Can this be signed electronically?

Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states; ensure consent and retention requirements are met before using e-signatures.

What disclosures are required?

When using a consumer reporting agency, provide a clear disclosure and separate written authorization, and follow FCRA procedures before taking adverse action based on the report.

Are fingerprint checks required?

Some roles and states require fingerprint-based FBI Identity History Summary checks; verify statutory requirements for your industry and role prior to relying only on name-based searches.

How should disputes be handled?

If a candidate disputes a record, follow the vendor's reinvestigation and the FCRA dispute process; document communications and any corrective steps taken.

Can results be shared internally?

Limit distribution to staff with a legitimate need to know and follow data minimization and retention policies to reduce unauthorized exposure of PII.

What if state law conflicts with policy?

Where state law imposes stronger protections (e.g., sealing, expungement, or 'ban the box' rules), apply the stricter rule and consult legal counsel for specific compliance guidance.

Electronic Signature
Templates
HR
Employee Criminal Record Check

Employee Criminal Record Check

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

EMPLOYEE CRIMINAL RECORD CHECK

PERSONAL INFORMATION

Full Legal Name Other Names / Aliases Previously Used

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

Social Security Number Current Address

Phone: Email:

POSITION INFORMATION

Position Title Department / Location

Reporting Manager: Anticipated Start Date:

Salary / Pay Rate

AUTHORIZATION FOR CRIMINAL RECORD CHECK

I authorize the employer to obtain criminal history record information about me for employment purposes. I understand that the scope of the criminal history search may include local, state, and federal criminal records, national sex offender registry checks, and any other records relevant to the position. I understand that this information will be used solely for evaluating my suitability for the position and will be treated as confidential, except as required by law or regulation.

By selecting the types of checks below, I consent to the employer obtaining these records:

Criminal history (state and national) Sex offender registry check Fingerprint-based check Motor vehicle driving record check

I understand that a conviction does not automatically disqualify me from employment. Any decision based on criminal record information will consider the nature of the offense, the time elapsed, the relevance to the duties of the position, and other relevant factors.

CRIMINAL RECORD DISCLOSURE

Have you ever been convicted of a misdemeanor or felony? Select one: Yes No

If yes, provide details (offense, date, jurisdiction, disposition)

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 or Credential Institution

Graduation Date:

REFERENCES

Reference 1 Reference 2 Reference 3

LEGAL ACKNOWLEDGMENTS

At-Will Employment: I acknowledge that, if employed, my employment is at-will, unless a separate written agreement signed by an authorized representative of the employer states otherwise. This at-will relationship may be modified only in writing signed by an authorized company officer.

Equal Opportunity: The employer is an equal opportunity employer and does not discriminate against applicants or employees on the basis of protected characteristics. Criminal history information will be considered consistent with applicable law and the requirements of the position.

APPLICANT CERTIFICATION AND RELEASE

I certify that all information I have provided on this form is true, complete, and correct to the best of my knowledge. I understand that false or misleading statements, omissions, or failure to disclose requested information may result in withdrawal of an offer of employment or immediate termination of employment.

I authorize all persons, schools, employers, law enforcement agencies, and other organizations to provide the employer and its agents with any information concerning my background, including criminal history records. I release all such persons and organizations from any liability for providing such information and I release the employer from liability for considering the information obtained.

I understand that if the employer intends to take an adverse action based on the criminal record information obtained, the employer will provide me with a copy of the record and an opportunity to explain or dispute the accuracy of the record prior to final action, as required by law.

Applicant Additional Comments (optional)

Printed Name:

Signature:

Date:

What an Employee Criminal Record Check Is

An Employee Criminal Record Check is a formal verification process used by employers to obtain an individual's criminal history from public records, state repositories, or national databases. It typically covers convictions, pending charges, and sometimes arrests depending on jurisdiction and vendor scope. Employers use the check to evaluate suitability for roles that require trust, security clearance, or contact with vulnerable populations. The report is produced by a consumer reporting agency or background-check vendor and must be handled in compliance with federal and state laws governing employment screening and privacy.

Why employers rely on this document

A structured criminal record check reduces hiring risk, supports compliance with industry-specific statutes, and documents a consistent screening process that helps defend employment decisions against legal challenge.

Typical users and stakeholders

Employers and HR teams use the Employee Criminal Record Check to vet candidates for safety-sensitive or fiduciary positions; background vendors and legal teams interpret results.

Human resources teams responsible for onboarding and compliance in medium to large employers.
Hiring managers assessing candidate suitability for trust-sensitive roles such as finance or childcare.
Third-party background screening providers and in-house compliance officers who run and review reports.

Results are shared on a need-to-know basis and processed under relevant employment screening laws and consumer-reporting requirements.

Who signs or certifies the check

HR Manager

The HR Manager typically orders the check, reviews the vendor report, and ensures the candidate receives any required adverse-action notices under the Fair Credit Reporting Act and state law. They document decisions and retain screening records according to retention policy.

Background Vendor

The background vendor or CRA certifies the accuracy and chain of custody of source data, provides the report to the employer, and supplies dispute-resolution procedures if candidates contest results.

