Can this form be e‑signed?

Yes. Electronic signatures that meet ESIGN and applicable state UETA or ESRA requirements are valid if intent and consent are documented.

What if an applicant refuses to sign?

If an applicant refuses, you cannot run consumer reports that require written consent; document the refusal and consider alternative screening steps consistent with law.

Are notaries required?

Not ordinarily for standard background authorizations. Some positions or state rules may require notarization or additional authentication; verify role‑specific requirements.

How long must we keep signed forms?

Retain per applicable laws: I‑9s (3 years after hire or 1 year after termination), HIPAA (6 years for health records), and other federal minima.

What disclosures are required?

FCRA requires a clear disclosure that a consumer report may be obtained and separate written authorization for adverse action procedures when used for hiring.

Can we redact SSNs in stored copies?

Yes; keep the minimum necessary data for operational needs and comply with state privacy laws when storing or displaying SSNs.

Electronic Signature
Templates
HR
Employment Background Investigation Form

Employment Background Investigation Form

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

EMPLOYMENT BACKGROUND INVESTIGATION FORM

Personal Information

Full Legal Name Current Address

Primary Phone

Email Address

Other Names Used (including maiden or aliases)

Date of Birth: Social Security Number:

Driver's License Number

Issuing State

Position Information

Position Applied For / Job Title

Department

Reporting Manager

Anticipated Start Date: Proposed Salary / Wage:

Employment Type (select all that apply)

Full-time Part-time Temporary Contractor

Background Checks Requested

The undersigned authorizes investigation of the following areas as indicated by the employer (check applicable):

Criminal history / public records Employment verification Education verification Professional references Credit report (where job-related and permitted) Motor vehicle record (driving positions) Professional license verification Drug/alcohol screening

Employment History (Most Recent First)

Employer 1 — Company Name Employer 1 — Address

Employer 1 — Duties / Responsibilities Employer 1 — Reason for Leaving

Employer 2 — Company Name Employer 2 — Address

Employer 2 — Duties / Responsibilities Employer 2 — Reason for Leaving

Education

Highest Degree or Certification Institution

Graduation Date: Major / Field:

References

Provide three professional references

Reference 1 — Name

Reference 2 — Name

Reference 3 — Name

Legal Disclosures

At-Will Employment: I understand that submission of this form and any inquiry or investigation conducted by the company do not create a contract of employment for any specific period of time. If employed, I understand my employment may be terminated at any time, with or without cause, by either party unless a separate written agreement signed by authorized company management provides otherwise.

Equal Opportunity: The company is an equal opportunity employer. Employment decisions are based on business needs, job requirements and individual qualifications, without regard to protected characteristics as defined by applicable law.

Applicant Certification & Authorization

I certify that all information provided on this form is true, accurate and complete to the best of my knowledge. I understand that any misrepresentation, omission, or falsification may be grounds for denial of employment or, if employed, discipline up to and including termination.

I authorize the company and its agents to investigate and verify all statements contained in this form and any accompanying materials. I further authorize all persons, schools, current and former employers, references, courts, motor vehicle and licensing authorities, and other entities to provide the company with any relevant information requested in connection with my background investigation. I expressly release such persons and the company from any liability for providing or using such information.

I understand that the scope of the background check may include information regarding criminal history, employment history, education, motor vehicle records, credit history (where job-related and permitted by law), and other public records. I understand the company may obtain consumer reports and investigative consumer reports in accordance with applicable law and that I may receive separate notice and rights related to such reports where required.

If background check results are used as a basis for an adverse employment decision, I will be provided the nature of the information relied upon and an opportunity to dispute the accuracy of the information as required by law.

I acknowledge receipt of this authorization and consent to release information for the purposes described above.

Have you ever been convicted of a felony? (Answering yes will not necessarily disqualify employment)

Yes No

If yes, provide details

Acknowledgment

By signing below I affirm that I have read, understand, and agree to the statements and authorizations contained in this form. I understand that acceptance of an offer of employment may be contingent upon satisfactory completion of the background investigation(s) indicated above.

Applicant Name:

Signature:

Date:

For Human Resources Use Only

Investigator: Date Completed:

Clear — no adverse findings Adverse findings — further review required Pending / additional documentation required

What the Employment Background Investigation Form Is

An Employment Background Investigation Form is a standardized document used by employers to request consent and information necessary to perform pre‑employment checks, including identity verification, criminal history, employment and education verification, and credit checks where permitted. The form typically records applicant identification details, the types of checks authorized, a signature authorizing release of information, and disclosures required by federal or state law. Properly completed forms create an auditable record that supports compliance with hiring policies, privacy laws, and consumer reporting requirements.

Why a Clear Background Investigation Form Matters

A well‑constructed form documents applicant consent, defines scope of checks, and reduces legal and operational risk by establishing an auditable trail for compliance with consumer reporting and employment laws.

Who Typically Prepares or Signs This Form

Employers, HR teams, and third‑party screening vendors prepare and request this form; applicants and authorized representatives complete and sign it.

HR and recruiting teams who order background checks and retain results for hiring decisions.
Third‑party background screening vendors who need applicant consent and identity data to run checks.
Job applicants who must provide truthful information and sign authorizations for criminal, employment, education, or credit checks.

Keep copies of signed forms in secure personnel files and follow retention rules applicable to I‑9s, payroll, HIPAA, and consumer reporting records.

