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Employment Fingerprinting Form

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EMPLOYMENT FINGERPRINTING FORM

Applicant Information

Date of Birth:

Social Security Number (last 4 digits permitted):

Position Information

Proposed Start Date:

Proposed Salary/Wage:

Fingerprinting Authorization and Consent

I, the undersigned applicant, authorize the employer and its authorized agents to collect my fingerprints and transmit them to appropriate governmental and investigative agencies for the purpose of employment background checks, criminal history record checks, licensing, and related employment vetting. I understand that fingerprints may be retained, used, and disclosed in accordance with applicable law.

By checking the boxes below I provide my informed consent:

I consent to fingerprint collection and submission for background check purposes.
I consent to release criminal history records to the employer and its agents for employment determination.

Fingerprint Collection Details

Collection Method:

Date of Collection:

Employment History (Most Recent First)

Job Title:

Dates Employed: From To

Phone:

Job Title:

Dates Employed: From To

Phone:

Education

Graduation Date:

References

Phone:

Relationship:

Phone:

Relationship:

Phone:

Relationship:

Legal Disclosures

At-Will Employment: I understand that, unless otherwise expressly agreed in a separate signed agreement, my employment is at-will and may be terminated by me or the employer at any time, with or without cause or notice.

Equal Opportunity: The employer is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, national origin, sex, age, disability, veteran status, or other protected characteristics in accordance with applicable law.

Applicant Certification and Authorization

I certify that all information provided on this form is true and complete to the best of my knowledge. I understand that falsification, omission, or misrepresentation of information may be grounds for denial of employment or termination. I authorize the employer and its agents to contact previous employers, references, educational institutions, licensing authorities, and any law enforcement or government entities to verify the information provided and to obtain criminal history records and other information relevant to employment screening.

By signing below I acknowledge receipt of this form, consent to fingerprinting and background checks as described, and authorize those inquiries necessary to complete the verification process.

Printed Name:

Signature:

Date:

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What the Employment Fingerprinting Form Is and why it matters

The Employment Fingerprinting Form documents an individual's biometric submission for background checks required by employers, licensing boards, or government agencies. It typically records applicant identity details, fingerprint capture method, reason for fingerprinting, and consent to a background check. Employers use the form to authorize criminal-history checks, maintain an audit trail for hiring decisions, and meet regulatory or contract-driven screening requirements while establishing chain-of-custody for the fingerprint data.

Why a clear Employment Fingerprinting Form reduces risk

A complete, properly executed form helps ensure legal compliance for background checks, preserves admissible evidence of consent, and speeds onboarding by avoiding re-submissions caused by missing data.

Why a clear Employment Fingerprinting Form reduces risk

Which organizations and people commonly complete this form

The form is also completed by HR staff, security officers, and in some states by applicants themselves when electronic capture or RON-enabled notarization is permitted.

  • Real Estate brokers and property managers using fingerprint checks for rental staff and licensed agents.
  • Healthcare employers submitting fingerprints for credentialing and controlled-substance access.
  • Education institutions performing background screens for staff, volunteers, and contractors.

Core sections to include in a professional Employment Fingerprinting Form

A well-structured form groups identity, fingerprint capture, authorization, submission routing, signature, and retention instructions to reduce errors and support audits.

Identity Block

Full legal name, date of birth, place of birth, government-issued ID type and number, and employer or agency identifier to uniquely match biometric records.

Fingerprint Capture

Method used (ink card, live-scan, mobile capture), capture date/time, technician name or station ID, and device serial number for chain-of-custody and quality control.

Reason for Check

Clear reason code or checkbox for employment, licensing, volunteer screening, or contractor access to ensure correct background-check workflow is triggered.

Consent & Disclosure

A concise consent statement describing the check, data uses, retention, and a signature line confirming informed consent under applicable laws.

Submission Routing

Destination agency or vendor name, mailing or electronic submission instructions, and any required fee or invoice reference for processing.

Recordkeeping Notes

Space to record the response, disposition, reviewer initials, and retention schedule to support audits and regulatory requests.

Essential data fields for accuracy and security

Full name: Given and family names
Date of birth: MM/DD/YYYY
Government ID: State or federal ID
Capture method: Live-scan or ink
Capture date: MM/DD/YYYY
Technician ID: Operator or station ID

Step-by-step: completing the Employment Fingerprinting Form

Follow these sequential steps to collect accurate fingerprint data and complete the authorization without delays.

