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Employee Police Check

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EMPLOYEE POLICE CHECK

Employee Identification

Date of Birth:

Position and Employment Information

Scope of Police Check Requested

Select the records and searches to be obtained as part of the police check:





Previous Addresses (Last 5 Years)

Criminal Conviction Disclosure

Have you ever been convicted of a criminal offense that has not been expunged or sealed?

Authorization and Release

I, the undersigned, hereby authorize the Employer, its agents and contractors, and any law enforcement or government agency to obtain, receive, and verify criminal record information and other public information about me for employment suitability purposes. This authorization includes, but is not limited to, obtaining national, state and local criminal history checks and fingerprint-based searches where required.

I release from liability any person, agency, or organization that provides information pursuant to this authorization. I understand that information obtained may be used in determining my suitability for employment, continued employment, or assignment. I further understand that a criminal record is not an automatic bar to employment and that the Employer will consider the nature, date and relevance of any reported information.

I expressly authorize the collection, use and retention of personal information obtained in connection with this police check in accordance with applicable privacy and employment laws. I understand I may be required to provide identification and to submit to fingerprinting if necessary for the requested searches.


Employment History (Most Recent)

Education

Professional References

Legal Disclosures

At-Will Employment: Nothing in this police check authorization constitutes a guarantee of employment or an employment agreement. Where applicable law permits, employment with the Employer is at-will, meaning the employee or Employer may terminate the employment relationship at any time, for any lawful reason, with or without cause or notice.

Equal Opportunity: The Employer is an equal opportunity employer. Decisions regarding hiring will be made without discrimination based on protected characteristics under applicable law.

Applicant Certification

I certify that the information provided in this form is true, complete and correct to the best of my knowledge. I acknowledge that knowingly providing false information may disqualify me from further consideration for employment, or may result in termination if discovered after hire.

By signing below I acknowledge that I have read and understand this authorization and release and consent to the Employer obtaining the police and background checks indicated above.

Applicant Name:

Signature:

Date:

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What an Employee Police Check Is and When It’s Used

An Employee Police Check is a background-screening record produced to verify an applicant’s criminal history for employment purposes. Employers commonly request these checks after a conditional offer, with applicant consent, to assess suitability for roles that require safety, security, or regulatory compliance. Reports may include county, state, and national criminal records, and sometimes fingerprint-based searches depending on jurisdiction. Results are used alongside references and other vetting steps; adverse-action procedures under the Fair Credit Reporting Act apply when a consumer-reporting agency supplies the information.

Why the Employee Police Check Matters for Employers

A police check helps employers reduce workplace risk, demonstrate due diligence, and meet industry or regulatory screening requirements. When performed correctly, it supports hiring decisions while preserving legal compliance obligations under FCRA and related state laws.

Why the Employee Police Check Matters for Employers

Who Typically Requests and Completes These Checks

Employers, HR teams, and authorized background-screening vendors coordinate to request and obtain police checks once a conditional offer is extended.

  • Human resources teams managing hiring and compliance for mid-size or large employers.
  • Healthcare and education employers screening candidates for protected or sensitive roles.
  • Public-sector employers and contractors with security or licensing obligations.

Candidates must provide accurate identifiers and written consent; vendors and employers must follow FCRA processes for disclosure, authorization, and adverse-action if employment is affected.

Decision-Makers and Signers

HR Manager

Typically requests the check, verifies candidate consent, reviews results, and documents any hiring decision. Must ensure FCRA-compliant disclosures and maintain the report in the employee file per retention rules.

Background Vendor

Licensed screening provider or agency that performs searches, aggregates findings, and issues the report. Responsible for accurate matching, reinvestigation obligations, and providing required adverse-action notices if applicable.

Essential Data Elements on the Police Check Form

Applicant Name: Full legal name
Date of Birth: MM/DD/YYYY
SSN or Last4: SSN or last 4 digits
Current Address: Street, city, state, ZIP
Consent Record: Signed authorization
Fingerprint Data: If fingerprint-based search

Consequences of Noncompliance or Errors

FCRA Violations: Civil liability possible
Adverse-Action Errors: Procedural defects risk suits
Record Mismatch: Wrong identity matches
State Penalties: Statutory fines vary
Hiring Delays: Operational disruption risk
Privacy Breach: Regulatory exposure

Common Mistakes to Avoid When Preparing a Police Check

  • Requesting a report before a conditional offer or without written consent, which violates FCRA requirements and can trigger liability.
  • Failing to confirm the applicant’s full legal name and identifying details, increasing false positives and mismatches in criminal-history records.
  • Ignoring state or industry-specific screening rules (for example, some roles require fingerprint-based checks), which can leave employers noncompliant.
  • Neglecting to follow adverse-action procedures when a hiring decision is based on a consumer-reporting agency’s information.

Step-by-Step: How to Complete an Employee Police Check

Follow a consistent sequence to collect consent, submit identifiers, and review results while preserving FCRA compliance and applicant rights.

