Establishing secure connection…Loading editor…Preparing document…

Employee Criminal History Check

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

Employee Criminal History Check

Personal Information

Date of Birth:    Place of Birth:

Phone:    Email:

Position Information

Residence History (Last 7 Years)

From:    To:

From:    To:

Employment History (Most Recent Two Employers)

From:    To:

From:    To:

Education

References (Professional)

Criminal History Disclosure

Have you ever been convicted of, pled guilty to, or pled nolo contendere to a criminal offense? Please answer honestly. A conviction is not an automatic bar to employment; the nature, date, and relevance to the position will be considered.

Yes No

Authorization and Consent

I hereby authorize the prospective employer, its employees, agents, and any third-party investigative or consumer reporting agency retained by the employer to obtain and review my criminal history, conviction records, arrest records, and related public records for employment purposes to the extent permitted by law. This authorization expressly includes a national, state, and county criminal records search and any fingerprint-based search as required. I further authorize the release of such records to the employer.

I understand that information obtained as part of this background check will be considered in determining my suitability for the position. I understand that any false statement, omission, or concealment of fact may be cause for denial of employment or termination if employed.

Consent (check all that apply):

National criminal records check
State criminal records check
County criminal records check (for jurisdictions where I have resided or worked)
Fingerprint-based background check if required

I authorize any person or entity that has information about me to disclose such information to the employer or its agents. I release the employer and any person or entity providing information from liability for damages that may result from furnishing the requested information.

Applicant Certification and Acknowledgement

By signing below, I certify that all information provided in this form is true, correct, and complete to the best of my knowledge. I understand that any intentional misrepresentation or omission may result in disqualification from consideration or immediate termination if employed. I acknowledge that I have received notice that a background check may be requested, and I consent to such a check in accordance with applicable law.

I understand that I have the right to withdraw this authorization at any time by providing written notice to the employer, except to the extent that action has already been taken in reliance on this authorization. To the extent required by law, I understand I may be entitled to a copy of any consumer report obtained.

Acknowledgement of At-Will Employment and Equal Opportunity

Submission of this form does not constitute an offer of employment. If employed, I understand that my employment with the employer is at-will, meaning either the employer or I may terminate the employment relationship at any time, with or without cause or notice, to the fullest extent permitted by law.

The employer is an equal opportunity employer and makes employment decisions without regard to protected characteristics as defined by applicable law. The employer will consider relevant convictions in a manner consistent with applicable law and policy.

Additional Information

Applicant 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 Criminal History Check Is and when it’s used

An Employee Criminal History Check is a pre‑employment screening record that reports an applicant’s criminal convictions, pending charges, and relevant public records across jurisdictions. Employers use it to evaluate fit and safety for roles that involve trust, security, or regulatory obligations. The check typically aggregates county, state, and federal criminal records, and may include sex offender registry searches and national criminal index checks depending on the vendor and scope.

Why a clear, compliant criminal history check matters

A properly prepared Employee Criminal History Check reduces hiring risk, helps meet regulatory requirements, and documents lawful decision‑making. It supports consistent screening, fair notice to applicants under the FCRA, and defensible adverse action processes.

Why a clear, compliant criminal history check matters

Who typically requests or completes this check

Employers, HR teams, and background‑screening vendors commonly request Employee Criminal History Checks as part of standard pre‑employment screening workflows.

  • HR and Talent Acquisition teams managing applicant screening and compliance across multiple roles.
  • Compliance and risk officers overseeing regulated hires and audit trails for background searches.
  • Hiring managers for safety‑sensitive or fiduciary positions who need objective screening data.

Use consistent procedures across roles and document decisions to reduce discrimination risk and to satisfy adverse action notice requirements under applicable federal and state law.

Step-by-step: Completing an Employee Criminal History Check

Follow these steps to collect information, order the report, and handle results consistently.

  • 01
    Collect Consent: Obtain written or electronic consent before ordering a consumer report.
  • 02
    Provide Accurate Inputs: Enter full name, DOB, address, and SSN/last four as required.
  • 03
    Order Search: Select county, state, and national search scope based on role risk.
  • 04
    Review & Act: Apply FCRA pre‑adverse and adverse action procedures if considering denial.

Customizing the online screening workflow

Configure vendor options, authentication, and routing before launch to ensure compliance and auditability.

Field Configuration
Authentication Level Email link | SMS code | ID verification when required
Conditional Fields Show prior address inputs if applicant lived elsewhere
Vendor Selection Choose vendors offering county + national coverage
Notification Routing Send results to HR and compliance distribution lists

Where the report goes and how results are shared

Understand the routing so reports are secured and available to the right decision makers.

  • Order Placement: Submit request to background‑check vendor with applicant inputs.
  • Vendor Search: Vendor queries county, state, and national indices per scope.
  • Report Delivery: Vendor delivers PDF/secure link to authorized recipients.
  • Record Storage: Store report in a secure HR system with limited access.

Technical and integration considerations for eSubmission

Choose a platform that supports secure upload, audit trails, and the integrations you need for HR and compliance systems.

