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Employment Background and Drug Check Release

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EMPLOYMENT BACKGROUND AND DRUG CHECK RELEASE

Personal Information

Other names used (maiden, alias):

Position Information

Authorization for Background and Drug Testing

I authorize the Company and its designated agents to obtain and evaluate background information related to my application for employment. This authorization includes, but is not limited to, verification of past employment, education, professional licenses, motor vehicle records, credit reports where job-related, criminal history, and other records bearing on my suitability for employment. I understand that such information may be collected through written, oral or electronic means.

I further authorize the Company to require drug and alcohol screening as a condition of employment and to disclose the results of any such tests to Company personnel with a need to know. I understand that a positive drug or alcohol test, refusal to submit to testing, or any attempt to tamper with a specimen may result in withdrawal of an offer of employment or termination of employment if I am employed.

I release from liability and hold harmless any person, employer, institution, agency or other entity that provides information in good faith to the Company regarding my background, including information concerning criminal history, employment records, education, credentials, or medical information related to drug or alcohol testing. I waive any claims against such persons and the Company related to obtaining or using such information, except as prohibited by law.

I understand that information obtained in the background check may be used in determining my eligibility for employment and that the Company may retain a copy of this authorization and any reports obtained. I understand I have the right, to the extent required by applicable law, to receive notice and a copy of any consumer report and a summary of my rights prior to any adverse action based wholly or in part on the report.

Employment History (Most Recent Employer)

Previous Employer

Education

References (Professional)

Background Disclosure Questions

Have you ever been convicted of a felony for which you have not been pardoned?

If yes, provide date(s) and nature of offense(s):

Legal Disclosures

At-Will Employment: If hired, I understand and agree that my employment is at will and may be terminated by either the employer or me at any time, with or without cause or notice, except as otherwise provided in a written agreement signed by an authorized representative of the Company.

Equal Employment Opportunity: The Company is an equal opportunity employer. The Company will consider applicants for employment without discrimination on the basis of race, color, religion, sex, national origin, age, disability, or other protected status as required by applicable law.

Applicant Certification and Release

I certify that all information I have provided on this form and in any attachments is true, complete and correct to the best of my knowledge. I understand that any misrepresentation, falsification, or omission of facts on this form, on any other document, or during any interview may result in denial of employment or, if employed, termination from employment.

I authorize the Company to contact former employers, references, educational institutions and other organizations or individuals to verify the information I have provided. I hereby release those persons and entities from liability for providing such information and release the Company from liability for obtaining and evaluating such information.

Additional Applicant Statement (Optional)

Applicant Name:

Signature:

Date:

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What the Employment Background and Drug Check Release Is

The Employment Background and Drug Check Release is a written authorization that lets an employer or its authorized vendor obtain an applicant’s criminal history, employment and education verifications, motor vehicle records, and controlled-substance screening results. The form documents the candidate’s informed consent, defines the scope and duration of authorized checks, and identifies third parties who may receive results. Proper execution creates an evidentiary record for compliance with federal and state screening rules and supports defensible hiring decisions when used with required notices and adverse-action procedures.

Why this Release Matters for Hiring and Compliance

A clear release reduces legal risk by documenting consent and scope, streamlining verification, and enabling consistent pre-employment screening. When paired with consumer-disclosure and authorization language required by the Fair Credit Reporting Act and state laws, it helps employers demonstrate lawful processing of background checks and drug testing results.

Why this Release Matters for Hiring and Compliance

Who typically completes this release

Employers and HR teams use this form during pre-employment screening to obtain required consents before ordering checks.

  • Internal HR and recruiting teams responsible for candidate onboarding and compliance checks.
  • Background-screening vendors and medical testing labs who require a signed authorization to report results.
  • Hiring managers in regulated industries that need documented consent for fingerprint or controlled-substance testing.

Candidates sign to authorize release of records; maintaining a clear copy supports FCRA steps and state-specific notification obligations.

Core elements to include in a professional release

A complete Employment Background and Drug Check Release should be concise yet comprehensive: it must identify parties, specify checks authorized, set time limits, and explain redisclosure and privacy protections.

Parties

Names and contact information for the employer, applicant, and the consumer reporting agency or testing laboratory that will receive authorization.

Scope

A precise list of checks being requested — criminal history, education/employment verification, motor vehicle records, and drug screening — including any limits on geographic or temporal scope.

Duration

The effective period for the release (for example, one year) and a statement about renewal or reauthorization for subsequent checks.

Consent Language

Clear, standalone authorization and signature block that affirms voluntary consent and explains that checks may be obtained electronically or by third-party vendors.

Redisclosure Notice

A disclosure describing who will receive results and whether information may be shared with affiliates, licensing boards, or regulators.

Adverse-Action Process

Instructions referencing pre-adverse and adverse action steps required by the FCRA and applicable state laws if results lead to an adverse hiring decision.

Quick sequential steps to complete and submit the release

Follow these steps to collect consent, order checks, and document outcomes in a compliant workflow.