  • 01
    Conditional Offer: Extend a conditional employment offer before screening.
  • 02
    Obtain Consent: Get written authorization using a clear disclosure form.
  • 03
    Submit Identifiers: Provide full name, DOB, SSN/last4, and address.
  • 04
    Review and Action: Analyze report and follow adverse-action steps if needed.

How to Configure an Online Screening Workflow

Set authentication, data fields, and integrations so the police check form collects accurate identifiers and routes results securely.

Field Configuration
Applicant Identity Require full name, DOB, SSN (last4), address
Authentication Email confirmation or SMS code
Signature Method eSignature with date field
Integration Connect to HRIS or background vendor API

Where to Send and How Reports Are Returned

Background checks are typically submitted to a consumer-reporting agency or accredited vendor who queries criminal databases and returns a consolidated report to the employer.

  • Submit to Vendor: Vendor files searches with jurisdictional databases
  • Database Queries: County, state, and national checks performed
  • Report Delivery: Vendor sends report to employer securely
  • Applicant Notice: Provide adverse-action notices when applicable

Sharing, Signing, and Technical Requirements

Choose delivery channels and integrations that protect PII and provide a clear audit trail for consent and signatures.

  • Delivery Channels: Secure email, vendor portals, or SFTP
  • Integrations: Connect with HRIS and cloud storage
  • Document Formats: PDF or DOCX with audit metadata

Use platforms that support audit trails, conditional fields, and secure integrations to reduce data entry errors and preserve evidence of consent and review.

Timing Expectations and Critical Deadlines

Timing varies by vendor and jurisdiction; plan for vendor processing, applicant response windows, and FCRA reinvestigation obligations when reports are challenged.

When to Run:

After conditional offer is accepted

Typical Turnaround:

Varies widely — from same day to several weeks

Dispute Handling:

FCRA requires 30-day reinvestigation

Adverse-Action Notices:

Send before final adverse decision

Record Retention:

Keep consent and reports per retention policy

Key Milestones in a Police Check Process

Track core milestones from offer to final decision so compliance and candidate communications remain timely and documented.

01

Offer Extended

Employer issues conditional offer to candidate

02

Consent Collected

Candidate signs disclosure and authorization

03

Search Performed

Vendor completes jurisdictional queries

04

Decision Finalized

Employer reviews report and closes hiring action

Key Components of a Professional Employee Police Check Form

A well-constructed form collects identifiers, obtains clear consent, supports eSignature, documents the scope of searches, and preserves an audit trail for compliance.

Consent Disclosure

Clear FCRA disclosure and separate authorization for consumer-reporting agency checks; specify purpose and recipient of the report.

Identity Fields

Full legal name, DOB, SSN or last four, and current address to maximize matching accuracy across jurisdictions.

Search Scope

Define county, state, national, and fingerprint-based searches; note any exclusions or specialized registries queried.

Signature and Date

Signed authorization with date and method (electronic or handwritten) and a retained copy of the signed disclosure.

Audit Trail

Timestamped evidence of consent, signing IP, and document history to support attribution and defend decisions.

Adverse-Action Steps

Predefined process to provide pre-adverse and final adverse notices in compliance with FCRA requirements.

Practical Tips for Accurate and Efficient Completion

Follow standardized procedures and use integrated digital workflows to reduce errors, speed processing, and maintain a defensible compliance record.

Standardize Candidate Data Entry
Use fixed-format fields and validation (MM/DD/YYYY for dates, separate fields for name components) to reduce mismatches and speed vendor searches.
Document Consent Explicitly
Store the signed FCRA disclosure and authorization alongside the report; record the method of signature and retain the certificate of completion.
Use Secure Integrations
Integrate the background vendor with HRIS and cloud storage to automate routing and centralize audit trails while protecting PII.
Follow Adverse-Action Protocols
If a decision is influenced by a consumer report, provide pre-adverse notice, opportunity to dispute, and final adverse notice per FCRA.

Real-World Examples of Digital Screening Workflows

Organizations streamline candidate screening by combining eConsent, secure data capture, and integrated vendor delivery while preserving legal records and audit trails.

Optica Ventures LLC

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

  • Rapid adoption across hiring workflows reduced manual follow-up and improved candidate experience.
  • By capturing consent and signatures electronically and routing reports through the HR system, the company reduced turnaround and maintained clear documentation for audits and compliance reviews.

Fertility Centers of Illinois

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 enabled automated routing of signed authorizations to the screening vendor.
  • This cut administrative time, ensured consistent consent capture, and preserved an auditable trail for regulatory and internal review.

Comparing eSignature Options for Police Check Authorizations

Electronic signature platforms vary by price, enterprise features, and compliance support; choose a provider that supports secure workflows and traceable consent capture without exceeding budget constraints.

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 No No Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
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 Police Checks

Answers to common questions on timing, consent, disputes, and the use of electronic signatures for police check authorizations.


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