  • Integrations: Connect to ATS and HRIS such as Salesforce, NetSuite, and Microsoft 365 for automated workflows.
  • Formats Supported: Accept and export PDF and DOCX; preserve audit trails and timestamps in exported files.
  • Authentication: Support email link, SMS codes, and vendor KBA or credential checks as required.

Ensure the platform you choose encrypts data in transit and at rest, enforces role‑based access, and provides a clear audit trail for compliance.

Timelines and processing expectations

Processing times vary by scope and jurisdiction. Plan workflows so legal notices and record retention deadlines are met.

Typical Turnaround:

County searches: 24–72 hours; multi‑jurisdiction checks can take up to 7 business days.

Pre‑Adverse Action:

Provide applicant a copy of the report and FCRA summary before final adverse decisions.

Adverse Action Notice:

Send a final adverse action notice promptly after the decision is made.

Record Retention Trigger:

Retention begins when the report is created or when a hiring decision is made.

Re‑Screening Cadence:

Establish periodic rechecks (commonly annual) for safety‑sensitive roles.

Essential information fields for the check

Full Name: Applicant legal name
Date of Birth: MM/DD/YYYY
SSN / Last 4: Full SSN or last four digits
Current Address: Street, city, state, ZIP
Consent: Signed authorization
Signature: Signed and dated

Key legal and operational risks to avoid

FCRA Noncompliance: Civil liability and statutory damages
Discrimination Risk: EEOC claims for disparate impact
Data Breach Exposure: Regulatory fines and notification costs
Invalid Consent: Report inadmissible and process void
Incorrect Record Reliance: Wrongful denial or hire decisions
State Penalties: Statutory fines or administrative actions

Common mistakes that delay or invalidate checks

  • Submitting incomplete names or nicknames causes false negatives and slows matching.
  • Skipping clear, dated consent forms exposes employers to FCRA enforcement actions.
  • Failing to document the adverse action process leads to poor audit defensibility.
  • Ordering overly broad searches without a legal basis can raise privacy and scope concerns.

Core components of a professional Employee Criminal History Check

A comprehensive check combines clear consent, defined scope, vendor reliability, and secure handling to support fair hiring decisions.

Consent and Disclosure

Explicit applicant authorization and the FCRA disclosure/notice are documented; these form the legal basis for obtaining consumer reports and for any adverse action steps.

Search Scope

Define county, state, national, and sex‑offender registry coverage; narrower, role‑based scopes limit privacy exposure and reduce irrelevant matches.

Criminal Record Sources

Combine county courthouse records, statewide repositories, and federal indices where needed to create a defensible, verifiable report.

Adverse Action Workflow

Include pre‑adverse disclosure with a copy of the report, allow a reasonable response period, then issue a final notice with required content.

Data Security

Protect reports with encryption, access controls, and audit logs to meet privacy obligations and limit unauthorized exposure.

Retention & Documentation

Record search parameters, vendor identity, report version, and decision rationale for later review and dispute handling.

Saving, exporting, and supporting documents

Ensure consistent file formats and supporting documents are attached to preserve context and auditability.

Export Options

Save signed reports as PDF/A or PDF with embedded audit trail and timestamp for admissibility and long‑term archiving.

File Formats

Commonly use PDF and DOCX; maintain original vendor report and system export for reconciliation.

Supporting Documents

Attach consent forms, identity documents, and vendor disclaimers to the report record to document compliance steps.

Audit Record

Keep an accessible audit trail showing who ordered, viewed, and acted on the report, with timestamps.

Comparison: eSignature vendor pricing and core features

Basic plan pricing and common feature availability across popular eSignature providers. signNow is shown 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 Yes, 7‑day trial Yes, limited trial Yes, limited trial Yes, limited trial Yes, limited trial
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Real examples of criminal history checks in practice

Organizations use digital checks to speed hiring while maintaining compliance and auditability.

Martin Properties — Tim Martin

We process checks online for property management hires to remain compliant and efficient.

  • Result: faster tenant and employee screening outcomes.
  • I can process and execute all of these documents online with 100% compliance and built‑in security, whether on mobile or offline, improving turnaround and recordkeeping.

Fertility Centers — John Butler

Clinical staff screening required detailed county and national checks for credentialing.

  • Result: consistent documentation for credential files.
  • The airSlate SignNow team has been exceptional, responsive, and the API has been great; we maintain compliance and efficient signature collection across locations.

Practical tips for accurate, defensible background checks

Follow tested practices to reduce error, protect privacy, and document fair decision making.

Use clear, documented consent
Provide a standalone disclosure and obtain written or electronic consent before ordering any consumer report; retain the consent with the report for auditability and dispute response.
Limit scope to job relevance
Define searches based on the role and regulatory obligations; avoid unnecessarily broad queries that increase privacy risk and potential legal exposure.
Follow FCRA adverse action steps
If a report influences a hiring decision, provide the consumer report copy and summary of rights before adverse action, then issue a final adverse action notice after the decision.
Secure storage and access control
Store reports with encryption, role‑based access, and a retained audit trail showing who viewed and acted on the information.

Frequently asked questions about Employee Criminal History Checks

Answers to common questions about consent, accuracy, adverse actions, and storage to help operationalize your process.


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.