Establishing secure connection…Loading editor…Preparing document…

Employment Background Check Certification

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

EMPLOYMENT BACKGROUND CHECK CERTIFICATION

Personal Information

Date of birth:

Social Security Number:

Position Information

Anticipated start date:

Salary / wage:

Full-time    Part-time    Temporary    Contract

Authorization for Background Screening

I hereby authorize the employer and any of its agents, representatives or service providers to procure consumer reports, investigative consumer reports and other information about me for employment purposes. This information may include, but is not limited to, verification of social security number, criminal history, credit history, driving/motor vehicle records, education, employment history, professional licenses, and drug/alcohol testing as permitted by law. I understand that any information obtained will be used only for employment-related decisions.

Criminal background check    Sex offender registry search    Credit history check    Employment verification    Education verification    Drug/alcohol screening    Motor vehicle record check

Disclosure and Consent

I understand that a consumer reporting agency may prepare a consumer report and/or investigative consumer report. I understand that I may request a copy of any report prepared about me by providing written notice to the employer within a reasonable time after receipt of notice that a report will be or has been obtained. Where required by law, I will be provided with advance notice and a separate written disclosure and authorization before an investigative consumer report is obtained. I further understand that any adverse action taken by the employer based on the information obtained will be conducted in accordance with applicable law and I will be provided any required adverse action notices.

By signing below I authorize all persons, schools, my current and former employers, and other entities to release to the employer and its agents any and all information requested in connection with the background screening process. I release such persons and entities from any liability for providing such information and from any claims arising from the release or use of such information to the extent permitted by law.

Applicant Certification and Affirmations

I certify that all information provided on this form and any attachments is true, complete, and correct to the best of my knowledge. I understand that falsification, omission, or misrepresentation of information may constitute grounds for denial of employment or immediate termination of employment if hired. I hereby authorize investigation of all statements contained herein and release from liability any person or organization obtaining or supplying such information.

Employment History (most recent first)

Education

Professional References

Criminal Conviction Disclosure

Have you ever been convicted of a crime, pled nolo contendere, or received a deferred adjudication? (Do not include non-felony traffic offenses unless specified.)

No    Yes — if yes, provide details below

Legal Notices and Acknowledgements

Equal Employment Opportunity: The employer provides equal employment opportunity to all applicants and employees without regard to race, color, religion, sex, national origin, age, disability, or any other status protected by applicable law. This statement does not create any contractual rights beyond those provided by law.

At-Will Employment: If hired, I understand that my employment relationship with the employer will be at-will, meaning either the employer or I may terminate the relationship at any time, with or without cause and with or without notice, unless a separate written agreement signed by authorized representatives specifies otherwise.

I understand that completing this certification and authorizing background checks is a condition of continued consideration for employment and does not constitute a promise or guarantee of employment. I acknowledge receipt of a copy of the consumer disclosure and consent contained herein by my signature below.

Applicant Name:

Signature:

Date:

Enter text✕

What the Employment Background Check Certification Is

An Employment Background Check Certification is a signed record confirming that a prospective or current employee has authorized, undergone, and received results from a defined background screening process. The certification documents who ordered the check, the scope (criminal, credit, education, professional licensure), the date(s) performed, and the signer’s attestation that the employer followed required notices and procedures under the Fair Credit Reporting Act and other applicable laws.

Why a Formal Certification Matters for Employers

A written certification creates an auditable record that consent, disclosures, and decisions complied with FCRA and state law, reducing litigation and administrative risk while preserving a clear audit trail.

Why a Formal Certification Matters for Employers

Who Typically Completes an Employment Background Check Certification

Employers, HR teams, and third-party screening vendors commonly complete the certification to document consent and results before final hiring decisions.

  • Small business HR: Uses single-file certifications per hire to document consent and adverse-action steps.
  • Enterprise HR teams: Centralize certifications for high-volume onboarding and audit reporting.
  • Background screening vendors: Provide completed certification forms to client employers as part of delivery.

The certification can also be retained for compliance audits and later personnel record reviews; retention rules vary by regulator and document type.

Step-by-Step: Completing the Certification Form

Follow these sequential steps to complete the certification accurately and preserve evidence of compliance.

