Can the consent form be e-signed?

Yes. Consent and associated documentary fields may be signed electronically if the signer demonstrates intent, consents to an electronic record, and the record can be retained and reproduced per the ESIGN Act (15 U.S.C. §7001) and applicable state UETA rules.

Can fingerprints themselves be submitted electronically?

Yes when the receiving agency accepts Live Scan or electronic capture; otherwise ink-card impressions must be mailed. Confirm the receiving agency's accepted submission methods before capture.

What if identity data is wrong?

Do not cross out entries. Complete a corrected form and, if required by the vendor, provide written explanation or resubmit with a new capture to avoid mismatches.

Is notarization or witness needed?

Most fingerprint submissions do not require notarization, but some licensing authorities or specific state laws may require a witness or notarized attestation; verify the receiving agency's rules.

How long until results return?

Turnaround varies by agency and criminal-history repository; expect anywhere from a few days for expedited electronic checks to several weeks for fingerprint-card submissions.

How should records be stored?

Store forms and images encrypted at rest with strict access controls. Retain audit logs and receipts in case of disputes or verification requests.

Electronic Signature
Templates
HR
Employee Fingerprints Form

Employee Fingerprints Form

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

EMPLOYEE FINGERPRINTS FORM

Personal Information

Employee Name:

Home Address Phone Email

Position Information

Job Title Department

Reporting Manager:

Proposed Start Date:

Salary / Pay Rate

Fingerprinting Details

Reason for Fingerprinting: Employment Background Check Licensing / Certification Access / Security Clearance Other

If Other (explain)

Fingerprint Method: Ink Card Live Scan / Electronic

Receiving Agency / Employer

Fingerprint Card / Transaction ID:

Date of Capture: Location:

Fingerprint Technician / Chain of Custody

Technician Name

Technician ID / Badge #:

Chain of Custody Notes

Employment History

Previous Employer 1 — Company Title / Position

Dates Employed: Reason for Leaving:

Primary Responsibilities Previous Employer 2 — Company Title / Position

Dates Employed: Reason for Leaving:

Primary Responsibilities

Education

Highest Degree / Certification Institution

Graduation Date:

References

Reference 1 — Name

Phone: Email:

Relationship Reference 2 — Name

Phone: Email:

Relationship Reference 3 — Name

Phone: Email:

Relationship

Legal Disclosures and Consent

At-Will Employment: I understand and acknowledge that, unless otherwise provided in a written agreement signed by an authorized representative of the employer, my employment is at-will. Either I or the employer may terminate the employment relationship at any time, with or without cause or notice.

Equal Opportunity: The employer is an equal opportunity employer. All employment decisions are made without unlawful discrimination on the basis of race, color, religion, sex, national origin, age, disability, veteran status, or any other protected characteristic.

Authorization to Fingerprint and Background Check: I hereby authorize the employer and its designated agents to take my fingerprints, to submit my fingerprints to authorized state and federal agencies, and to obtain any criminal history record information and other background information about me for employment-related purposes. I understand that the fingerprint information may be retained by those agencies and used for official purposes consistent with applicable law.

Privacy & Retention: I acknowledge that fingerprint data and associated background check results are confidential records retained by the employer or the receiving agency in accordance with applicable records retention rules and privacy obligations. Access to these records will be limited to authorized personnel.

Criminal History Disclosure: I certify that the information I have provided regarding my criminal history (if any) is complete and accurate to the best of my knowledge. I understand that falsification or omission of material information may be grounds for denial of employment or termination.

Applicant Certification and Release

I certify under penalty of perjury that the information provided on this form is true and correct. I authorize the release of any records or information pertaining to me which are necessary to complete the fingerprint-based background check. I release the employer, the fingerprinting technician, and any custodian of records from any liability for collecting and providing such information in accordance with applicable law.

Have you ever been convicted of a felony? (If yes, provide details below)

Yes No

If yes, explain

Acknowledgment and Applicant Declaration

By signing below, I acknowledge that I have read and understand this Employee Fingerprints Form. I authorize the collection of my fingerprints and the release of information necessary to complete the fingerprint-based background check. I certify that the information given on this form is true and complete.

Employee Name (Print):

Signature:

Date:

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

The Employee Fingerprints Form documents an individual’s fingerprint capture and authorization for use in background checks, credentialing, or regulatory enrollment. It typically records applicant identity details, a consent statement authorizing fingerprint submission to law enforcement or a vendor, and a chain-of-custody or capture log showing who collected the prints and when. Employers use this form for pre-employment screening, licensing, childcare and education clearances, and roles requiring security vetting. The form supports both physical ink-card capture and electronic Live Scan captures where permitted by the receiving agency.

Why a structured Employee Fingerprints Form matters

A clear, consistent form reduces processing delays, supports legal compliance for background checks, and provides a verifiable chain of custody for biometric data. Proper documentation helps employers meet regulator expectations and defend decisions based on background-check results.

Who typically completes and signs this form

Employers, HR staff, licensing agencies, and authorized collection vendors commonly prepare or request Employee Fingerprints Forms before submitting prints for criminal-history checks.

Human resources teams managing pre-employment screening for regulated roles, ensuring consent and identity verification.
Healthcare and child care employers collecting fingerprints for background checks required by licensing bodies.
Third-party fingerprint vendors and law-enforcement agencies that capture, process, and transmit biometric data.

The signer set usually includes the individual whose prints are taken, the capturing technician, and when required, an employer or agency representative attesting to identity verification.

Step-by-step: filling out an Employee Fingerprints Form

Follow a linear sequence to avoid missing required identity data, consent, or capture verification details.

