Can this form be signed electronically?

Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and retention are documented. Consumer-facing disclosures may be required for certain regulated transactions.

Do fingerprints need notarization?

Not generally. Notarization is rarely required for a fingerprint consent form itself, but specific licensing agencies or state rules may request notarized affidavits as part of the submission packet.

How long should the employer retain the form?

Retention varies: follow federal and industry retention rules (see HIPAA for health records, IRS for tax-related records). A common baseline is keeping the authorization for the active employment period plus several years.

What if the employee withdraws consent?

Document the withdrawal in writing. Withdrawal may not retroactively remove data already lawfully processed, but it should stop future collection and sharing as permitted by policy and law.

Is a separate privacy notice required?

Often yes. Many jurisdictions and federal rules expect a privacy notice describing use, storage, disclosure, and contact information. Ensure the notice aligns with the authorization.

What identification is acceptable?

Use government-issued photo ID such as a driver's license or passport. For background checks, agencies commonly require unexpired ID and matching name and DOB.

Electronic Signature
Templates
HR
Employee Fingerprinting Authorization

Employee Fingerprinting Authorization

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

EMPLOYEE FINGERPRINTING AUTHORIZATION

Personal Information

Full Legal Name

Date of Birth:

Last 4 of SSN:

Current Address

Phone:

Email:

Position Information

Proposed Job Title Department / Location

Reporting Manager:

Proposed Start Date:

Salary or Pay Rate

Fingerprinting Authorization

I hereby authorize the Company, its designated agents, representatives, and contracted fingerprinting service providers to collect my fingerprints and biographic information, to submit the fingerprints and related data to state and national criminal history repositories, law enforcement agencies, and authorized third-party background screening vendors as required for pre-employment or ongoing employment purposes. I understand that such submissions may include searches for criminal history and other records and that the results may be used in determining my suitability for employment or continued assignment.

Purpose of Fingerprinting (check all that apply)

Pre-employment screening Ongoing employment/background monitoring Licensure, certification, or regulatory requirement Court order or legal requirement Other:

Background & Employment History Authorization

I authorize the Company and its agents to conduct background investigations, including verification of employment history, education, professional licenses, and references, and to obtain criminal history records where authorized by law. I expressly authorize my prior employers and listed references to disclose employment-related information about me to the Company and its agents.

I authorize prior employers and references to provide employment information:

Yes, I authorize contact Yes, I authorize criminal history and background checks

Privacy, Retention & Use

I understand that fingerprints and associated records submitted by the Company may be retained by state or national repositories and used for authorized purposes. I further understand that the Company will retain a copy of fingerprint results and related reports in accordance with applicable law and Company policy for a period necessary for employment decision-making and regulatory compliance.

Employment History

Employer 1 — Company Name

Title:

Dates Employed:

Primary Responsibilities Reason for Leaving Employer 2 — Company Name

Title:

Dates Employed:

Primary Responsibilities Reason for Leaving

Education

Highest Degree or Certification Institution

Graduation Date:

References

Reference 1

Phone:

Email:

Reference 2

Phone:

Email:

Reference 3

Phone:

Email:

Legal Disclosures

At-Will Employment: I understand that unless otherwise provided by a written agreement signed by an authorized Company representative, my employment is at-will and may be terminated by me or the Company at any time, with or without cause or notice.

Equal Opportunity: The Company is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, sex, disability, age, or any other characteristic protected by law.

Applicant Certification and Release

I certify that the information 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 the rejection of my application or termination of employment. I release from liability any person, organization, or entity that provides information to the Company in good faith as part of the background, fingerprinting, or reference checks. I understand that the Company may rely on criminal history and other records as part of its employment decision-making process.

Applicant Additional Information (optional)

By signing below, I acknowledge that I have read and understand this Employee Fingerprinting Authorization, that I consent to the collection and submission of my fingerprints and related information for the purposes described above, and that I authorize the Company and its agents to obtain and use criminal history and other background information as permitted by law.