  • 01
    Collect Consent: Obtain written consent before ordering any consumer report.
  • 02
    Order Screening: Specify vendor, scope, and jurisdictions for the background check.
  • 03
    Record Results: Attach or summarize findings and document reviewer notes.
  • 04
    Execute Certification: Authorized official signs and dates the certification.

How the Certification Fits into the Background Check Workflow

This flow shows where the certification aligns with background-check ordering, review, and final hiring decision.

  • Initiation: Request consent and upload the certification template.
  • Screening: Vendor performs checks and returns reports.
  • Review: HR reviews results and documents findings on the certification.
  • Decision: Complete certification with signatory details and retain copy.

Configuring an Online Certification Workflow

Set fields and authentication to match legal and operational needs when completing the certification electronically.

Field Configuration
Signer Authentication Email link plus optional SMS code
Signature Type ESIGN-compliant electronic signature
Audit Trail Enable IP, timestamp, and action log
Retention Policy Archive signed certificate for defined period

Technical Considerations for eSubmission

Choose a platform that supports secure e-signatures, audit trails, and the authentication level your compliance program requires.

  • File formats: PDF and DOCX supported
  • Integrations: Works with common CRMs and HR systems
  • Audit logs: Retain IP, timestamps, and events

Essential Elements of a Professional Certification

A complete Employment Background Check Certification contains defined sections to show consent, scope, results, and attestations required by law and best practice.

Certification Header

Clear title, form version or control number, and the name of the employer or screening party to ensure traceability and version control.

Subject Details

Full legal name, DOB, and identifier fields (SSN or partial SSN when permitted) to allow accurate record matching across databases.

Disclosure & Consent

Exact FCRA-compliant disclosure text, dated consent signature, and a note on how consent may be withdrawn.

Search Scope

Specific enumerated checks (e.g., county, state, federal criminal; education verification; professional license check) and date ranges searched.

Findings Summary

Concise summary of results or attached vendor report identifier, including any record discrepancies or items requiring further review.

Attestation Block

Name, title, signature, and date for the certifying official plus a statement attesting that required adverse-action procedures were followed if applicable.

Security and Compliance Features to Verify

Encryption: TLS 1.2/1.3; AES-256 at rest
Regulatory: ESIGN and UETA compliant
Healthcare: HIPAA support with BAA available
Auditability: Detailed audit trail records
Standards: SOC 2 Type II and ISO 27001
Accessibility: WCAG 2.0 Level AA

Penalties and Legal Risks from Improper Certification

FCRA Noncompliance: Civil liability and statutory damages
I-9 Violations: Fines per paperwork error
Incorrect 1099: Penalties under IRC §6721
Data Breach Risk: Regulatory fines and remediation costs
Adverse-Action Missteps: Reversal of hiring decision and litigation
Retention Failures: Evidence gaps for audits or claims

Common Preparation Errors to Avoid

  • Failing to obtain dated written consent before ordering a consumer report, which breaches FCRA and can invalidate later adverse actions.
  • Recording inaccurate identifiers (name, DOB, SSN), producing mismatches that delay hiring and require repeat searches.
  • Omitting the exact disclosure language or failing to provide a clear method to withdraw consent as required by ESIGN/FCRA.
  • Failing to document and follow adverse-action timing and notice requirements after relying on a report to deny employment.

eSignature Pricing Comparison for Certification Workflows

Compare common vendor starting prices and basic feature availability for e-signing and storing Employment Background Check Certifications.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/month $15/user/month $14/user/month $19/user/month $15/user/month
Free Trial 7-day free trial, no credit card Varies Varies Varies Varies
Bulk Send Yes Varies Varies Varies Varies
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Varies Varies Varies Varies

Real-World Examples of Certification Use

These short examples show how organizations include the certification as part of broader digital workflows and compliance practices.

Martin Properties

A mid‑sized property manager standardized screening and certification for new hires to reduce in-person paperwork.

  • Reduced turnaround times for tenant-facing hires.
  • "I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Fertility Centers of Illinois

A healthcare provider embedded certification into workflows where PHI is involved and used contractual BAAs for vendors.

  • Maintained HIPAA-aligned records.
  • "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."

Frequently Asked Questions and Troubleshooting

Answers to common implementation and compliance questions when preparing or signing an Employment Background Check Certification.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users