Can this form be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act and state e-signature laws when intent, consent, attribution, and record retention are satisfied. Capture explicit consent and an audit trail to reduce admissibility risk.

Is notarization required for all checks?

Not usually. Most police-check requests do not require notarization, but certain jurisdictional searches, fingerprint submissions, or agency-specific forms may ask for notarized authorizations or wet signatures.

What happens if an applicant refuses consent?

Without written consent the employer cannot lawfully obtain most background records; refusing candidates must be considered under the employer's screening policy and relevant nondiscrimination obligations.

How long does processing typically take?

Processing varies by jurisdiction and search scope. Name-based checks may be faster than fingerprint-based searches; plan for variable vendor turnaround and build internal timelines accordingly.

How should results be stored securely?

Store results in access-controlled systems, encrypt data at rest and in transit, and retain audit logs. Limit distribution to authorized reviewers and follow applicable retention schedules.

Who may sign the request on the employer side?

An authorized hiring manager or HR representative should sign or approve the request. Document the signatory's role and authority in the employer contact section.

Electronic Signature
Templates
Miscellaneous
Employment Police Check Application

Employment Police Check Application

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

EMPLOYMENT POLICE CHECK APPLICATION

Recitals

WHEREAS Employer: has requested a police records check for the purposes set forth in this Application; and

WHEREAS Applicant: seeks to obtain employment and hereby consents to the release and processing of criminal history and identification information as authorized below.

WHEREAS the parties desire to set forth the scope, terms, and conditions under which the police check will be conducted and used.

Applicant Information

Full legal name Other names used (aliases, maiden names)

Date of birth:

Place of birth:

Current address Address history (past 10 years) — list addresses and dates

Phone:

Email:

Identification Documents

Primary identification

ID number:

Issuing authority:

Expiry date:

Employment Details (Requesting Party)

Requesting employer

Position applied for:

Proposed start date:

Scope of Police Check

The police check requested includes search of available criminal history records, conviction and sentencing records, outstanding warrants, and fingerprint-based national checks where applicable. The check will cover jurisdictions as indicated below and any available national indices necessary to verify criminal history consistent with the stated purpose.

Scope details and jurisdictions

Purpose

Purpose of check (select all that apply):

Employment screening
Professional licensing
Volunteer placement
Other

Consent and Authorization

By signing below, Applicant authorizes the release of criminal history and identification information to the Requesting Employer and to any authorized agents performing the police check. Applicant understands that the information obtained will be used solely for the stated employment-related purpose and will be handled in accordance with applicable privacy laws. Applicant further authorizes any law enforcement agency, court, or other body to release such records to the Requesting Employer or its agents.

I consent to the release and processing of my criminal history and identification information as described above.

Payment Terms

Fee amount

Payment responsibility:

Employer will pay fee
Applicant will pay fee

Payment schedule / terms Late fee

Term and Termination

This Application becomes effective on the date signed by Applicant and remains in force until the police check is completed and results delivered to the Requesting Employer unless earlier withdrawn in writing by Applicant or terminated by the Requesting Employer for cause.

Effective start date:

Termination notice period (days):

Confidentiality

All information obtained pursuant to this Application, including criminal history records and identification data, is confidential and shall be used only for the stated purpose. The Requesting Employer and any agents shall restrict access to such information, implement reasonable safeguards against unauthorized disclosure, and retain records only as required by applicable law or legitimate business need. Any disclosure beyond authorized personnel requires additional written consent by Applicant or as required by law.

Governing Law

This Application and any dispute arising from it shall be governed by and construed in accordance with the laws of the state or jurisdiction indicated by the Requesting Employer below. The parties submit to the jurisdiction of the courts of that state or jurisdiction for resolution of disputes.

Governing jurisdiction (state/country)

Entire Agreement

This Application, including any attachments and the authorization provided by Applicant, constitutes the entire agreement between the parties with respect to the police check and supersedes all prior understandings, communications, and agreements, whether written or oral. No modification shall be binding unless in writing and signed by both the Requesting Employer and Applicant.