Stepwise Process to Complete and Submit the Form

Follow these sequential steps to collect consent, run checks, and retain results in compliance with federal and state rules.

01

Prepare Form: Select required checks and attach any required disclosures.
02

Send to Applicant: Provide the form via secure portal or email with consent disclosure.
03

Applicant Signs: Applicant reviews and signs electronically or on paper.
04

Run Checks: Authorized vendor conducts checks and returns results.

Where Completed Forms Typically Go

Completed forms are routed to specific destinations for verification, storage, and compliance review depending on organizational policy.

HR Record: Signed form stored in the employee personnel file.
Background Vendor: Vendor receives applicant data to perform checks.
Hiring Manager: Reviewed to inform employment decisions.
Secure Archive: Long‑term retention under recordkeeping rules.

Typical Digital Workflow Settings

Configure these fields when building an online workflow to minimize friction and preserve legal validity.

Field	Configuration
Authentication	Email link or SMS code for signer verification
Consent Disclosure	Present ESIGN consumer disclosure for applicants
Attachments	Allow PDF/DOCX supporting documents
Audit Trail	Enable IP, timestamp, and action logs

Digital Delivery and Integration Considerations

Determine platform integrations, file formats, and authentication options before sending forms electronically.

Integrations: Connect with ATS and HRIS systems
File Formats: Support PDF and DOCX for records
Authentication: Use SMS, email, or KBA as needed

Platforms that support audit trails, conditional fields, and secure storage simplify compliance with ESIGN, UETA, and consumer reporting rules.

Security and Compliance Elements to Include

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

Audit Trail: Detailed signer IP and timestamp logs

HIPAA: BAA required when PHI present

SOC 2: SOC 2 Type II controls available

ESIGN / UETA: Legal eSignature framework compliance

21 CFR Part 11: Compliant options for regulated records

Timelines and Typical Processing Expectations

Understand expected turnaround times and legally required deadlines to ensure timely onboarding and compliance.

Background Check Turnaround:

1–7 business days, vendor dependent

I-9 Completion:

Complete Section 2 within three business days of hire (8 CFR §274a.2)

Adverse Action Notice:

Provide pre‑adverse and adverse notices per FCRA timelines

Record Access Requests:

Respond to consumer reporting disputes promptly

Document Retention:

Follow applicable retention schedules after hire

Common Preparation and Processing Pitfalls

Collecting incomplete or inconsistent identity details leads to mismatched search results and longer turnaround times.
Failing to display required consumer disclosures under the FCRA and ESIGN may invalidate consent for screening.
Storing signed forms in unsecured email or shared folders increases risk of unauthorized access and privacy violations.
Omitting audit trail data or signer authentication weakens evidence of consent and can complicate adverse action defenses.

Legal and Operational Risks of Errors

FCRA Violations: Potential statutory penalties and liability

I-9 Noncompliance: $281–$2,789 per violation

Privacy Breach: HIPAA/CCPA enforcement risk

Invalid Consent: Screening results may be unusable

Adverse Action Errors: Increased litigation exposure

Recordkeeping Gaps: Regulatory audit findings

Comparing eSignature Providers for Employment Forms

Key plan and compliance differences influence cost and suitability for high‑volume background workflows; signNow appears first in the comparison below.

	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

Real‑World Examples of Digital Background Workflows

These brief examples show how electronic forms and eSignature are used in practice across organizations.

Optica Ventures — COO

Optica Ventures centralized signature collection for onboarding to reduce processing time.

Platform automation cut manual steps by consolidating consent and vendor delivery.
The team noted improved consistency in data capture, fewer mismatches, and a clearer audit trail for compliance reviews.

Martin Properties — Founder

Martin Properties moved applicant authorizations online to support remote hires.

Digital signing enabled same‑day completion for many candidates.
The result was faster background resolution, reduced paper handling, and more reliable record retention for audits.

Practical Tips for Accurate and Efficient Completion

Apply these best practices to reduce errors, speed up checks, and strengthen legal defensibility.

Limit Data Collected

Request only the data necessary for the authorized checks to reduce privacy risk and simplify vendor processing.

Use Clear Consent Language

Provide explicit authorization and FCRA disclosure text; avoid ambiguous or overly broad permission statements.

Enable Strong Authentication

Use SMS or multi‑factor options for applicants when identity verification is critical.

Centralize Records

Store signed forms and results in a secure, access‑controlled HR system with audit logs.

Frequently Asked Questions About the Form

Answers to common questions about completion, electronic signing, and retention for Employment Background Investigation Forms.

Need help? Contact support

Can this form be e‑signed?
Yes. Electronic signatures that meet ESIGN and applicable state UETA or ESRA requirements are valid if intent and consent are documented.
What if an applicant refuses to sign?
If an applicant refuses, you cannot run consumer reports that require written consent; document the refusal and consider alternative screening steps consistent with law.
Are notaries required?
Not ordinarily for standard background authorizations. Some positions or state rules may require notarization or additional authentication; verify role‑specific requirements.
How long must we keep signed forms?
Retain per applicable laws: I‑9s (3 years after hire or 1 year after termination), HIPAA (6 years for health records), and other federal minima.
What disclosures are required?
FCRA requires a clear disclosure that a consumer report may be obtained and separate written authorization for adverse action procedures when used for hiring.
Can we redact SSNs in stored copies?
Yes; keep the minimum necessary data for operational needs and comply with state privacy laws when storing or displaying SSNs.

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