Printed Name:

Signature:

Date:

What the Employee Fingerprinting Authorization Is and When It Applies

An Employee Fingerprinting Authorization is a written consent form that lets an employer collect an employee's fingerprints for background checks, licensing, security clearances, or regulatory compliance. The form documents the employee's informed authorization, identifies the purpose of the fingerprinting, and records any third parties who will receive the biometric data. In many organizations this form is part of pre-employment screening, vendor onboarding, or periodic background rechecks, and should be retained according to applicable federal and state recordkeeping rules.

Why a Clear Authorization Matters for Employers and Employees

A signed authorization creates a record of consent, reduces disputes about scope, and supports lawful handling of biometric data under employment and privacy rules. It also documents who may access or share fingerprints for background checks and licensure.

Who Typically Completes This Authorization

Employers, HR teams, regulated facilities, and contractors commonly use this form to obtain explicit consent before collecting biometric data.

HR professionals and recruiters completing pre-employment screening forms during onboarding and background checks.
Security and facilities managers authorizing access-control or badge issuance tied to biometric credentials.
Regulated-industry compliance teams (healthcare, finance, education) collecting fingerprints for licensing or credentialing purposes.

The form should be completed by the employee or applicant and retained by the employer according to applicable retention rules and privacy policies.

Step-by-Step: Completing the Authorization Form

Follow these sequential steps to collect valid consent and prepare fingerprints for processing.

01

Review Purpose: Confirm why fingerprints are collected before starting.
02

Verify Identity: Check government ID and DOB against form entries.
03

Complete Fields: Fill name, purpose, recipient, and contact information.
04

Sign and Date: Obtain employee signature and date of authorization.

Common Questions and Practical Answers

Answers to frequent questions about validity, electronic signatures, retention, and revocation for Employee Fingerprinting Authorizations.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and retention are documented. Consumer-facing disclosures may be required for certain regulated transactions.
Do fingerprints need notarization?
Not generally. Notarization is rarely required for a fingerprint consent form itself, but specific licensing agencies or state rules may request notarized affidavits as part of the submission packet.
How long should the employer retain the form?
Retention varies: follow federal and industry retention rules (see HIPAA for health records, IRS for tax-related records). A common baseline is keeping the authorization for the active employment period plus several years.
What if the employee withdraws consent?
Document the withdrawal in writing. Withdrawal may not retroactively remove data already lawfully processed, but it should stop future collection and sharing as permitted by policy and law.
Is a separate privacy notice required?
Often yes. Many jurisdictions and federal rules expect a privacy notice describing use, storage, disclosure, and contact information. Ensure the notice aligns with the authorization.
What identification is acceptable?
Use government-issued photo ID such as a driver's license or passport. For background checks, agencies commonly require unexpired ID and matching name and DOB.

Essential Elements Every Professional Authorization Should Include

A robust Employee Fingerprinting Authorization combines identity data, purpose, disclosure, consent language, signature, and retention instructions to support lawful processing.

Identity Data

Full legal name, date of birth, and government ID details are necessary to match biometric records to the correct individual and reduce false-positive matches.

Purpose Statement

A clear, specific purpose clause limits use to employment screening, licensing, or security access, reducing the risk of unauthorized secondary use.

Recipient List

Naming the agencies, vendors, or background-check firms that will receive fingerprints ensures transparency and supports downstream auditability.

Consent Language

Explicit authorization wording showing the employee's voluntary agreement is critical. Include statements about revocation and effect on already-processed records.

Signature Block

A dated signature area for the signatory and witness or notary (if required) documents the act of authorization and the date consent was given.

Retention Instructions

Specify how long the employer will retain the authorization and where it will be stored to satisfy legal and audit requirements.

