Can this report be signed electronically?

Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96, 2000) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.

Do I need applicant consent first?

If the report is a consumer report under the FCRA, obtain a clear, written disclosure and written authorization before ordering. Documenting consent is critical to avoid statutory liability.

How do I correct an inaccurate entry?

If an applicant disputes a record, document the dispute and follow FCRA reinvestigation timelines (typically 30 days) or work with the vendor to obtain source disposition documents.

Is notarization ever required?

Notarization is uncommon for criminal-history reports but may be required for certain attestations or state-specific affidavits; check state rules before notarizing.

Who can access the report?

Limit access to HR, compliance, and hiring managers on a need-to-know basis; treat all reports as sensitive personnel records under privacy and employment laws.

How long should I keep the report?

Follow federal minima (e.g., I-9 and IRS rules) and industry standards: generally retain for at least three years after filing or employment end, with longer periods for healthcare or tax contexts.

Electronic Signature
Templates
HR
Employee Criminal History Report

Employee Criminal History Report

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

EMPLOYEE CRIMINAL HISTORY REPORT

Personal Information

Full Name Date of Birth Last 4 digits of Social Security Number Current Address

Primary Phone

Email Address

Position Information

Position Title Department Reporting Manager

Start Date (if applicable)

Proposed Annual Salary

Employment History (most recent first)

Employer #1 — Company Name

Reason for Leaving Employer #2 — Company Name

Reason for Leaving

Education

Highest Degree or Certification Institution Graduation Date

References (professional)

Reference #1 — Name

Reference #2 — Name

Reference #3 — Name

Criminal History Disclosure (to be completed by employee)

Have you ever been convicted of a misdemeanor or felony, excluding minor traffic violations? Yes

Are there any criminal charges currently pending against you? Yes

Have you ever been arrested but not convicted for an offense that may be relevant to employment? Yes

If you answered "Yes" to any of the above, provide full details below for each matter — include offense, jurisdiction, date, disposition, sentence, and any court or disposition documents attached. List of attached court records or disposition documents (if any)

Background Check Authorization and Certification

I certify that all information in this report is true, complete and correct to the best of my knowledge. I understand that any omission or false statement may be grounds for denial of employment or disciplinary action up to and including termination.

I authorize the employer and its agents to obtain criminal history information about me for employment purposes, including but not limited to national, state, and local criminal records, fingerprint-based checks where required, and verification of any disclosures provided. I further authorize the release of any relevant records to the employer and waive any claim against any person or entity who provides such information in good faith.

Employee Authorization — check to indicate your consent I certify and authorize the background check and release described above.

For Human Resources Use Only — Background Check Results

Background check completed: Yes No

Date Background Check Completed Summary of Results / Findings HR Representative Name

Legal Notices

At-Will Employment: Nothing in this form or in any oral or written statement shall be construed to create a contract of employment for any definite period. Employment remains at-will and may be terminated by the employee or the employer at any time, with or without cause or notice, unless otherwise provided in a written employment agreement signed by an authorized representative of the employer.

Equal Opportunity: The employer provides equal employment opportunity to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or any other characteristic protected by law. Criminal history information will be considered only insofar as it is job-related and consistent with business necessity in accordance with applicable law.

Applicant Certification and Signature

By signing below, I certify under penalty of perjury that the information provided on this Employee Criminal History Report is true and complete. I understand that falsification, omission, or misrepresentation of facts may result in denial of employment or termination. I acknowledge that I have read and understand the authorization above and consent to release of records as described.

Employee Name:

Signature:

Date:

What an Employee Criminal History Report Is

An Employee Criminal History Report is a documented summary of an applicant or employee’s criminal records assembled for employment purposes. It typically aggregates conviction records, case dispositions, arrest information, and aliases from court databases and law-enforcement repositories. Employers use the report to evaluate fitness for safety-sensitive roles, verify background-screening results provided by third-party vendors, and to document hiring decisions while meeting federal and state non-discrimination and disclosure obligations. The report itself is not a final employment decision; it is a record that must be used in compliance with FCRA, state laws, and applicable privacy rules.

Why a Structured Criminal History Report Matters

A clear, standardized report reduces hiring risk, supports consistent decisions, and documents compliance steps required under federal and state law.

Who Prepares and Reviews These Reports

Typical preparers, reviewers, and recipients of an Employee Criminal History Report are listed below.

Human resources teams responsible for hiring and compliance reviews, ensuring consistent decision-making and recordkeeping.
Third-party background-screening providers that compile records and supply supporting search documentation and chain-of-custody notes.
Hiring managers or security officers who evaluate report findings against role-specific safety and regulatory requirements.

Access should be limited to authorized personnel and handled according to privacy and record-retention policies.

Who May Be Authorized to Sign or Certify

HR Director

An HR Director or designated HR officer often certifies that the report was requested and reviewed, documents adverse-action decisions, and maintains the record in the employee file in line with company retention policy.

Background Vendor

A licensed background-screening vendor can provide a signed certification or report cover letter confirming methods used, sources searched, and the completeness of the data supplied to the employer.