01

Confirm identity: Verify government ID and record details on the form.
02

Obtain consent: Read aloud authorization and have the individual initial and sign.
03

Capture fingerprints: Use certified Live Scan or ink-card methods per agency requirements.
04

Document capture: Enter technician name, date, and transmission receipt or tracking ID.

Typical online workflow settings for digitizing this form

When converting to an electronic workflow, configure fields and controls to preserve identity, consent, and chain-of-custody metadata.

Field	Configuration
Identity fields	Required; use validation for DOB and ID formats
Consent block	Required checkbox + explicit disclosure for electronic records
Capture method	Dropdown: 'Ink card' or 'Live Scan' with conditional fields
Audit metadata	Automatic capture of signer IP/timestamp/technician

End-to-end process: from capture to clearance

A consistent routing model keeps responsibility clear and minimizes turnaround time with background-check vendors.

Collection: Prints captured and logged at collection site
Transmission: Live Scan or physical card sent to vendor or agency
Processing: Agency matches prints against criminal-history databases
Result delivery: Clearance or report returned with tracking ID

Digital platform considerations for electronic forms

Choose a platform that preserves audit trails, supports secure file attachments, and integrates with identity verification or Live Scan vendors.

File formats: PDF and DOCX supported for templates and signed archives
Integrations: Common integrations: HRIS, NetSuite, Microsoft 365, Google Workspace
Authentication: Support email, SMS OTP, or advanced multi-factor options

Ensure the platform you select can export complete audit logs and encrypted archives that satisfy your internal retention and compliance policies.

Security and compliance controls to include on the form

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Access controls: Role-based access and least privilege

Audit trail: Capture IP, timestamp, and action log

HIPAA BAA: Execute BAA when PHI is included

Authentication: Multi-factor or identity proofing when needed

Certifications: SOC 2 Type II and ISO 27001 preferred

Consequences of incomplete or incorrect fingerprint forms

Submission delay: Background check processing delayed

Application rejection: Licensing or clearance application denied

Audit findings: Regulatory audit citations possible

Legal exposure: Liability for unauthorized data disclosure

Reputational harm: Employer trust and hiring delays

Resubmission costs: Additional fees and administrative time

Common preparation mistakes to avoid

Using nicknames or abbreviated names instead of the full legal name, which often causes fingerprint mismatches and processing delays.
Failing to include capture method and technician identification, removing the chain-of-custody detail that vendors require.
Overlooking required consent language or signature, which can invalidate the submission under ESIGN/UETA consumer-consent rules for electronic records.
Storing fingerprint images or cards without encryption or proper access controls, increasing regulatory and privacy risk.

Essential sections for a professional Employee Fingerprints Form

A complete form groups identity, authorization, capture, chain of custody, and retention instructions so recipients can process prints without follow-up.

Header

Form title, employer or agency name, and purpose statement clarifying what the prints will be used for and who will receive them.

Identity block

Fields for full legal name, DOB, place of birth, government ID type and number, current address, and contact information.

Consent and authorization

Explicit language authorizing submission to criminal-history repositories, with an ESIGN/UETA-consistent disclosure for electronic consent when applicable.

Fingerprint capture section

Designated spaces or attachments for ink-card impressions or metadata for Live Scan captures, including quality indicators.

Chain of custody

Capture date, technician name, facility, transmission receipt or vendor tracking ID to show who handled the prints.

Signature block

Signature and printed name of the applicant, signature of the collector, and date; include witness or notary fields if required.

Practical tips for accurate and efficient completion

Adopt consistent procedures and quality checks to reduce rejections and repeat collections.

Pre-verify identity documents

Check IDs before scheduling capture. Confirm that the name and DOB match exactly between the ID and the form to avoid fingerprint matching errors and rework.

Use conditional fields

Configure electronic forms to surface Live Scan metadata only when 'Live Scan' is selected, preventing incomplete records for the chosen capture method.

Record transmission receipts

Capture vendor or agency receipts and store them with the form. Receipts provide proof of submission and aid in tracking processing status.

Train collection staff

Ensure technicians follow quality standards for impressions and document the capture method, which reduces the need for recollection and saves administrative time.

Comparing eSignature options for managing Employee Fingerprints Forms

Platform pricing and capabilities vary; choose a provider that supports audit trails, integrations, and HIPAA where required.

	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	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions and troubleshooting

Answers to common questions about capture, electronic submission, corrections, and recordkeeping for Employee Fingerprints Forms.

Need help? Contact support

Can the consent form be e-signed?
Yes. Consent and associated documentary fields may be signed electronically if the signer demonstrates intent, consents to an electronic record, and the record can be retained and reproduced per the ESIGN Act (15 U.S.C. §7001) and applicable state UETA rules.
Can fingerprints themselves be submitted electronically?
Yes when the receiving agency accepts Live Scan or electronic capture; otherwise ink-card impressions must be mailed. Confirm the receiving agency's accepted submission methods before capture.
What if identity data is wrong?
Do not cross out entries. Complete a corrected form and, if required by the vendor, provide written explanation or resubmit with a new capture to avoid mismatches.
Is notarization or witness needed?
Most fingerprint submissions do not require notarization, but some licensing authorities or specific state laws may require a witness or notarized attestation; verify the receiving agency's rules.
How long until results return?
Turnaround varies by agency and criminal-history repository; expect anywhere from a few days for expedited electronic checks to several weeks for fingerprint-card submissions.
How should records be stored?
Store forms and images encrypted at rest with strict access controls. Retain audit logs and receipts in case of disputes or verification requests.

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