationship at any time, with or without cause or notice, subject to applicable law.

Equal Opportunity: The employer is an equal opportunity employer. Decisions are made without regard to protected characteristics under applicable law. Consideration for employment will be based on job-related qualifications.

Authorization, Consent and Release

I hereby authorize the employer and its agents to obtain and review criminal history records, conviction information, and related background information about me from courts, law enforcement agencies, correctional facilities, and consumer reporting agencies for employment purposes. I understand that such reports may include records of convictions, pending charges, and other relevant criminal history information.

I consent to the release of such records and information to the employer. I authorize the employer to use this information in considering my application for employment, continued employment, promotion, or assignment. I also authorize the employer to obtain supplemental information, including fingerprint-based checks where required by law or the employer's policy.

I release and hold harmless the employer and any individuals or entities providing information from any and all claims, liabilities, and damages arising from the obtaining, use, or disclosure of such background information, to the extent permitted by law. I understand that a conviction does not automatically disqualify me; the employer will consider the nature, date, and relevance of any convictions in relation to the position.

I authorize the employer to obtain and review criminal history records I consent I decline

May we contact previous employers as part of this background check? Yes No

Have you ever been convicted of a crime (excluding minor traffic violations)? Check one and provide details if yes.

Yes No

If yes, explain (include date, jurisdiction, and disposition)

Applicant Certification

I certify that all information provided on this form is true, complete, and correct to the best of my knowledge. I understand that any false statement, omission, or misrepresentation may disqualify me from consideration or be grounds for termination if discovered after hire. I authorize the release of any information necessary to verify the contents of this form and my suitability for employment.

I understand that the employer will collect, retain, and use the information provided for purposes related to employment and in compliance with applicable privacy laws. I acknowledge that I have read and understand this authorization and consent and that I sign it voluntarily.

Printed name:

Signature:

Date:

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

Employee CRC Form is a written authorization and report used by employers to request and record a criminal records check for job candidates or current staff. The form documents applicant consent, identifying details, information sources, and the scope of the background search, and it records the hiring organization's verification steps. Typically it includes name, date of birth, Social Security number or partial identifier, address history, and signature and date lines to meet consent requirements. Properly completed, the form supports compliant background screening workflows and documents the employer's decision process.

Why a structured Employee CRC Form matters

Using an Employee CRC Form documents informed consent, standardizes data collection, and creates an audit trail that supports compliance with electronic signature laws and consumer screening rules. It reduces ambiguity in hiring decisions and helps demonstrate consistent procedures if challenged.

Who typically completes and relies on this form

Employers, HR professionals, and third-party screening vendors commonly use the Employee CRC Form when performing background checks.

Small and medium businesses conducting pre-employment screening for compliance and safety.
Healthcare and education employers with sensitive-access roles requiring stricter vetting.
Staffing agencies screening many applicants where consistent documentation is necessary.

Auditors, legal teams, and compliance reviewers also reference the completed form when assessing hiring decisions or responding to disputes.

Core elements to include in a professional Employee CRC Form

A professional Employee CRC Form combines clear consent language, identity fields, scope of search, vendor details, signature blocks, and recordkeeping instructions to support defensible background checks.

Consent

Explicit consent statement authorizing a criminal records check, including the consumer-report nature of the search, affirmative signature line, and any required ESIGN consumer disclosure for electronic consent.

Identity Data

Fields for full legal name, date of birth, current and prior addresses, and partial Social Security number or other identifier to assist accurate matching by screening vendors.

Search Scope

Clear description of which records will be searched (local, state, federal, sex offender registry), the lookback period, and any exclusions or limitations, and who will receive the results.

Vendor Info

Name and contact of the background screening vendor, vendor license numbers if applicable, and a statement describing the report's intended use and retention period for employer files.

Adverse Action

Instructions for adverse action procedures including pre-adverse notices, copy of the report, summary of consumer rights, and timeframe for final decision per FCRA best practices.

Signature

Signature and date fields for the applicant, witness or HR representative lines as required, for records and a checkbox confirming electronic consent where e-signatures are used.

