Is an electronic consent valid?

Yes. Electronic consent is legally recognized under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signer demonstrates intent, consents to electronic records, the signature can be attributed, and the record can be retained.

Can I sign the form with an eSignature?

Yes, in most cases. For consumer-facing or healthcare contexts, provide the ESIGN consumer disclosure and confirm the signer can access electronic records; use stronger authentication when required.

Do I need a notary or witnesses?

Not usually for consent forms, but some states or agencies require notarization or witnesses for certain background-check authorizations—confirm state or agency rules before proceeding.

How do I revoke consent?

Revocation procedures must be stated in the form. Withdrawal may not stop already-processed checks; follow the documented process and note that some uses cannot be undone.

How long should I keep the signed form?

Follow federal and industry rules: at least 3 years for tax-related records (IRC §6501(a)) and 6 years for HIPAA-related records (45 CFR §164.530(j)); adjust for state-specific requirements.

What if identity details are wrong?

Incorrect name, DOB, or ID numbers can prevent a match. Correct the form promptly and re-submit; maintain documentation of corrections for the audit trail.

Electronic Signature
Templates
Miscellaneous
Fingerprinting Consent Form

Fingerprinting Consent Form

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

FINGERPRINTING CONSENT FORM

Parties and Recitals

Applicant Name:

Requesting Entity:

WHEREAS, the Requesting Entity requires the collection of applicant fingerprints and related biographic information to conduct a background check for employment, licensure, volunteer qualification, or other permissible purpose; and

WHEREAS, the Applicant has applied for a position, license, or other status for which the Requesting Entity is legally permitted to obtain state and federal criminal history information; and

WHEREAS, the Applicant acknowledges that fingerprinting is a condition of the application process and consents to the collection, submission, and disclosure of fingerprints and associated records as provided below.

Applicant Information

Date of Birth Current Address Contact Phone Government ID Presented

Scope and Purpose of Fingerprinting

Purpose / Scope

Consent and Authorization

By signing below, Applicant expressly consents to the collection of fingerprints and transmission of those fingerprints and associated biographic information to local, state, and federal law enforcement and criminal justice agencies for the purpose specified above. Applicant further authorizes such agencies and the Requesting Entity to receive and retain any resulting criminal history or investigative information.

I authorize the submission of my fingerprints and the release of any state or federal criminal history record information to the Requesting Entity for the stated purpose.

Applicant certifies that the biographic information provided is true and correct. Applicant understands that knowingly providing false information or altering fingerprints may be a criminal offense and may result in denial of application or termination of employment.

Payment Terms

Fee Amount:

Payment Due:

Late Fee:

Retention, Use and Disclosure

Collected fingerprints and any criminal history information obtained may be retained by criminal justice agencies and by the Requesting Entity in accordance with agency policies and applicable law. Such information may be used to evaluate the Applicant's suitability for the requested position, license, or status and may be disclosed to other agencies or entities as permitted by law.

Applicant understands that retention periods, redisclosure limitations, and procedures for obtaining copies of any criminal history information are governed by statute and administrative rule and that the Requesting Entity may retain copies for its records.

Term, Termination and Revocation

Effective Date:

This authorization remains effective until:

Revocation: Applicant may revoke this consent by delivering written notice to the Requesting Entity; however, revocation will not affect disclosures already made in reliance on this consent prior to receipt of the revocation. Notice period for revocation:

Confidentiality and Data Protection

The Requesting Entity will treat criminal history information and fingerprints as confidential to the extent required by law. The Requesting Entity will implement reasonable administrative, technical, and physical safeguards to protect collected data from unauthorized access and disclosure.

Applicant acknowledges that absolute confidentiality cannot be guaranteed where disclosure is permitted or required by law or court order.

Minor Applicant — Guardian Consent (If Applicable)

Is the Applicant under 18 years of age?

