Is an electronic signature legally valid?

Yes. The ESIGN Act (15 U.S.C. §7001) and UETA (adopted by most states) make electronic signatures legally equivalent to handwritten signatures for most transactions, provided intent, consent, attribution, and reliable record retention are demonstrable.

Do I need the candidate's written consent?

Yes. Under the Fair Credit Reporting Act (FCRA) you must obtain a clear, standalone written authorization before ordering a consumer report and follow pre-adverse and adverse action procedures if employment decisions are affected.

Can I request the applicant's Social Security number?

Only request a full SSN when necessary for matching and permitted by law. Prefer collecting the last four digits to reduce privacy risk. Some states restrict SSN collection—confirm local legal requirements.

What should I do when a report contains errors?

Provide the candidate a copy of the report and the consumer's summary of rights, allow them to dispute with the consumer reporting agency, and delay adverse action until you have considered the dispute in line with FCRA procedures.

How long must completed requests be retained?

Retention depends on document type: generally retain records for at least three years; follow I-9 rules and HIPAA six-year requirements where applicable. See the retention timeline for specific legal bases.

Are notarization or witnesses usually required?

Background-check authorizations generally do not require notarization, but related state or position-specific rules may impose witness or notarization requirements. Confirm local statutes for high-risk roles or jurisdictions.

Electronic Signature
Templates
HR
HR Background Check Request

HR Background Check Request

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

HR BACKGROUND CHECK REQUEST

Personal Information

Full Legal Name Other Names Used (aliases, maiden name)

Date of Birth

Last 4 digits of SSN

Current Address

Phone

Email

Position Information

Position Title Department

Hiring Manager

Proposed Start Date

Salary / Rate

Employment History (Most recent first)

Employer 1 — Company Name

Duties / Responsibilities Reason for Leaving

Employer 2 — Company Name

Duties / Responsibilities Reason for Leaving

Education

Highest Degree / Certification Institution Graduation Date Additional Certifications / Licenses

References (Professional)

Reference 1 — Name

Reference 2 — Name

Reference 3 — Name

Background Check Details & Authorization

Purpose of background check:

Applicable to: New Hire Current Employee Contractor Volunteer

Requested background screening components (check all that apply):

Criminal history / national and county searches Driving record / motor vehicle record Employment verification Education verification Professional license verification Credit report (job-related positions only) Drug screening Social media / online presence review Fingerprinting / biometrics Other (describe)

Legal Disclosures

At-Will Employment: I understand that nothing in this request, in any investigative reports obtained pursuant to this request, or in any statements made during the hiring process constitutes an offer of employment for a definite period of time. If employed, my employment will be at-will and may be terminated by either party at any time, with or without cause or notice, unless otherwise provided in a signed agreement.

Equal Employment Opportunity: The Company does not discriminate in employment on the basis of race, color, national origin, religion, sex, age, disability, or any other protected characteristic. Background checks will be administered in a manner consistent with applicable law and the Company’s nondiscrimination policies.

Authorization and Release

By signing below, I, , authorize the Company, its affiliates, agents, and designated screening providers to obtain consumer reports and investigative consumer reports about me for employment purposes. Such reports may include criminal records, driving records, education, employment history, credit information where job-related, professional licensure, and other information as selected above.

I authorize all persons, schools, current and former employers, licensing authorities, and other entities to release to the Company and its agents any information concerning my background and qualifications. I release and hold harmless the Company, its agents, and any persons or entities furnishing information from liability for damages arising from the collection, reporting and use of such information.

I understand that I may have the right to receive a copy of any report obtained and to dispute inaccurate information in the report. I further understand that a conditional offer of employment may be rescinded or other adverse action may be taken if information obtained in a background check is deemed unsatisfactory by the Company.

Applicant Certification

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 result in the denial of employment or termination of employment if discovered later.

I certify that the information provided is true and authorize the background checks described above.

Additional Requests / Notes

By signing below, I authorize the background checks described above and acknowledge the statements contained in this document.

Applicant Printed Name:

Signature:

Date:

What the HR Background Check Request Is

The HR Background Check Request is a standardized employer form used to obtain an applicant's authorization and the details necessary to order a consumer background report. It typically captures identity information, a clear disclosure and standalone authorization consistent with FCRA, the scope of searches to be run, and a dated signature. Employers use the document to create an auditable consent record, support lawful hiring decisions, and, when delivered electronically, to meet ESIGN and relevant state electronic-records requirements for enforceability and retention.

