Can an Employee Fingerprinting Form be e-signed?

Yes. Electronic signatures that meet ESIGN (15 U.S.C. ch. 96) and state UETA standards are generally valid provided intent, consent, attribution, and reliable record retention are demonstrated.

Who pays for fingerprinting?

Payment responsibility depends on employer policy or licensing rules. Some employers or agencies cover vendor and processing fees; others require the applicant to pay directly.

How is biometric data protected?

Protect biometric data with in-transit TLS and AES-256 at-rest encryption, restrict access, and follow applicable state privacy and federal limits on use and disclosure.

What if the agency rejects the submission?

Review rejection reason, correct identity fields or resubmit via the correct channel (livescan vs card), and obtain a new authorized signature if required.

Do I need a notary or witness?

Most fingerprint authorizations do not require a notary, but specific licensing boards or agencies may ask for notarization—verify the receiving agency’s instructions.

How can a form be revoked or canceled?

Revocation requires written notice to the employer or agency; retained or processed fingerprints may still be used under the original authorization unless expressly rescinded and accepted by the receiving agency.

Electronic Signature
Templates
HR
Employee Fingerprinting Form

Employee Fingerprinting Form

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

EMPLOYEE FINGERPRINTING FORM

Instructions and Consent

This form authorizes the employer and authorized agencies to collect fingerprints and related personal information for the purpose of conducting background checks required for employment, licensing, security clearance or other lawful business purposes. By signing, you consent to the collection, use, retention, and dissemination of your fingerprints and identifying information to criminal justice agencies, licensing authorities, and other entities as authorized by law. You also certify the accuracy of the information provided below.

Personal Information

Full Legal Name Date of Birth Social Security Number (last 4 digits) Current Address Phone Email

Position Information

Job Title Department Reporting Manager Proposed Start Date Salary or Wage

Fingerprinting Request Details

Requesting Agency / Employer Purpose of Fingerprinting

Background check for employment Licensing / Certification Security clearance Other (describe below)

If Other, describe purpose Planned Fingerprint Collection Location Scheduled Date and Time of Fingerprinting

Fingerprinting Method and History

Ink — Rolled impressions Ink — Flat impressions Live-scan / electronic capture

Have you been fingerprinted previously for employment or licensing? Yes No

If yes, provide approximate date and agency

Criminal History Disclosure

Have you ever been arrested for, charged with, or convicted of a felony or misdemeanor (excluding minor traffic offenses)? Indicate selection and provide details below if applicable.

Yes No

If yes, describe offense(s), date(s), jurisdiction, and disposition

Employment History (Most Recent First)

Employer 1 — Company Name Employer 1 — Title Employer 1 — Dates Employed Employer 1 — Primary Responsibilities Employer 1 — Reason for Leaving Employer 2 — Company Name Employer 2 — Title Employer 2 — Dates Employed Employer 2 — Primary Responsibilities Employer 2 — Reason for Leaving

Education

Highest Degree or Certificate Institution Graduation Date Other Training or Certifications

References

Reference 1 — Name Reference 1 — Phone Reference 1 — Email Reference 1 — Relationship Reference 2 — Name Reference 2 — Phone Reference 2 — Email Reference 2 — Relationship Reference 3 — Name Reference 3 — Phone Reference 3 — Email Reference 3 — Relationship

Legal Acknowledgements

At-Will Employment: Nothing in this form alters the at-will employment relationship unless expressly set forth in a separate written agreement signed by an authorized representative of the employer.

Equal Opportunity: The requesting employer is an equal opportunity employer. Fingerprint information will be used consistent with applicable nondiscrimination laws.

Authorization: I authorize the requesting employer, its agents, and any designated agencies to submit my fingerprints and identifying information to appropriate government agencies and licensing authorities for the purpose stated above. I understand that such agencies may retain and disseminate these records as permitted by law.

Release of Liability: To the extent permitted by law, I release the requesting employer, the fingerprinting technician, and any public agencies from liability for damages arising from the collection and use of my fingerprints for authorized purposes.