Declaration and Certification

I certify under penalty of perjury that the information I have provided in this Application is true, complete, and correct to the best of my knowledge. I understand that knowingly providing false information may be grounds for denial of employment or other legal action. I further authorize the Requesting Employer to verify the information and to obtain records as described herein.

I declare that the foregoing statements are true and I consent to the background check.

Applicant:

By:

Date:

Employer Authorized Representative:

By:

Date:

What the Employment Police Check Application Is

The Employment Police Check Application is a standardized form used by employers and background-screening providers to request criminal history information from law enforcement or authorized screening vendors. It documents applicant identification, consent, the scope of the check, and authorization to obtain records. Organizations use the form during hiring, credentialing, volunteer onboarding, or security screening to ensure candidate suitability while capturing legally required consent and identity verification details.

Why a Proper Police Check Application Matters for Hiring

A complete, accurate application helps employers meet legal obligations, document informed consent, reduce hiring risk, and create an auditable record for compliance with federal and state e-signature laws.

Who Completes the Employment Police Check Application

The form is completed by the job applicant with oversight from the employer or screening vendor.

Human resources teams and hiring managers who need documented criminal-history authorization before employment.
Third-party background-screening firms that collect records on behalf of multiple employers.
Volunteer coordinators and contractors requiring pre-engagement safety checks for vulnerable-population access.

Employers retain the completed application as part of the candidate file and to demonstrate documented consent and identity verification.

Core Sections Every Professional Application Should Include

A professional Employment Police Check Application organizes identity, consent, and scope clearly so results can be matched to the correct person and retained for audit and compliance purposes.

Applicant Information

Full legal name, date of birth, aliases, prior names, and contact details to ensure correct record matching and avoid false positives.

Identification

Government ID type and number, issuing state/country, and expiration to verify identity during records retrieval and to reduce mismatches.

Consent & Authorization

Clear, dated applicant consent for the specific police check scope and record sources; required for lawful retrieval and defense against claims.

Scope of Check

Specify jurisdictions, time frames, fingerprint or name-based search, and whether civil, criminal, or sex-offender registries will be checked.

Employer Details

Requesting organization name, contact, job title, and reason for check to support legitimate purpose and recordkeeping.

Disposition and Signature

Applicant signature and date, plus fields for vendor results, disposition codes, and internal reviewer notes for audit trails.

Step-by-Step: Completing and Submitting the Application

Follow these steps to collect and submit a complete Employment Police Check Application.

01

Prepare the Form: Populate employer section and describe the check scope.
02

Collect Identity Documents: Obtain copies of government ID as specified on the form.
03

Obtain Signed Consent: Have applicant sign and date in-person or via a compliant e-signature flow.
04

Submit to Provider: Send the completed application and ID to the law enforcement agency or screening vendor.

Configuring an Online Application Workflow

Common digital workflow settings for online submission and secure processing.

Field	Configuration
Authentication	Email plus SMS code for signer verification
Signature Type	Electronic signature with audit trail
Document Format	PDF/A for preservation and archival
Retention	Set to reflect regulatory retention policy

How Submission and Results Routing Typically Works

A clear routing flow prevents delays and ensures results are returned to the correct party.

Employer Request: Employer or HR uploads request and applicant details.
Applicant Signs: Applicant provides consent and signs the application.
Agency Processing: Law enforcement or vendor searches records.
Results Returned: Provider delivers results and supporting documentation to employer.

Digital Submission and Platform Requirements

When completing electronically, choose a platform that supports secure upload, identity verification, and an audit trail.

File Types: PDF, DOCX, and image formats supported
Integrations: Works with HRIS and applicant-tracking systems
Authentication: Email, SMS, or KBA options

Timing Considerations and Expected Processing Items

Timing varies by jurisdiction and vendor; include internal deadlines so requests progress promptly and results are retained.

Request Timing:

Initiate before final offer or conditional on offer acceptance.

Applicant Response:

Require signed consent within an internal timeframe to avoid delays.

Provider Turnaround:

Processing windows vary by agency and search scope.

Follow-up:

Plan for identity-clarification requests from the vendor.

