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Employee Fingerprinting Request

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EMPLOYEE FINGERPRINTING REQUEST

Use this form to request employee fingerprinting for pre-employment, licensure, clearance, or other employer-authorized background checks. Completion of this form authorizes the employer-designated fingerprinting provider and relevant governmental agencies to collect, retain, and use the submitted fingerprints for criminal history and identity verification purposes as described below.

Personal Information

Position Information

Fingerprinting Request Details





Billing & Authorization for Vendor

Employment History (Most Recent)

Employment History (Previous Employer)

Education

References (Professional)

Legal Disclosures & Consent

At-Will Employment: Submission of this fingerprinting request and any subsequent background information does not constitute an offer of employment. Employment, if extended, is at-will unless otherwise specified in a separate written agreement signed by authorized employer representatives.

Equal Opportunity: The employer evaluates candidates and employees without regard to protected characteristics. Fingerprint-based background checks will be applied uniformly in accordance with applicable law and the employer's hiring policies.

Authorization to Release and Use Fingerprints: I authorize the employer, its designated fingerprinting provider, and authorized governmental agencies to collect and submit my fingerprints to state and federal law enforcement and other authorized entities for identification and criminal history record checks. I understand that this information will be used solely for employment-related screening, licensure, or other employer-authorized purposes described in this form.

Applicant Certification: I certify that all information I have provided on this form is true, accurate, and complete to the best of my knowledge. I understand that false statements or material omissions may be grounds for denial of employment, discipline, or termination. I consent to release to the employer any criminal history information obtained as a result of processing these fingerprints.

HR Use Only / Processing

Privacy Notice: Criminal history information obtained from fingerprint submissions will be handled in accordance with applicable privacy laws and employer policies. Such information may be used in hiring, placement, licensing, or other decisions where permitted by law.

Applicant Certification and Signature

By signing below, I certify that I have read and understand the statements above. I authorize the release and use of my fingerprints for the purposes described, and I understand the potential use of any criminal history information obtained.

Printed Name:

Signature:

Date:

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What the Employee Fingerprinting Request Is and Why It Exists

An Employee Fingerprinting Request is a formal written authorization an employer uses to obtain fingerprint-based background checks for job candidates or employees. The document documents candidate consent, identifies the requesting employer and the check purpose, and specifies the fingerprint collection method (Live Scan, ink card, or electronic submission). Employers commonly use it for positions requiring heightened screening, licensing, or access to sensitive data. When combined with a consumer report, these checks are governed by background-check rules and must follow applicable privacy and retention rules.

Why a Clear Fingerprinting Request Matters

A precise request protects employer compliance, documents applicant consent, and shortens processing time by providing complete identity details and payment instructions.

Why a Clear Fingerprinting Request Matters

Who Typically Prepares and Receives This Request

Employers, HR teams, licensing bodies, and background-check vendors commonly prepare or receive Employee Fingerprinting Requests.

  • Human resources teams and hiring managers who need criminal history or identity verification for employment eligibility and safety screening.
  • Licensing boards and certification agencies requesting fingerprint records to meet statutory credentialing or background-check requirements.
  • Background-check vendors and Live Scan providers that process prints and transmit results to state or federal repositories.

Ensure the party preparing the request is authorized to collect sensitive biometric data and follows applicable disclosure and consent rules.

Essential Parts to Include in a Professional Request

A complete Employee Fingerprinting Request has six core elements to ensure clear consent and accurate processing.

Applicant Identity

Full legal name, date of birth, place of birth and government ID details to match repository records and avoid misattribution.

Consent Statement

A direct, signed authorization describing that fingerprints will be used for background checks and who will receive results.

Purpose of Check

State whether the check is for employment, licensing, contracting, or security clearance to meet agency requirements.

Collection Method

Specify Live Scan vendor, ink card (FD-258) or electronic submission and include location, hours, and vendor contact details.

Payment Details

List who pays fees, acceptable payment methods, and any fee waiver or reimbursement terms to avoid processing delays.

Signature Block

Include signature, printed name, and date; note whether digital signatures are accepted and any authentication required.

Data Elements and Security Notes to Protect Privacy

Personal identifiers: Name, DOB, SSN/last 4
Biometric data: Fingerprint images or templates
Processing metadata: Collection date/time
Access controls: Role-based access only
Encryption: TLS in transit, AES-256 at rest
Audit trail: Timestamped access logs

Key Legal Risks and Potential Penalties

Privacy violations: Civil claims or statutory fines
FCRA noncompliance: Damages and statutory penalties
Improper retention: Regulatory exposure and audits
Unauthorized disclosure: Breach notification obligations
I-9 misuse: Administrative fines if misapplied
State penalties: Varies by statute and jurisdiction

Common Preparation Mistakes to Avoid

  • Incomplete identity fields that mismatch repository records, causing delays or incorrect record matches between fingerprint submissions and criminal history returns.
  • Failing to document applicant consent clearly, particularly when a third-party vendor performs the background check or the check produces a consumer report under the FCRA.
  • Not specifying payment responsibility or vendor instructions, which often leads to rejected submissions or processing holds at Live Scan locations.
  • Using ambiguous signature instructions; if electronic signatures are accepted, clarify authentication level and retention procedures to meet evidentiary requirements.