I consent to fingerprinting and background checks

I hereby authorize and consent to the collection and use of my fingerprints for the stated purpose.

Applicant Certification

I certify under penalty of perjury under the laws applicable to this request that the information I have provided on this form is true, correct and complete to the best of my knowledge. I understand that false statements or material omissions may be grounds for denial of employment or other action.

Additional Comments or Special Instructions

Applicant Signature

Printed Name:

Signature:

Date:

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

The Employee Fingerprinting Form documents an individual’s consent and identifying information for a fingerprint-based background check. Employers, licensing boards, and authorized agencies use the form to collect legal name, date of birth, contact details, government ID data, and an explicit authorization for fingerprints to be submitted to state or federal repositories (FBI/DOJ). The form often accompanies a fingerprint card or digital livescan transaction record and must capture the signer’s intent and date of authorization to meet legal and administrative requirements.

Why a clear, compliant Employee Fingerprinting Form matters

A properly completed form documents informed consent, reduces processing delays, and supports lawful submission to state or federal fingerprint channels while protecting personal data under U.S. privacy and employment rules.

Who prepares and signs an Employee Fingerprinting Form

Employers, HR staff, licensing agencies, and third-party background check vendors commonly manage and distribute this form.

New hires and contractors who require background screening before or shortly after starting work.
HR or security teams that collect identity details and track clearance status across hires.
Regulatory bodies and licensing boards that require fingerprint-based checks for certification or privilege.

Ensure the signer and the collector each retain copies and follow agency instructions for submission channels and retention requirements.

Core components of a professional Employee Fingerprinting Form

A complete form groups identity fields, consent language, fingerprint capture details, submission instructions, signature and date lines, and a privacy or data-use notice to meet agency and legal expectations.

Applicant details

Full legal name, aliases, DOB, and place of birth for positive identification during fingerprint processing.

Government ID

Driver license or passport number, issuing state, and expiration date to corroborate identity with livescan systems.

Consent statement

Clear authorization language stating fingerprints will be submitted for background screening and who will receive the report.

Fingerprint capture

Indicate capture method (card, livescan), operator name, and transaction or channel identifier.

Signature and date

Handwritten or electronic signature with the date to evidence intent and timing of consent.

Privacy notice

Short explanation of data use, retention, and any agency-specific disclosure requirements.

Step-by-step: completing and submitting the form

Follow these sequential steps to collect, confirm, and submit fingerprint authorizations correctly.

01

Prepare form: Populate identity fields and verify government ID details before fingerprint capture.
02

Capture fingerprints: Use livescan or ink card per agency guidance; record transaction ID when available.
03

Obtain signature: Have the applicant sign and date the consent section in-person or electronically.
04

Submit: Send fingerprints and form to the designated state or federal channel per instructions.

How to configure an online fingerprinting workflow

When digitizing the form, configure authentication, conditional fields, and storage rules to match agency and privacy requirements.

Field mapping	Map form fields to your HR system and background-check API to avoid duplicate data entry.
Authentication	Require email verification or SMS codes for signer attribution and audit trail integrity.
Conditional logic	Display livescan vs card fields dynamically based on selected fingerprint method to reduce signer confusion.
Templates	Create reusable templates for roles that require identical data and submission routing.
Retention rules	Set automatic retention policies to meet legal retention and secure deletion requirements.

Where to file or send the completed Employee Fingerprinting Form

Routing depends on the purpose: employer background checks, licensing board submissions, or law-enforcement channels each have specific endpoints.

Employer HR: Retain a copy in the employee file and forward required data to the vendor for screening.
State repository: Submit livescan results and form directly to the state police or designated agency when required.
FBI channel: For federal checks, ensure the vendor forwards prints to the FBI CJIS channel per agency instructions.
Licensing board: Mail or upload forms per board guidance; some boards accept only electronic submissions.