Record Retention:

Retain completed form per company retention policy and regulatory requirements.

Key Milestones from Request to Result

Track these sequential milestones to monitor progress and escalate where necessary.

01

Request Submitted

Employer sends application and identity documents to the vendor.

02

Consent Completed

Applicant signs consent and returns the completed form.

03

Records Searched

Vendor or agency conducts name- and jurisdiction-based checks.

04

Result Delivered

Final report and supporting documents are provided to the requester.

Security and Data Controls to Include with the Application

Encryption: TLS in transit; AES-256 at rest

Access Controls: Role-based access and audit logging

Audit Trail: Timestamps, IP, and action history

BAA Availability: Business associate agreements for PHI

Two-Factor Auth: MFA for sensitive result access

Retention Policy: Configurable retention and export

Common Legal and Operational Risks

False Information: Liability or hiring disputes

Missing Consent: Records may be legally inadmissible

Improper Storage: Data-breach exposures and fines

Delay in Checks: Disruptions to hiring timelines

Noncompliant eSign: Signature might be challenged

Incorrect Matching: False positives affecting candidates

Frequent Preparation Pitfalls to Avoid

Incomplete identity fields that prevent accurate record matching and result in additional vendor follow-up and processing delays.
Using P.O. box or partial addresses that block jurisdictional searches and increase the chance of missing local records.
Not capturing explicit, dated consent for the defined search scope, which can make retrieval unlawful or inadmissible.
Failing to retain an audit trail for electronic signatures and submission timestamps, complicating dispute resolution and compliance reviews.

Practical Tips for Accurate, Efficient Completion

Adopt consistent procedures to improve accuracy and reduce rework across hires and vendors.

Verify Identity First

Confirm government ID before submitting the request; mismatches are the leading cause of delayed or incorrect returns.

Document Consent Clearly

Record explicit, dated consent that specifies search scope and data recipients to satisfy legal and vendor requirements.

Use Compliant eSign

Capture intent, consent, attribution, and retention to satisfy ESIGN and state e-signature rules for admissibility.

Centralize Records

Store completed applications with restricted access and an audit trail to support future audits or legal inquiries.

Real-World Use Cases for Employment Police Check Applications

These examples show how organizations use the application to balance safety, compliance, and candidate experience.

Hospital Onboarding

A medical center requires criminal-history checks for all new hires

Uses fingerprint and name-based searches for state and federal records
The hospital documents consent and retains the application for six years to comply with HIPAA and internal credentialing policies.

Staffing Agency Screening

A national staffing firm screens candidates before client placement

Uses an online consent form with SMS verification
The firm centralizes applications in a secure system to speed client matching and to retain audit trails for dispute resolution.

eSignature Pricing Comparison Relevant to Police Check Workflows

Pricing and plan features vary; signNow appears first for comparison. Confirm vendor plan details and enterprise add-ons when selecting a solution.

	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)	Varies by plan	Varies by plan	Yes	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About the Employment Police Check Application

Answers to common operational and legal questions when preparing, submitting, and storing police check applications.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act and state e-signature laws when intent, consent, attribution, and record retention are satisfied. Capture explicit consent and an audit trail to reduce admissibility risk.
Is notarization required for all checks?
Not usually. Most police-check requests do not require notarization, but certain jurisdictional searches, fingerprint submissions, or agency-specific forms may ask for notarized authorizations or wet signatures.
What happens if an applicant refuses consent?
Without written consent the employer cannot lawfully obtain most background records; refusing candidates must be considered under the employer's screening policy and relevant nondiscrimination obligations.
How long does processing typically take?
Processing varies by jurisdiction and search scope. Name-based checks may be faster than fingerprint-based searches; plan for variable vendor turnaround and build internal timelines accordingly.
How should results be stored securely?
Store results in access-controlled systems, encrypt data at rest and in transit, and retain audit logs. Limit distribution to authorized reviewers and follow applicable retention schedules.
Who may sign the request on the employer side?
An authorized hiring manager or HR representative should sign or approve the request. Document the signatory's role and authority in the employer contact section.

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