Core Data Elements Included

Full Legal Name: First, middle, last names

Date of Birth: MM/DD/YYYY format

Identifiers: SSN last four or full SSN

Aliases: Known previous names

Offense Details: Charge, date, jurisdiction

Disposition: Conviction, dismissal, sentence

Common Preparation Pitfalls to Avoid

Missing final dispositions or sealing orders, which can lead to incorrect reporting and legal exposure.
Relying on name-only searches that create false positives when dates of birth or identifiers are not verified.
Failing to obtain and document applicant consent under the Fair Credit Reporting Act (FCRA) where applicable.
Retaining or sharing more information than necessary, increasing privacy and discrimination risk under state and federal laws.

Legal Risks and Potential Penalties

FCRA Liability: Civil penalties and statutory damages for noncompliance

Disparate Impact: Risk of discrimination claims under Title VII

Negligent Hiring: Potential tort exposure if screening is insufficient

I-9 Consequences: Recordkeeping violations for employment eligibility documents

Data Breach Fines: State privacy penalties and remediation costs

Contractual Breach: Vendor or customer penalties for mishandling data

Essential Sections of a Professional Report

A reliable Employee Criminal History Report is organized, source-attributed, and includes clear dates, dispositions, and vendor methodology statements.

Report Header

Candidate identifiers, report date, ordering party, and unique report ID to support traceability and audit requirements.

Search Summary

List of repositories searched, date ranges covered, and geographic scope (counties, states, federal databases).

Record Details

Individual entries with charge, arrest and disposition dates, court name, case number, and sentencing information when applicable.

Adjudication Status

Clear statement whether the matter ended in conviction, dismissal, diversion, or expungement/sealing.

Source Documentation

Attachments or citations to court dockets, disposition certificates, and vendor search logs.

Vendor Certification

Methodology, date of search, and signer or system certification verifying the report contents and processes used.

Step-by-Step: Completing the Report

Follow these sequential steps to collect, verify, and document criminal-history information for employment decisions.

01

Collect Consent: Obtain written FCRA consent when needed before ordering a consumer report.
02

Gather Identifiers: Confirm full legal name, DOB, and SSN to reduce false matches.
03

Order Searches: Select repositories and run county, state, and national searches as required.
04

Document Findings: Attach source records, note dispositions, and prepare adverse-action notices if necessary.

Configuring an Online Report Workflow

Set up a digital workflow to automate ordering, field collection, and secure storage of the criminal-history report.

Field	Configuration
Applicant Consent Field	Required checkbox with date and IP capture
Identifier Fields	Structured name, DOB, SSN last four format
Upload Attachments	Allow PDFs of court documents, limit file types
Routing Rules	Auto-route to HR, compliance, and vendor review

Where to Send and File the Final Report

Use a secure, auditable routing path so report copies reach only authorized recipients and a controlled personnel file.

Upload to HR File: Store redacted copy in secure personnel records
Deliver to Hiring Manager: Provide restricted access for decision-making only
Send to Background Vendor: Retain raw source documents from the vendor
Archive for Compliance: Keep audit trail and disposition attachments

Digital Signing and System Requirements

Confirm platform capabilities and security controls before e-signing or storing reports electronically.

File Formats: PDF, DOCX supported with embedded audit logs
Authentication: Email link, SMS code, or stronger MFA
Integrations: CRM, HRIS, and cloud storage connectors

Ensure the chosen system supports audit trails, encrypted storage, and any required BAAs for health-related data.

Timelines, Deadlines, and Processing Expectations

Understand statutory timelines and reasonable vendor turnaround expectations to coordinate hiring decisions lawfully.

Vendor Turnaround:

Typical 24–72 hours for county and national searches

FCRA Reinvestigation:

Consumer disputes must be reinvestigated within 30 days under FCRA

Adverse-Action Notices:

Provide pre-adverse disclosure and final notice per FCRA procedures

I-9 Retention:

Retain I-9 for 3 years after hire or 1 year after termination (8 CFR §274a.2)

HIPAA Records:

Healthcare-related documents retained for six years (45 CFR §164.530(j))

How This Report Differs from a Background Check Authorization

Compare the Employee Criminal History Report with related documents to pick the correct workflow and disclosures.

Document	Employee Criminal History Report	Background Check Authorization
Primary Purpose	record findings	permission to run checks
Requires Consent	often (fcra applies)	always (signed authorization)
Contains Sources	yes — courts and agencies	no — authorization only
Retention Concerns	subject to retention rules	retain per policy

Select eSignature Pricing and Features for Report Workflows

Platform pricing and core features affect per-report costs and compliance capabilities; signNow is listed first for direct comparison.

	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	Yes
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

Frequently Asked Questions and Troubleshooting

Answers to common operational and legal questions about preparing, signing, and retaining an Employee Criminal History Report.

Need help? Contact support

Can this report be signed electronically?
Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96, 2000) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.
Do I need applicant consent first?
If the report is a consumer report under the FCRA, obtain a clear, written disclosure and written authorization before ordering. Documenting consent is critical to avoid statutory liability.
How do I correct an inaccurate entry?
If an applicant disputes a record, document the dispute and follow FCRA reinvestigation timelines (typically 30 days) or work with the vendor to obtain source disposition documents.
Is notarization ever required?
Notarization is uncommon for criminal-history reports but may be required for certain attestations or state-specific affidavits; check state rules before notarizing.
Who can access the report?
Limit access to HR, compliance, and hiring managers on a need-to-know basis; treat all reports as sensitive personnel records under privacy and employment laws.
How long should I keep the report?
Follow federal minima (e.g., I-9 and IRS rules) and industry standards: generally retain for at least three years after filing or employment end, with longer periods for healthcare or tax contexts.

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