  • 01
    Gather information: Collect name, DOB, address, SSN and IDs before starting the form.
  • 02
    Complete form: Fill all required fields, select the checks, and confirm scope and duration.
  • 03
    Obtain signature: Have the applicant sign and date electronically or on paper according to ESIGN/UETA.
  • 04
    Order checks: Send authorization to vendor; retain the signed release with the candidate file.

How electronic submission and retrieval typically operate

An e-submission workflow reduces paperwork and centralizes vendor communication while preserving an audit trail required for later review.

  • Upload document: Sender uploads release as PDF or DOCX to the e-sign platform.
  • Assign fields: Place signature, date, and data fields for the applicant to complete.
  • Authenticate signer: Use email link, SMS code, or stronger ID verification when necessary.
  • Capture audit trail: Platform records timestamps, IP, and action log for compliance.

Recommended eWorkflow settings for consistent processing

Configure your e-sign workflow to reduce rework and meet regulatory obligations for consumer disclosures and audit logging.

Field Configuration
Authentication Method Email + optional SMS or KBA for higher-risk hiring
Template Use a standardized template to ensure identical language and disclosures
Notarization/RON Enable RON only where state law or vendor requires notarized consent
Audit Retention Retain audit trail for the retention period required by policy or law

Technical considerations for eSigning and vendor integration

Confirm platform support for required authentication, file formats, and the ability to store signed copies securely.

  • File formats: PDF, DOCX, and HTML accepted
  • Integrations: Connects with HRIS and ATS systems
  • Records export: Exportable audit trails available

Choose a platform that preserves an immutable audit trail, supports necessary integrations such as HR or applicant-tracking systems, and meets any industry compliance requirements for privacy and retention.

Typical timelines and processing expectations

Processing times vary by vendor, check type, and applicant responsiveness; set realistic expectations in your hiring workflow.

Candidate response window:

Request signature within 3–7 business days to avoid delaying checks.

Background check turnaround:

Most checks complete in 2–5 business days; complex records may take longer.

Drug test results:

Laboratory tests often return within 24–72 hours depending on the test.

Adverse-action timing:

Follow FCRA pre-adverse and adverse-action steps before finalizing employment decisions.

Retention start date:

Retention periods run from the date of signing or the date results are added to the file.

Key milestones in the screening lifecycle

Track milestones to ensure timely authorizations, vendor orders, result review, and compliance with notice obligations.

01

Authorization Signed

Applicant signs the release and date is recorded for chain-of-custody.

02

Checks Ordered

Vendor receives the signed release and begins searches and testing.

03

Results Returned

Employer reviews reports and determines any next steps.

04

Adverse Action Notice

If needed, employer issues pre-adverse and final adverse notices following law.

Common pitfalls to avoid when preparing the release

  • Using vague scope language that fails to specify which jurisdictions or time periods will be searched leads to disputes.
  • Collecting signatures without providing required consumer disclosures under the FCRA or ESIGN can invalidate consent in some jurisdictions.
  • Failing to secure or redact sensitive identity data increases privacy breach risk and regulatory exposure.
  • Not documenting the chain of custody for drug samples undermines the defensibility of a positive result in adverse-action proceedings.

Security and compliance controls to include or verify

Encryption: TLS 1.2/1.3; AES-256 at rest
Access Controls: Role-based access and audit logging
Certifications: SOC 2 Type II; ISO 27001
HIPAA BAA: Execute a BAA when exchanging PHI
Audit Trail: Timestamps, IPs, and signer actions recorded
Retention Policies: Configurable retention and legal hold

Legal and operational risks of incomplete or incorrect releases

FCRA Violations: Failure to follow pre-adverse/adverse steps
I-9/Recordkeeping: Missing or incomplete documentation risks fines
Privacy Breach: Unauthorized disclosure of PII or PHI
Discrimination Claims: Overbroad use of criminal records can invite disparate-impact claims
Invalid Consent: Poorly worded releases may be unenforceable
Contractual Liability: Vendor or laboratory errors can create liability

Real-world examples of how organizations use the release

These customer examples illustrate practical uses of e-signed releases in different operational contexts.

Optica Ventures LLC

Optica automated their consent process to reduce manual handling and speed hires.

  • The team used standardized releases with vendors.
  • The result was a more consistent audit trail and faster candidate onboarding while preserving required consent records.

Fertility Centers of Illinois

The center integrated e-signed releases into clinical intake workflows to protect PHI.

  • They attached HIPAA addenda and a BAA.
  • This allowed secure transmission of medical test results and an auditable chain of custody for patient-related screening.

Common eSignature pricing and feature comparison for screening workflows

Compare vendor starting prices and key capabilities that matter for high-volume pre-employment screening and secure handling of health data.

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 vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes (Business Premium) Yes Yes Yes Yes
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently asked questions about the release and eSigning

Answers to common questions about form validity, digital signatures, and handling disputed results in the hiring process.


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