  • 01
    Verify identity: Present valid government ID and confirm full legal name.
  • 02
    Select capture method: Choose ink card or live-scan as required by recipient.
  • 03
    Record capture details: Enter device, technician, date, and time information.
  • 04
    Sign consent: Applicant signs and dates to authorize the background check.

How to configure an online fingerprinting submission workflow

Set these fields in your e-submission tool to automate routing, authentication, and storage of fingerprint data.

Field Configuration
Authentication Email verification | SMS code or ID check
Document fields Full name | DOB | ID type | Capture method
Routing Destination agency or vendor account
Retention settings Encrypted storage | retention schedule

Where the completed Employment Fingerprinting Form goes

Understand the typical routing from capture to final background-check result to avoid misrouting or delays.

  • Capture Point: Live-scan or ink capture station records data.
  • Vendor Submission: Form and fingerprints sent to screening vendor.
  • Agency Processing: Criminal-history search performed by agency.
  • Result Delivery: Results returned to employer or licensing board.

Digital submission and platform considerations

Use platforms that support required integrations and comply with ESIGN/UETA and applicable privacy rules when storing biometric or health-related data.

  • File formats: PDF, scanned image
  • Integrations: HRIS and background-check vendors
  • Security: TLS and at-rest encryption

Common timelines and processing expectations

Timeframes vary by vendor and agency; plan accordingly to prevent onboarding bottlenecks.

Scheduling an appointment:

Book 1–14 days ahead depending on vendor availability.

Live-scan processing time:

Often same-day to 3 business days.

Ink-card processing time:

Typically 7–21 days due to mail and manual processing.

Adjudication or review:

Additional 3–10 business days for manual review.

Expedited options:

Some vendors offer paid rush processing within 24–48 hours.

Common mistakes that delay fingerprint processing

  • Incomplete identity fields or mismatched names that prevent record matching and trigger re-submission.
  • Wrong capture method selected (ink vs live-scan) when the receiving agency requires a specific format.
  • Missing technician or device identifiers that break the chain-of-custody and require verification.
  • Unsigned or undated consent blocks causing the submission to be rejected by the screening vendor.

Potential penalties and legal risks for noncompliance

Hiring delays: Onboarding stalls
Regulatory fines: Agency penalties possible
Licensing denials: Applications may be refused
Data breach exposure: Privacy violation risk
Litigation risk: Disputes over consent
Reputation harm: Public trust affected

Real-world examples of how organizations use this form

Below are brief examples showing practical uses of fingerprinting forms in different contexts.

Healthcare Provider Example

A hospital integrated fingerprint capture into onboarding to centralize credentialing checks and reduce duplicate submissions.

  • Capture data matched across vendor and state systems to speed licensing.
  • The result reduced repeated visits for staff and improved auditability by storing device IDs, consent records, and submission logs alongside hiring records.

Property Management Example

A real estate firm required fingerprints for leasing agents as part of state licensing and tenant-screening responsibilities.

  • Agents completed live-scan at mobile events to avoid ink-card mail delays.
  • This approach cut processing time, reduced lost ink cards, and produced a clearer chain-of-custody for background-check vendors.

Practical tips for accurate, efficient fingerprint submission

Follow these practices to minimize rework, protect data, and meet compliance obligations.

Standardize identity verification
Require the same set of acceptable IDs and a verification checklist at every capture point to eliminate mismatches and reduce re-submissions.
Record device and operator info
Log the capture device serial number, technician ID, and time to preserve chain-of-custody and speed troubleshooting for vendor rejections.
Use electronic capture when possible
Live-scan reduces mail delays and transcription errors; confirm the receiving agency accepts the electronic format before switching.
Apply least-privilege access
Limit who can view or export biometric records, encrypt data at rest, and document retention and deletion procedures to meet privacy obligations.

eSignature vendor comparison for completing and routing Employment Fingerprinting Forms

Compare common vendor features and entry-level pricing when choosing a platform to manage electronic forms and signed consents. Pricing and feature availability vary by plan.

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

Key milestones in the fingerprinting and background-check lifecycle

Track these numbered milestones to keep applicants and reviewers aligned through the clearance process.

01

1. Request Submission

Employer requests fingerprints and provides instructions to the applicant.

02

2. Capture Appointment

Applicant completes live-scan or delivers ink card to a capture site.

03

3. Vendor Processing

Vendor forwards fingerprints to the agency and awaits search results.

04

4. Final Decision

Agency or employer receives results and completes adjudication.

Frequently asked questions about Employment Fingerprinting Forms

Answers to common questions about identity mismatches, electronic capture, notarization, and record retention.


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