Parent/Guardian Printed Name Relationship to Applicant

Representations, Warranties and Remedies

Applicant represents that all information provided in connection with this fingerprinting process is true, complete, and correct. Applicant acknowledges that the Requesting Entity may take adverse action, including denial of application or termination, based on criminal history information consistent with applicable policy or law.

Applicant releases the Requesting Entity, its agents, and any law enforcement agencies from liability for any claim arising from the submission of fingerprints and the use of background check results to the extent permitted by law.

Governing Law and Entire Agreement

This Consent Form is governed by the laws of the state specified by the Requesting Entity and constitutes the entire agreement between Applicant and the Requesting Entity regarding fingerprinting and background checks. Any amendment must be in writing and signed by both Applicant and an authorized representative of the Requesting Entity.

Governing State

Acknowledgement and Certification

I certify under penalty of perjury that the information I have provided is true and correct. I acknowledge that I have read and understand the terms of this Fingerprinting Consent Form and that I have had the opportunity to ask questions prior to signing.

I further acknowledge receipt of identification and have been informed of the purpose for which my fingerprints will be used.

Printed Name:

Signature:

Date:

If Applicant is a Minor — Guardian Printed Name:

Guardian Signature:

Date:

What a Fingerprinting Consent Form Is and When It’s Used

A Fingerprinting Consent Form is a written authorization that allows an organization to collect, use, and submit an individual's fingerprints for background checks, licensing, employment screening, or law enforcement purposes. The form documents the subject's informed consent, specifies the purpose of the check, and typically records identity details and signature. In the United States, fingerprinting consents often accompany criminal history checks (FBI/state repositories), professional licensing, or secure facility access. The form helps establish lawful collection and supports recordkeeping and audit requirements under applicable federal and state law.

Why a Clear Consent Form Matters

A clear Fingerprinting Consent Form documents informed consent, reduces legal risk, and creates an audit trail that supports compliance with ESIGN (15 U.S.C. ch. 96), state UETA provisions, and privacy requirements when biometric data are collected.

Typical Parties That Use or Complete This Form

Organizations that request fingerprint-based background checks use this consent to document permission and identification before collecting biometrics.

Employers and staffing agencies screening candidates for safety-sensitive roles or credentialing
State licensing boards and professional regulators verifying applicants for licensure
Educational institutions and child-care providers conducting background checks for staff

The completed form becomes part of the compliance file and should be retained according to applicable retention rules.

Who Signs and Why

Applicant

An individual who provides fingerprints and personal data. The applicant confirms identity, acknowledges purpose, and grants permission for the record check and any required disclosures.

Requesting Agency

An employer, licensing board, or government agency that collects the biometrics and submits them to the appropriate repository. The agency documents authority and safeguards the data.

Essential Elements of a Professional Fingerprinting Consent Form

A complete form balances clear identification data, a specific purpose statement, data-use disclosures, and instructions for revocation or questions.

Purpose

Plainly state why fingerprints are collected (e.g., employment background check, professional licensing, law enforcement verification).

Identity Details

Require full legal name, date of birth, government ID type/number, and other identifiers used to match fingerprint results.

Scope of Use

Describe who will receive the prints and how results will be used or shared with third parties.

Data Retention

Tell signers how long fingerprint images and results are kept and the legal basis for retention.

Revocation

Explain whether consent can be withdrawn, any limits on revocation, and the process to request withdrawal.

Signature Block

Include signer name, signature, date, printed name of the collector, and a contact line for questions.

Security, Privacy, and Compliance Considerations

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

HIPAA: HIPAA compliance possible (BAA required)

Audit Trail: Maintain signed records and access logs

Access Controls: Role-based access for sensitive biometric data

Retention Policy: Documented retention and deletion procedures

Certifications: SOC 2 Type II and ISO 27001 controls

Step-by-Step: Completing the Fingerprinting Consent Form

Follow these steps to ensure the form is complete, accurately identifies the signer, and documents consent for fingerprint collection and submission.