Digital signing and submission considerations

Verify that your eSignature platform supports required authentication, audit trails, and secure file export before digitizing fingerprint forms.

Integrations: Connect to HRIS and background-check vendors for automated routing.
File formats: Export signed PDFs or XML transcripts as required by the receiving agency.
Security: Use TLS in transit and AES-256 at rest for personal data protections.

Ensure any chosen platform can produce an audit trail that documents signer identity, timestamp, IP address, and consent to electronic records to meet ESIGN/UETA standards.

Typical timelines and processing expectations

Processing times and deadlines vary by agency, employer policy, and whether fingerprints are digital or card-based; plan for both submission windows and expected result times.

Background authorization timing:

Collect consent prior to or immediately after hire per employer policy.

Livescan processing:

Many jurisdictions return results in 1–10 business days depending on volume.

Card-based submission:

Paper cards submitted by mail can add weeks to processing time.

Agency deadlines:

Licensing boards may set fixed windows for submission—check board instructions.

Correction cycles:

If identity conflicts arise expect additional verification steps and delays.

Key milestones in the fingerprinting workflow

Track the document lifecycle from request through clearance using clearly labeled milestones.

01

Request authorization

HR or the licensing body sends the fingerprint consent request to the applicant.

02

Identity verification

Collector confirms government ID and captures required identity fields.

03

Fingerprint capture

Operator records prints via livescan or ink and notes transaction identifiers.

04

Submission and result

Vendor or agency forwards prints to repository and returns the screening result to employer.

Common mistakes to avoid when preparing fingerprint forms

Incomplete identity fields: missing alias or maiden names lead to non-matches and rework.
Incorrect DOB or ID numbers: small typographical errors can cause a record not to match.
Wrong submission channel: sending a card to the livescan endpoint or vice versa delays processing.
Missing signature or date: unsigned authorizations are typically rejected and require re-collection.

Risks and potential penalties related to improper fingerprint documentation

I-9 compliance: Records must meet 8 CFR §274a.2 retention rules; failures can trigger fines.

Licensing delays: Incomplete submissions postpone credentialing and work start dates.

Data breach fines: Improper protection of biometric data may implicate state privacy laws.

Rejection fees: Agencies may charge additional processing fees for re-submissions.

Employment impact: Delays in background checks can affect onboarding and access provisioning.

Legal exposure: Failure to obtain valid consent risks claims under privacy statutes.

Comparing eSignature vendor criteria for Employee Fingerprinting Forms

Select a platform that supports secure signatures, audit trails, HIPAA accommodations when needed, and unlimited or adequate transaction capacity for high-volume fingerprinting workflows.

	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	Free trial available	Free trial available	Free trial available	Free trial available
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	Varies	Varies

Frequently asked questions about Employee Fingerprinting Forms

Answers to common questions about completing, submitting, and preserving fingerprint authorization forms.

Need help? Contact support

Can an Employee Fingerprinting Form be e-signed?
Yes. Electronic signatures that meet ESIGN (15 U.S.C. ch. 96) and state UETA standards are generally valid provided intent, consent, attribution, and reliable record retention are demonstrated.
Who pays for fingerprinting?
Payment responsibility depends on employer policy or licensing rules. Some employers or agencies cover vendor and processing fees; others require the applicant to pay directly.
How is biometric data protected?
Protect biometric data with in-transit TLS and AES-256 at-rest encryption, restrict access, and follow applicable state privacy and federal limits on use and disclosure.
What if the agency rejects the submission?
Review rejection reason, correct identity fields or resubmit via the correct channel (livescan vs card), and obtain a new authorized signature if required.
Do I need a notary or witness?
Most fingerprint authorizations do not require a notary, but specific licensing boards or agencies may ask for notarization—verify the receiving agency’s instructions.
How can a form be revoked or canceled?
Revocation requires written notice to the employer or agency; retained or processed fingerprints may still be used under the original authorization unless expressly rescinded and accepted by the receiving agency.

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