Security and compliance essentials

Encryption: TLS 1.2/1.3 in transit

Data at rest: AES-256 encrypted storage

Certifications: SOC 2 Type II, ISO 27001

HIPAA BAA: BAA available where required

Audit trail: Detailed event logs retained

Access control: Role-based permissions and SSO

Key risks and legal consequences

I-9 penalty: $281–$2,789 per violation

Tax reporting fines: Varies by failure to comply

FCRA liability: Statutory damages for violations

HIPAA exposure: Civil penalties for PHI misuse

Employment litigation: Discrimination lawsuits risk

Reputational harm: Operational and brand impact

Common preparation mistakes to avoid

Requesting or acting on records without obtaining proper written consent from the candidate, which can trigger FCRA and state-level violations.
Failing to verify identity (name variants, DOB) before ordering a check, producing mismatched results or misattributed records.
Using inconsistent screening criteria across applicants, which increases disparate impact and discrimination risk under employment law.
Retaining or sharing sensitive report details beyond permitted personnel or timeframes, violating privacy and retention requirements.

Step-by-step: completing an Employee Criminal Record Check

Follow a consistent sequence to order, verify, and act on criminal record results while preserving candidate rights and auditability.

01

Obtain consent: Provide clear disclosure and written authorization per FCRA
02

Collect identifiers: Gather full name, DOB, and address for accurate search
03

Run search: Use reputable vendor to query state and national databases
04

Review results: Assess report, follow adverse-action procedures if needed

Where to send or file the completed check

Completed reports should be routed to a secure HR folder or compliance system and retained only by authorized personnel in accordance with retention rules.

HR System: Secure upload to applicant tracking system
Background Vendor: Vendor portal stores original report
Legal Counsel: Review for adverse-action risk
Employee File: Archive redacted copy per retention policy

What a professional Employee Criminal Record Check includes

A complete screening package combines identity verification, jurisdictional search coverage, source attribution, candidate disclosures, and a verifiable audit trail to support defensible hiring decisions.

Applicant identifiers

Full legal name, aliases, date of birth, and current and previous addresses to ensure accurate matching across jurisdictions and minimize false positives.

Scope of search

Clear description of jurisdictions searched (local court, state repository, national database) and timeframe covered so employers know what is and is not included.

Source attribution

Each record cites the originating court or agency, allowing verification and supporting dispute resolution if the candidate contests results.

Adverse-action package

If action is taken, provide pre-adverse notice, copy of report, and final adverse-action notice consistent with FCRA procedures.

Identity verification

Vendor methods such as government ID checks or knowledge-based verification reduce risk of misidentification and ensure legal defensibility.

Audit trail

Timestamps, user IDs, and access logs document who ordered, reviewed, and acted on the report for compliance review.

Download formats and supporting documents to include

Provide standardized digital files and attachments so the report is portable, auditable, and usable in HR systems while minimizing PHI exposure.

Signed Authorization

A dated and signed consent form from the candidate authorizing the criminal record check; store as PDF with signature metadata to validate consent.

Vendor Report

The raw vendor report in PDF or machine-readable format that includes source citations, search scope, and any vendor disclaimers or methods.

Adverse Action Notices

Copies of pre-adverse and final adverse-action letters that track dates and delivery method to meet FCRA timing requirements.

Redacted Archive

A redacted copy containing only necessary adjudication notes for retention that omits unnecessary PII to limit exposure.

Digital submission and integration considerations

Choose platforms that support secure file formats, strong authentication, and integration with HR or ATS systems to streamline processing.

File formats: PDF, DOCX, and XML supported
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email, SMS, or SSO options

Ensure the chosen platform provides an auditable trail and role-based access controls to protect candidate data and simplify compliance reviews.

Configuring an online screening workflow

Set up fields, notifications, and reviewer roles to minimize manual steps and ensure consistent handling of every request.

Field	Configuration
Candidate ID	Auto-assign unique identifier per request
Consent Form	Mandatory signature before ordering
Reviewer Role	Assign HR reviewer and approver
Notifications	Email alerts for completed reports

eSignature vendor pricing and feature snapshot

Compare entry pricing and key capabilities relevant to document signing for Employee Criminal Record Checks; signNow is listed first for reference.

	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	Varies by plan	Varies by plan	Trial available	Trial available
Bulk Send	Yes (Premium+)	Yes	Yes	Yes	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently asked questions about Employee Criminal Record Checks

Answers to common compliance and process questions when ordering or acting on criminal record reports.

Need help? Contact support

Can this be signed electronically?
Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states; ensure consent and retention requirements are met before using e-signatures.
What disclosures are required?
When using a consumer reporting agency, provide a clear disclosure and separate written authorization, and follow FCRA procedures before taking adverse action based on the report.
Are fingerprint checks required?
Some roles and states require fingerprint-based FBI Identity History Summary checks; verify statutory requirements for your industry and role prior to relying only on name-based searches.
How should disputes be handled?
If a candidate disputes a record, follow the vendor's reinvestigation and the FCRA dispute process; document communications and any corrective steps taken.
Can results be shared internally?
Limit distribution to staff with a legitimate need to know and follow data minimization and retention policies to reduce unauthorized exposure of PII.
What if state law conflicts with policy?
Where state law imposes stronger protections (e.g., sealing, expungement, or 'ban the box' rules), apply the stricter rule and consult legal counsel for specific compliance guidance.

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