Why a Clear Background Check Request Matters

Using a compliant HR Background Check Request reduces legal exposure, documents applicant consent under FCRA, and standardizes vendor ordering and recordkeeping to support defensible hiring decisions.

Who Prepares and Uses This Request

HR, recruiting teams, and hiring managers commonly prepare and send Background Check Requests during candidate screening and onboarding workflows.

Corporate HR: centralizes consent, maintains audit trail, and submits orders to screening vendors.
Recruiters: collect candidate data quickly and verify identity before offering positions.
Background vendors: rely on complete requests to return timely, accurate consumer reports.

Legal, payroll, and screening vendors also interact with these requests to ensure compliance, process reports, and deliver results to decision-makers.

Typical Signers and Responsible Roles

HR Manager

Prepares the request, verifies applicant identity, obtains FCRA-compliant authorization, orders the consumer report, and documents each step for audit. Responsible for coordinating any pre-adverse and adverse-action notices and for maintaining records to support hiring decisions.

Hiring Manager

Reviews background report findings in context of job requirements, collaborates with HR on employment outcomes, and requests clarifications from vendors when necessary while avoiding discriminatory use of criminal-history information under federal and state law.

Core Elements to Include in the Request

A professional HR Background Check Request clearly identifies the applicant, defines the scope of checks, contains required disclosure and authorization language, and provides signature and routing instructions for vendors.

Applicant Identity

Collect full legal name, date of birth, current address, and a contact phone or email. Require exact name as on government ID to avoid mismatches with consumer reporting databases.

Consent & Disclosure

Include a clear FCRA-compliant disclosure and standalone authorization that explains a consumer report may be obtained and provides the employer's identity and contact details.

Scope of Check

Specify which checks will be performed—criminal history, employment and education verification, motor vehicle records, or credit report—so vendors and applicants understand authorized searches.

Signature Block

Provide a dated signature line and checkbox confirming consent. For electronic executions, include fields for typed name, signature, date, and authentication method.

Vendor Instructions

Name the screening vendor, include account identifiers or vendor codes, list required attachments, and provide contact points for follow-up or disputes.

Adverse Action Steps

Describe the employer's process if findings affect hiring—pre-adverse disclosure, applicant dispute opportunity, and final adverse-action notice consistent with FCRA.

Security and Compliance Controls to Note

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

Audit Trail: Detailed timestamps, IP, signer metadata

HIPAA BAA: BAA available for covered entities

Access Controls: Role-based permissions and MFA

Retention Policy: Configurable retention and legal holds

Compliance Standards: ESIGN, UETA, SOC 2 Type II

Key Risks and Consequences of Errors

FCRA Violations: Civil penalties and statutory damages

Discrimination Risk: Liability under Title VII

Incorrect Reporting: Hiring errors or litigation

Privacy Breach: HIPAA/CCPA exposure possible

I-9 Noncompliance: Recordkeeping penalties apply

Document Loss: Evidence gaps in disputes

Common Preparation and Execution Pitfalls

Failing to obtain a standalone FCRA authorization or bundling consent with other documents can invalidate the consumer report consent and create legal exposure.
Requesting excessive personal data (such as full SSN without necessity) increases privacy risk and may violate state restrictions or vendor policies.
Using inconsistent names, dates, or addresses delays matching with consumer reporting files and can produce inaccurate vendor results that require rework.
Neglecting to follow pre-adverse and adverse action procedures under FCRA can lead to statutory damages, administrative penalties, and employment discrimination claims.

Step-by-Step: Prepare and Process a Request

Follow these steps to prepare, obtain consent for, and process an HR Background Check Request accurately and compliantly.

01

Prepare Request: Assemble applicant details, scope, and FCRA disclosure
02

Obtain Consent: Present standalone authorization; capture signature and authentication
03

Submit to Vendor: Send completed request with required identifiers and attachments
04

Record Results: Log report, document decisions, and retain supporting notices

Configure Your Electronic Workflow Settings

Set up electronic workflow options to capture consent, authenticate signers, route requests, and archive completed authorizations securely.