Step-by-step: completing and authorizing the form

Follow these steps to complete and authorize an Employee CRC Form, whether using paper or an eSignature workflow.

01

Prepare Form: Confirm employer name, job title, and screening scope.
02

Collect ID: Obtain government ID and matching personal details.
03

Get Consent: Applicant signs consent; note electronic consent if used.
04

Submit: Send to screening vendor or store in HR records.

How electronic submission and eSigning typically flow

A secure eSubmission workflow lets HR collect consent, send to vendor, receive reports, and archive results with audit trails.

Upload Document: Attach completed form PDF to the signing workflow.
Assign Signers: Add employee email and HR reviewer role.
Authenticate: Use email link, SMS code, or advanced verification.
Archive: Save signed PDF with audit trail and metadata.

Recommended eSignature workflow settings for CRC processing

Configure the eSignature workflow to capture consent, apply authentication, send results to the vendor, and store records securely.

Field	Configuration
Notification	Email to signer and HR copy; reminders on schedule
Authentication	Email link or SMS code; KBA optional
Retention	Store signed copy 7 years; encrypted at rest
Vendor Delivery	Secure API or encrypted email to screening vendor
Access Controls	Role-based access with audit logging

Security and compliance considerations for storing CRC forms

Encryption: TLS 1.2/1.3 in transit, AES-256 at rest

Certifications: SOC 2 Type II, ISO 27001, PCI DSS

HIPAA: BAA available for protected health information

ESIGN & UETA: Compliant with ESIGN and UETA standards

Audit Trail: Timestamped events, IP, signer attribution

Access Controls: Role-based access and SSO options

Timing and processing expectations for Employee CRCs

Key timing for Employee CRC Form includes consent collection, I-9 retention triggers, vendor turnaround expectations, and adverse action procedures where applicable.

Consent Before Screening:

Obtain signed consent before ordering any criminal background check.

Vendor Turnaround:

Typical vendor reports arrive in 1–7 business days depending on scope.

I-9 Retention:

Retain I-9 forms for three years after hire or one year after termination.

Adverse Action Notice:

Provide pre-adverse notice and allow candidate time to respond per FCRA practice.

Record Retention:

Keep CRC records per retention policy and applicable federal or state requirements.

eSignature vendor comparison for processing Employee CRC Forms

Compare common eSignature options for processing the Employee CRC Form; signNow appears first per vendor comparison guidance.

	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 free trial	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about the Employee CRC Form

Answers to frequent questions about completing, signing, and storing the Employee CRC Form, including eSignature and privacy considerations.

Need help? Contact support

Is written consent required for background checks?
Yes. Employers must obtain written authorization before ordering a consumer background report in most circumstances; include a clear disclosure of use and, if using electronic consent, follow ESIGN requirements for consumer disclosure and demonstrable consent.
Can the form be signed electronically?
Yes. Electronic signatures satisfy ESIGN and UETA where not excluded; document electronic consent and maintain a reproducible record. For consumer-facing screening, provide ESIGN consumer disclosure and the ability to withdraw consent per 15 U.S.C. ch. 96.
What personal data should be collected?
Collect only job-relevant identifiers: full legal name, date of birth, address history, and either full or last-four Social Security number as required by the screening vendor. Avoid unnecessary data to reduce privacy risk and compliance exposure.
How long must I keep CRC records?
Retain forms while the employee is active and for a period afterward consistent with federal and state requirements. Common practice is at least three years post-termination; healthcare-related records may require six years under HIPAA (45 CFR §164.530(j)).
Who can sign or authorize this form?
The applicant must sign to provide consent. An authorized HR representative may complete employer fields and certify review. For certain state or agency processes, notarization or witness signatures may also be required; consult state rules for authentication.
What are common form mistakes to avoid?
Incomplete identifiers, unsigned consent lines, incorrect dates, and mismatched names are frequent errors. Using unclear search scope or omitting ESIGN consumer disclosure when e-signing can create legal risk and delay processing by screening vendors.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now