Are electronic consents valid for background checks?

Yes. Electronic consents are valid when intent and consent are demonstrable and the record is retained in reproducible form. Ensure consumer-facing disclosures meet ESIGN requirements and FCRA obligations for consumer reports.

What if the vendor report has incorrect information?

Document the discrepancy in the chart, notify the vendor and the candidate per FCRA dispute procedures, and place hiring decisions on hold until the vendor corrects or verifies the information.

How long should we keep completed charts?

Retain charts according to federal baselines (e.g., IRS, I-9 rules) and industry needs. For example, I-9 retention follows 8 CFR §274a.2; HIPAA-related records follow 45 CFR §164.530(j).

Can different states require different checks?

Yes. Jurisdictions can impose unique restrictions (e.g., sealing of convictions, ban-the-box rules) that affect what you can ask or use; apply state-specific policies when ordering searches.

Is notarization required for candidate consent?

Generally no for background check consent forms. Notarization is rarely needed unless a separate sworn affidavit or specific jurisdictional rule requires it.

How do we secure PII in the chart?

Limit access by role, encrypt data in transit and at rest (TLS and AES-256), and maintain an access log. Require vendors and platforms to support appropriate security and, where needed, HIPAA BAA agreements.

Electronic Signature
Templates
HR
Employment Background Check Chart

Employment Background Check Chart

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

EMPLOYMENT BACKGROUND CHECK CHART

This Employment Background Check Chart documents consent for, scope of, and results from employment-related background checks and verifications performed in connection with the applicant's consideration for employment or continued employment. Background checks conducted pursuant to this Chart may include criminal records, employment and education verification, professional licensure verification, motor vehicle records, credit reporting where job-related, drug screening, and reference checks. Applicant authorization below permits lawful collection, use and disclosure of personal information for these purposes.

Personal Information

Full Legal Name Current Address

Phone:

Email:

Date of Birth: Social Security Number (last four):

Position Information

Position Title Department / Location

Hiring Manager:

Proposed Start Date:

Proposed Compensation

Background Checks Requested

Select the background checks to be performed:

Checks (mark all that apply)

Criminal Records Check

County Criminal Court Checks

National Criminal Database / Sex Offender Search

Employment Verification

Education Verification

Professional License Verification

Motor Vehicle Record (MVR)

Credit Report (where job-related)

Drug Screening

Reference Check

Social Security Number Trace

International Background Check

Official Background Check Chart (For Each Check Type)

Use the fields below to record vendor, dates, results, documentation obtained, and adjudication notes for each check performed.

Criminal Records

Vendor / Provider

Date Initiated:

Date Completed:

Result:

Documents Obtained Reviewer Notes / Adjudication

Employment Verification (Previous Employers)

Employer 1 - Company Name

Title/Role:

Dates Employed:

Responsibilities Verified Verification Result and Notes Employer 2 - Company Name

Title/Role:

Dates Employed:

Responsibilities Verified Verification Result and Notes

Education Verification

Degree Institution

Graduation Date:

Verification Outcome

References

Provide three professional references and verification outcomes.

Reference 1 - Name

Phone:

Email:

Relationship:

Reference Check Notes Reference 2 - Name

Phone:

Email:

Relationship:

Reference Check Notes Reference 3 - Name

Phone:

Email:

Relationship:

Reference Check Notes

Legal Disclosures and Statements

At-Will Employment: Nothing in this Chart is intended to create a contract guaranteeing employment for any specified period. Employment, if offered, is at-will and may be terminated by either the employee or the employer at any time, with or without cause or notice, unless otherwise agreed in a separate written agreement signed by an authorized representative.

Equal Opportunity: The employer is an equal opportunity employer. Decisions regarding background check outcomes are applied in a manner consistent with applicable anti-discrimination and rehabilitation laws. Any adverse action based on consumer report information will follow required notice and disclosure procedures.

Applicant Authorization and Certification

By signing below, I certify under penalty of perjury that the information I have provided on this Chart is true, complete, and correct to the best of my knowledge. I expressly authorize the employer and its designated agents to obtain consumer reports and investigative consumer reports about me for employment purposes. I authorize and request any current or former employer, educational institution, licensing authority, credit bureau, law enforcement agency, or other entity to release to the employer and its authorized agents any information concerning me necessary to complete the background checks described above. I understand that adverse findings may be considered in making an employment decision and that I will be provided required notices prior to any adverse employment action.