Step-by-step: Complete an Employee Fingerprinting Request

Follow these four steps to prepare a compliant, complete request that vendors and applicants can process quickly.

  • 01
    Collect identity: Enter full legal name, DOB, and required ID exactly as shown on government ID.
  • 02
    State purpose: Specify employment, licensing, or security clearance to match agency needs.
  • 03
    Choose collection: Name the Live Scan site or indicate FD-258 ink-card submission instructions.
  • 04
    Obtain signature: Get signed consent; record date and authentication method used.

How to Set Up an Online Fingerprinting Request Workflow

Use these configuration settings when building a digital workflow to collect fingerprints and consent electronically.

Field Configuration
Authentication Email link with optional SMS code or higher-verification for sensitive roles
Conditional fields Show Live Scan location only if employer selects electronic collection
Document retention Set automated retention per compliance policy
Notifications Auto-email results to HR and vendor on completion

Where to Send the Completed Request and What Happens Next

After completion, the request routes to the chosen fingerprint vendor and the employer’s HR or licensing unit for processing and result receipt.

  • Submit to vendor: Send completed form and prints to vendor or Live Scan operator.
  • Transmission: Vendor forwards fingerprints to state/federal repository.
  • Result delivery: Criminal-history responses return to employer or authorized agency.
  • Record update: Employer documents hiring decision and retention steps.

How Digital Signing and eSubmission Fit In

Electronic signatures can accept and evidence applicant consent for fingerprinting if configured to meet legal tests for validity.

  • File formats: PDF and DOCX accepted for forms and attachments
  • Integrations: Connectors for HRIS, background-check vendors, and cloud storage
  • Authentication: Email, SMS, or advanced signer verification available

Ensure your eSignature setup documents intent, consent, signer attribution, and retention to meet ESIGN and state electronic transaction laws.

Typical Timelines and Processing Expectations

Processing time depends on collection method, vendor backlog, and whether state or federal repositories are queried; plan communication and retention accordingly.

Applicant response:

Ask applicants to complete fingerprinting within 7 calendar days of request.

Live Scan processing:

Vendor turnaround often ranges from 24–72 hours to several business days.

FBI/state review:

State or federal repository response can take days to weeks depending on workload.

Record corrections:

Allow additional time for dispute or identity-correction processes when mismatches occur.

Retention start:

Retention clock begins on date of collection or report receipt as specified by policy.

Real-world Examples of Digital Request Use

Organizations across sectors use digitized fingerprinting requests to speed onboarding and ensure consistent compliance.

Optica Ventures (COO)

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

  • Live vendor integration reduced manual steps by centralizing requests.
  • Their digital workflows allowed faster candidate completion and clearer audit trails for hiring records, improving operational consistency across sites.

Fertility Centers of Illinois (Founder)

The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company.

  • Integration with existing systems simplified document routing.
  • Digitizing consent and fingerprint forms improved recordkeeping and made it easier to demonstrate compliance during audits.

Practical Tips for Accurate and Efficient Requests

Adopt these practices to reduce rework, speed processing, and strengthen the legal defensibility of fingerprinting requests.

Standardize the form fields
Use fixed field formats (MM/DD/YYYY, full legal name) and built-in validation to avoid mismatches and processing delays with state or federal repositories.
Document consent clearly
Include explicit language about the purpose of the check, third-party vendors, and how to withdraw consent to meet ESIGN and FCRA requirements when applicable.
Record authentication method
Log how the signer authenticated (email link, SMS code, KBA) and retain the audit trail to demonstrate attribution and intent.
Coordinate with vendors
Confirm vendor requirements (FD-258 vs Live Scan), fees, and turnaround times before sending requests to reduce incomplete submissions.

Comparing eSignature Options for Employee Fingerprinting Requests

Platform selection affects per-user cost, bulk-send capability, HIPAA options, and envelope limits; signNow appears first as a pricing reference point.

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 free trial, no credit card required Trial available Trial available Trial available Trial available
Bulk Send Yes (Business Premium) Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes (BAA available) Yes Yes No No

Frequently Asked Questions and Troubleshooting

Answers to common questions about consent, e-signatures, vendor issues, and disputed fingerprint results for Employee Fingerprinting Requests.


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