01

Confirm Identity: Compare government-issued ID to printed name.
02

Enter Required Data: Fill name, DOB, address, and ID numbers exactly.
03

Acknowledge Purpose: Ensure purpose and disclosures are initialed or signed.
04

Sign and Date: Signer and collector sign; record date and contact.

How to Configure an Online Consent Workflow

Set up a digital workflow that captures consent, secures biometrics, and preserves an audit trail for compliance and future review.

Field	Configuration
Authentication	Email link, SMS code, or stronger KBA
Signature Type	Simple e-signature or PKI-based digital signature
Storage Location	Encrypted cloud storage with access controls
Audit Trail	Enable IP, timestamp, and action logs

Digital Delivery and Platform Capabilities

Choose a platform that supports secure capture, audit logs, and the file types you need for submission and retention.

Integrations: Salesforce, NetSuite, Google Workspace supported
File Formats: PDF and DOCX with embedded audit data
Signer Authentication: Email, SMS, SSO, or KBA options

Confirm the vendor provides HIPAA BAA if handling protected health information and that exported records include an unalterable audit trail.

Typical Electronic Submission Flow

A standard e-submission flow documents consent, captures signatures, and forwards prints to the repository with a preserved audit trail.

Upload Form: Sender uploads the consent form to the platform.
Place Fields: Add name, DOB, signature, and ID fields.
Authenticate Signer: Signer proves identity with chosen auth method.
Complete & Archive: Signed copy and audit trail are stored securely.

Timelines and Typical Processing Expectations

Processing times and deadlines vary by repository, vendor, and purpose; plan for verification steps and potential re-submissions.

Immediate Requirement:

Complete fingerprinting before employment start if required.

Vendor Processing Time:

Local vendor turnaround often 24–72 hours for image capture and submission.

FBI Channeling:

FBI responses via channeling can take 3–10 business days depending on method.

Record Retention:

Keep consent record for the full retention period required by policy.

Re-submission Window:

If mismatch occurs, re-submission is usually required within 30 days.

Consequences of an Incomplete or Incorrect Consent Form

Processing Delays: Background checks delayed; onboarding postponed

Application Denial: Licensing or hiring may be refused

Identity Mismatch: False negative or wrong record match

Privacy Violations: HIPAA or state privacy breaches

Civil Penalties: Fines or administrative sanctions possible

Criminal Liability: False statements can trigger prosecution

eSignature Platform Comparison for Managing Fingerprinting Consent Forms

Comparison focuses on starting price, trial availability, bulk-send capability, audit trail presence, and HIPAA compliance—features relevant to handling biometric consent forms.

	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	Yes, 7-day trial	Yes, trial available	Yes, trial available	Yes, trial available	Yes, trial available
Bulk Send	Yes	Yes	Yes	Yes	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Common Questions About Fingerprinting Consent Forms

Answers address legal validity, electronic signing, revocation, notarization, retention, and errors commonly encountered during submission.

Need help? Contact support

Is an electronic consent valid?
Yes. Electronic consent is legally recognized under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signer demonstrates intent, consents to electronic records, the signature can be attributed, and the record can be retained.
Can I sign the form with an eSignature?
Yes, in most cases. For consumer-facing or healthcare contexts, provide the ESIGN consumer disclosure and confirm the signer can access electronic records; use stronger authentication when required.
Do I need a notary or witnesses?
Not usually for consent forms, but some states or agencies require notarization or witnesses for certain background-check authorizations—confirm state or agency rules before proceeding.
How do I revoke consent?
Revocation procedures must be stated in the form. Withdrawal may not stop already-processed checks; follow the documented process and note that some uses cannot be undone.
How long should I keep the signed form?
Follow federal and industry rules: at least 3 years for tax-related records (IRC §6501(a)) and 6 years for HIPAA-related records (45 CFR §164.530(j)); adjust for state-specific requirements.
What if identity details are wrong?
Incorrect name, DOB, or ID numbers can prevent a match. Correct the form promptly and re-submit; maintain documentation of corrections for the audit trail.

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