Applicant hereby acknowledges receipt of required disclosures and provides consent below.

I authorize the background checks and verifications described in this Chart and certify the accuracy of the information provided herein.

Final Adjudication (HR Use Only)

Adjudicator Name

Adjudication Date:

Final Determination (select one)

Cleared for employment

Cleared with conditions (documented in notes)

Not cleared for employment

Adjudication Notes

Applicant Certification Signature

Applicant Printed Name:

Signature:

Date:

What the Employment Background Check Chart Is and When It’s Used

The Employment Background Check Chart is a structured summary used by employers and HR teams to record the scope, sources, results, and authorization status of pre-employment screening. It centralizes candidate consent, identity verification, criminal and civil record searches, employment and education verifications, and any licensing checks. The chart helps ensure consistent screening across roles and locations, tracks who ordered each search and when, and provides an audit-ready trail for compliance with federal and state consumer reporting laws and internal hiring policies.

Why a Standardized Chart Matters for Compliance and Consistency

A uniform Employment Background Check Chart reduces legal risk, documents candidate consent, and standardizes the information employers rely on for hiring decisions while supporting auditability under ESIGN and FCRA requirements.

Who Typically Creates and Reviews the Chart

This chart is used by HR teams, hiring managers, corporate compliance officers, and third-party screening vendors to coordinate and record background checks.

HR generalists who initiate and track candidate screening requests and maintain centralized records.
Hiring managers who review results and document job-related decision rationales.
Compliance or legal staff who verify proper disclosures and audit trails.

Proper role segmentation and consistent signatory authority reduce mistakes and provide defensible documentation during disputes or audits.

Typical Signers and Their Responsibilities

HR Manager

Completes the chart fields, obtains candidate consent, orders vendor checks, and attaches verification results. Maintains record retention and responds to consumer reporting disputes.

Hiring Manager

Confirms role-specific screening needs, documents adverse-action rationale if applicable, and signs off on final hiring decisions using information contained in the chart.

Stepwise Process to Fill Out and Finalize the Chart

Follow these steps to complete the chart from request through retention.

01

Initiate: Enter candidate info and obtain written or electronic consent.
02

Order: Select required checks and place the order with a screening vendor.
03

Receive: Attach vendor reports and summarize findings in the chart.
04

Decide: Document hiring decision and any adverse-action notices.

Operational Flow: From Consent to Decision

The chart supports a linear workflow and clear handoffs between HR, vendor, and hiring manager.

Consent Collection: Record consent mechanism and retention of disclosure.
Vendor Request: Send standardized order with candidate identifiers.
Report Review: Summarize findings and flag discrepancies.
Adverse Action: Document notices and timelines if employment is affected.

Essential Elements to Include in a Professional Chart

A robust Employment Background Check Chart includes administrative, legal, and result-tracking elements to support fair hiring and compliance.

Consent Log

Timestamped record of candidate consent method and stored consumer disclosure details.

Search Inventory

Clear list of requested searches and the statutory or role-based justification for each one.

Vendor Traceability

Vendor name, order ID, delivery date, and attached source reports for audit purposes.

Result Classification

Standardized outcome tags (clear, match, manual review) plus summary notes.

Decision Log

Hiring manager sign-off, adverse-action dates, and document copies of notices sent.

Retention Flag

Automatic retention trigger and disposal date consistent with regulatory requirements.

Digital Workflow Settings to Automate Chart Population

Configure the chart template and vendor integrations to reduce manual entry and enforce approvals.

Field	Configuration
Auto-fill Candidate	Map ATS candidate record to chart fields
Required Fields	Enforce consent, name, DOB before order
Vendor API Link	Store vendor order ID and report URL
Approval Routing	Route results to hiring manager for sign-off

Technical Considerations for eSubmission and Recordkeeping

Choose a platform that supports secure eSigning, audit trails, and easy export of completed charts.

File formats: PDF, DOCX, CSV exports
Integrations: ATS, HRIS, and vendor API connectivity
Security: TLS 1.2/1.3 and AES-256 encryption

Common Pitfalls to Avoid

Missing or unclear consent language that fails FCRA or ESIGN disclosure requirements.
Recording inconsistent candidate identifiers leading to mismatches in vendor searches.
Failing to document adverse-action steps and timelines when decisions are based on reports.
Storing sensitive PII unencrypted or longer than permitted by policy and law.