Workflow field and configuration purpose	Field \| Configuration
Authentication Method	Email link; optional SMS code or knowledge-based authentication
Consent Capture	Separate disclosure and signature fields; checkbox and date required
Routing Logic	Sequential routing to HR then hiring manager; auto-notify vendor
Storage Location	Secure cloud archive with retention policy applied

Technical Requirements for Digital Execution

Platforms used to send HR Background Check Requests should support secure e-signatures, detailed audit trails, and integrations with screening vendors and HR systems.

Authentication: Email/SMS, optional KBA, MFA
Integrations: ATS, HRIS, cloud storage connectors
Audit Capabilities: Time-stamped logs and tamper evidence

How Electronic Submission and eSignature Flow Works

Typical electronic workflow for delivering and completing an HR Background Check Request follows predictable steps from preparation to archived results.

Prepare: Upload template, insert fields, and attach disclosures
Assign: Add recipient email and role-based routing
Authenticate: Use email link, SMS code, or KBA as required
Complete: Signer reviews, signs, and system stores the signed record

Key Timelines and Compliance Deadlines

Understand vendor processing expectations, candidate response windows, and FCRA notice obligations to avoid compliance gaps and hiring delays.

Vendor Turnaround Expectation:

Most consumer reports return in 3–7 business days

Candidate Response Window:

Request signed consent within 7 calendar days

Pre-adverse Notice Period:

Provide report and summary; allow a reasonable opportunity to dispute (FCRA)

Adverse Action Timing:

Send final notice after considering applicant's dispute

Record Retention Minimums:

Follow federal retention schedules (see retention timeline)

Milestone Timeline for a Single Request

A typical request moves through discrete milestones from creation to disposition; tracking each stage reduces risk and supports auditability.

01

Request Created

HR drafts request and includes required disclosure and authorization

02

Applicant Signs

Candidate signs electronically or on paper; timestamp and audit captured

03

Vendor Processing

Screening vendor matches records, runs checks, and returns report

04

Decision & Notices

Employer documents decision; issue pre-adverse or adverse notices if necessary

Practical Examples from Organizations

Real organizations adapt background-check workflows to operational and regulatory needs; examples illustrate common approaches and outcomes.

Martin Properties

Martin Properties consolidated tenant and applicant screening into a single online workflow to reduce processing time and avoid in-person meetings.

Signatures completed remotely within hours, not days.
"I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Fertility Centers of Illinois

A healthcare provider needed HIPAA-compliant consent capture for screening and integrated it into patient and staff workflows.

BAA signed; secure audit retained.
"The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company."

eSignature Vendor Pricing and Feature Snapshot

Compare representative starting prices and common feature availability to evaluate options for electronically collecting background-check authorizations.

	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 credit card required	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
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About the Background Check Request

Answers to common questions about preparing, electronically executing, and lawfully retaining an HR Background Check Request across typical hiring scenarios.

Need help? Contact support

Is an electronic signature legally valid?
Yes. The ESIGN Act (15 U.S.C. §7001) and UETA (adopted by most states) make electronic signatures legally equivalent to handwritten signatures for most transactions, provided intent, consent, attribution, and reliable record retention are demonstrable.
Do I need the candidate's written consent?
Yes. Under the Fair Credit Reporting Act (FCRA) you must obtain a clear, standalone written authorization before ordering a consumer report and follow pre-adverse and adverse action procedures if employment decisions are affected.
Can I request the applicant's Social Security number?
Only request a full SSN when necessary for matching and permitted by law. Prefer collecting the last four digits to reduce privacy risk. Some states restrict SSN collection—confirm local legal requirements.
What should I do when a report contains errors?
Provide the candidate a copy of the report and the consumer's summary of rights, allow them to dispute with the consumer reporting agency, and delay adverse action until you have considered the dispute in line with FCRA procedures.
How long must completed requests be retained?
Retention depends on document type: generally retain records for at least three years; follow I-9 rules and HIPAA six-year requirements where applicable. See the retention timeline for specific legal bases.
Are notarization or witnesses usually required?
Background-check authorizations generally do not require notarization, but related state or position-specific rules may impose witness or notarization requirements. Confirm local statutes for high-risk roles or jurisdictions.

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