Security and Compliance Details to Record

Encryption: TLS 1.2/1.3; AES-256

Audit Trail: Timestamped events retained

HIPAA: BAA required

ESIGN / UETA: Legal e-sign compliance

Access Controls: Role-based permissions

Retention Policy: Documented and enforced

Key Penalties and Risks to Avoid

I-9 Violations: $281–$2,789 (8 CFR §274a.2)

Incorrect 1099: $60–$660+ (IRC §6721)

HIPAA Breach: Civil/criminal penalties possible

State Privacy Fines: Varies by state law

Reputation Damage: Candidate trust erosion

Operational Delay: Hiring or licensing hold

Common Preparation Errors to Avoid

Using vague purpose language that permits broad reuse of biometric data, which can violate agency rules or employee privacy expectations and complicates audits.
Mismatching the signer's legal name with the government ID, causing background-check mismatches and delays in hiring or licensure processing.
Failing to list third-party recipients, which creates transparency gaps and may breach contractual or regulatory disclosure requirements.
Not documenting consent withdrawal procedures, leaving employers uncertain how to stop further collection or distribution of biometric data.

How Authorization and Fingerprint Submission Flow

A typical end-to-end flow shows where the authorization is captured, who transmits the fingerprints, and how results return to the employer.

Capture Consent: Employee signs authorization form.
Collect Biometrics: Fingerprinting performed by vendor or agency.
Transmit Data: Vendor sends prints to recipient agency.
Receive Results: Background report returned to employer.

Digital Workflow Settings to Configure

Configure eSignature, authentication, and routing settings to match your compliance and operational requirements.

Field	Configuration
Authentication Method	Email + SMS code or ID verification
Conditional Fields	Show recipient list only as needed
Document Format	Upload as PDF/A or DOCX
Routing Order	Sequential signers then HR storage

Technical Options for eSubmission and Storage

Choose platforms that support required authentication, secure storage, and interoperable file formats for fingerprinting authorization workflows.

Integrations: Salesforce, NetSuite, Google Workspace
File Formats: PDF, DOCX, HTML, Excel
APIs & SSO: SSO and REST APIs available

Practical Tips for Accurate and Efficient Authorizations

Follow these best practices to reduce errors, speed processing, and remain compliant.

Use precise purpose language

Spell out the exact reason for fingerprinting and permitted recipients. Precise language limits misuse and aids auditors in confirming authorized disclosures.

Match identity to ID

Verify the signer's government ID on the spot and enter the name exactly as shown to prevent mismatches during background checks.

Document retention policy

Record where and how long authorizations are stored. A written retention schedule aligned to federal and industry rules simplifies legal reviews.

Standardize digital workflows

Use consistent templates, required fields, and authentication levels to reduce rework and speed administrative processing.

Timing Expectations and Processing Benchmarks

Understand typical timelines so hiring, licensing, and access decisions are scheduled appropriately around fingerprinting steps.

Authorization before collection:

Obtain signed consent prior to any fingerprint collection to ensure legality and avoid rework.

Vendor processing time:

Fingerprint vendors commonly process results within days; timelines vary by state and agency.

Agency turnaround:

Licensing agencies may take several days to weeks to return results depending on backlog.

Recordkeeping start date:

Retention periods start on the signature or issuance date, depending on policy.

Follow-up deadlines:

Allow buffer time for identity mismatches or requests for additional documentation.

Real-World Examples of How Organizations Use This Form

Two representative customer experiences illustrate common implementation patterns and outcomes.

Optica Ventures LLC

Optica automated fingerprint consents during onboarding to reduce paperwork and error rates.

The process centralized verification.
As COO Brian Fitzgibbons noted, simplifying the interface benefited both staff and candidates, reduced manual follow-up, and made background checks more predictable without sacrificing compliance controls.

Fertility Centers of Illinois

A healthcare provider standardized consent language and retention for biometric data.

The IT team integrated eSign into EHR workflows.
John Butler of Fertility Centers of Illinois reported that consistent security controls and audit logs helped pass internal and external compliance reviews while keeping patient administrative burden low.

Who Can Sign and Authorize Fingerprint Collection

Employee / Applicant

The individual whose fingerprints are collected must sign to provide informed consent. For minors or legally incapacitated persons, a parent or legal guardian signs on their behalf with documented authority.

Employer Representative

An HR manager, authorized hiring official, or designated compliance officer may countersign, witness, or certify the authorization where required by policy or state law.

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