Legal and Operational Risks from Incomplete or Incorrect Charts

FCRA Violations: Failure to follow adverse-action procedures may trigger consumer reporting penalties.

I-9 Penalties: Incorrect retention or missing identity proofing can result in fines under DHS rules.

Data Breach Exposure: Poor storage practices increase liability under state breach notification laws.

Discrimination Claims: Inconsistent screening criteria across candidates can lead to disparate impact liability.

Operational Delay: Incomplete charts slow hiring and increase time-to-hire costs.

Reputational Harm: Publicized compliance failures can damage employer brand and candidate trust.

Key Timing and Processing Expectations

Observe these time-sensitive steps to remain compliant and to keep hiring cycles predictable.

Consent Retention:

Retain documented consent for the life of the report plus FCRA-required periods

Adverse-Action Window:

Follow pre-adverse-action notice and final notice timelines under FCRA

I-9 Recordkeeping:

Keep I-9 forms 3 years after hire or 1 year after termination, whichever is later (8 CFR §274a.2)

Vendor Report Storage:

Store vendor reports per retention policy and delete per schedule

Dispute Response:

Respond to consumer disputes promptly as required by FCRA

Milestones from Order to Final Decision

Track these sequential milestones to provide visibility and maintain compliance.

01

Order Placed

Vendor receives order and begins searches

02

Report Delivered

Vendor returns full report and metadata

03

Manager Review

Hiring manager reviews results and documents job impact

04

Final Action

Decision recorded and notices issued if required

Common eSignature Vendor Pricing and Capabilities for Chart Workflows

Compare basic pricing and key features relevant to completing and storing Employment Background Check Charts; signNow is listed first per vendor ordering rules.

	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 card	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Premium tier)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Practical Tips to Improve Accuracy and Efficiency

Adopt these practices to reduce errors, speed reviews, and strengthen compliance.

Standardize Identifiers

Require consistent name, DOB, and last four of SSN to reduce vendor mismatches and manual reconciliation.

Use Templates

Prebuilt chart templates and dropdowns limit free-text errors and ensure required fields are completed.

Log Decisions

Record hiring rationales and adverse-action correspondence to create defensible records for audits or disputes.

Secure Storage

Encrypt charts at rest, restrict access by role, and purge records per retention schedule.

Real-World Examples of Chart Use

Two concise examples show how organizations use the chart to standardize screening and document decisions.

Regional Hospital HR

Implemented a unified chart for clinical hires to capture credential checks

Reduced manual follow-up by routing vendor reports directly into the chart
The result was consistent documentation of credential verification, faster onboarding of clinical staff, and clear HIPAA-aware storage of sensitive records.

Mid‑Size Construction Firm

Adopted a chart template tied to project roles

Added license and drug-screen fields specific to trades
This created role-specific checklists that reduced site access delays and centralized proof-of-compliance for safety audits.

Frequently Asked Questions and Troubleshooting

Answers to common issues encountered when completing, storing, or acting on an Employment Background Check Chart.

Need help? Contact support

Are electronic consents valid for background checks?
Yes. Electronic consents are valid when intent and consent are demonstrable and the record is retained in reproducible form. Ensure consumer-facing disclosures meet ESIGN requirements and FCRA obligations for consumer reports.
What if the vendor report has incorrect information?
Document the discrepancy in the chart, notify the vendor and the candidate per FCRA dispute procedures, and place hiring decisions on hold until the vendor corrects or verifies the information.
How long should we keep completed charts?
Retain charts according to federal baselines (e.g., IRS, I-9 rules) and industry needs. For example, I-9 retention follows 8 CFR §274a.2; HIPAA-related records follow 45 CFR §164.530(j).
Can different states require different checks?
Yes. Jurisdictions can impose unique restrictions (e.g., sealing of convictions, ban-the-box rules) that affect what you can ask or use; apply state-specific policies when ordering searches.
Is notarization required for candidate consent?
Generally no for background check consent forms. Notarization is rarely needed unless a separate sworn affidavit or specific jurisdictional rule requires it.
How do we secure PII in the chart?
Limit access by role, encrypt data in transit and at rest (TLS and AES-256), and maintain an access log. Require vendors and platforms to support appropriate security and, where needed, HIPAA BAA agreements.

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