When must I get consent?

Obtain written disclosure and authorization before ordering a consumer report under the FCRA. Capture consent on the form and retain a copy as evidence of compliance.

Can the request be e-signed?

Yes. Electronic signatures meeting ESIGN and UETA requirements are valid for most requests; ensure the platform provides an auditable trail and, where applicable, consumer-facing disclosures.

What if the candidate refuses to sign?

If a candidate refuses, you cannot obtain consumer reports. Treat refusal as a neutral decision point and document refusal handling per company policy to avoid discriminatory treatment.

How do I handle adverse action?

Follow FCRA pre-adverse action procedures: provide the report and summary of rights, allow opportunity to dispute, then send a final adverse action notice if you proceed.

How long should I keep records?

Retain completed requests and reports per retention policy, generally at least 3 years; healthcare records require 6 years under HIPAA (45 CFR §164.530(j)).

Who may sign the request?

The candidate or employee must sign authorization. An authorized HR representative may sign employer-side sections; document signatory authority and role in the file.

Electronic Signature
Templates
HR
HR Background Investigation Request

HR Background Investigation Request

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

HR Background Investigation Request

Request Summary

Requestor Name: Department: Request Date:

Candidate / Employee Information

Full Legal Name Other Names Used (maiden, aliases)

Date of Birth

Social Security Number

Current Address

Phone

Email

Position & Request Details

Position Title

Department

Hiring Manager

Proposed Start Date

Salary / Rate

Candidate Status: Applicant Current Employee Contractor

Scope of Investigation (select all requested)

County / Local criminal records
State criminal records
Federal criminal records
Sex offender registry search
Employment verification (dates, title, eligibility for rehire)
Education verification (degrees, dates)
Professional license verification
Driving record / MVR check
Credit check (required for fiduciary/financial roles)
Drug testing
International background checks and sanctions screening
Targeted public social media screening

Employment History (most recent first)

Employer 1 — Company Name

Primary Responsibilities Reason for Leaving

Employer 2 — Company Name

Primary Responsibilities Reason for Leaving

Education

Highest Degree Institution Graduation Date

References (professional)

Reference 1 — Name

Reference 2 — Name

Reference 3 — Name

Legal Disclosures & Applicant Authorization

By signing below, I authorize the Company and its designated agents and contractors to conduct the background investigations and verifications selected above. I understand that the investigation may include, but is not limited to, criminal history searches, verification of education and employment, credit reports where relevant to the position, driving records, professional license verifications, drug testing, and other checks as authorized by law and selected on this request. I expressly authorize any person, institution, employer, licensing authority, and other entity to release any records or information requested.

I certify that the information I have provided on this form is true and complete to the best of my knowledge. I understand that any misrepresentation, omission, or falsification may disqualify me from employment or result in disciplinary action, up to and including termination. I further understand that any adverse employment decision resulting from information obtained through these checks will be made in accordance with applicable law and that I will be given any notices required by law should adverse action be contemplated based on a consumer report or other background information.

I release from liability any person or entity providing information in good faith pursuant to this authorization and release the Company and its representatives from any and all claims arising from the collection or use of such information, except to the extent prohibited by law.

Applicant authorizes electronic and written communication as needed to conduct the investigation. Applicant understands that all background check materials and results are the property of the Company and will be retained in accordance with Company policy.

Applicant consents to the release and sharing of investigation results to the requesting department and to any decision-makers involved in the hiring or retention process.

Authorization to Contact Prior Employers and References: I authorize the Company to contact the prior employers and references identified on this form for the purposes of verifying employment history, performance, and eligibility for rehire.

Applicant Consent: I consent to the background investigation described above.

Additional Information / HR Notes

Investigator Assigned / Case Number Investigation Instructions / Comments

Applicant Name:

Signature:

Date:

What the HR Background Investigation Request Is

An HR Background Investigation Request is a formal document used by employers to authorize, specify, and initiate pre-employment or internal background checks. The request records candidate consent, identifies the types of screening to run (criminal history, employment and education verification, credit where authorized, and professional license checks), and collects the identifiers investigators need. The form creates an auditable record that can be paper or electronic and supports compliance with federal e-signature law such as the ESIGN Act (15 U.S.C. §7001) and applicable state UETA statutes.

Why a Standardized Request Matters for HR

A properly completed request clarifies scope, documents consent under FCRA and ESIGN, reduces rework, and creates a defensible audit trail for hiring decisions. Consistent forms reduce legal exposure and speed vendor onboarding while supporting privacy controls and retention policies.

Who Typically Prepares and Uses This Request

Typical users include HR teams, hiring managers, and third-party screening vendors responsible for candidate verification and recordkeeping.

HR teams — prepare requests, verify identity documents, manage vendor submissions, and retain completed forms in the personnel file.
Hiring managers — specify scope and role-specific checks, confirm job-relatedness, and review results for hiring suitability.
Background screening vendors — receive the request, perform checks, provide reports, and maintain an audit trail for decisions.

Assigning a single owner for request completion and submission reduces delays and ensures consent is captured before screening begins.

Step-by-step: Completing and Submitting the Request

Complete this checklist to gather consent and submit the HR Background Investigation Request to your screening vendor or internal HR operations.

01

Prepare request: Populate fields and attach job description.
02

Obtain consent: Provide FCRA disclosure and get written authorization.
03

Send to vendor: Transmit securely via eSubmission or provider portal.
04

Record results: Store report with decision and adverse-action documentation.

Essential Elements Every Professional Request Should Include

A complete request combines consent language, clear scope, identity data, and recordkeeping instructions so vendors can deliver accurate, auditable results consistent with law and policy.

Consent & Authorization

Clear FCRA-compliant disclosure and a signed authorization that grants permission to obtain consumer reports and specifies how the information will be used.

Scope of Checks

Explicit list of checks to run (criminal, county/state, national, employment, education, credit where permitted) with applicable timeframes.

Identity Data

Full legal name, DOB, SSN or last four per vendor rules, current and prior addresses for accurate matching.

Job Relevance

Statement linking checks to job duties or regulatory requirements to support legally defensible selection decisions.

Adverse Action Steps

Instructions for pre-adverse and adverse action notices under the FCRA when results influence hiring decisions.

Record Retention

Retention instructions, storage location, and responsible custodian for completed requests and supporting documents.

Security and Compliance Details to Record

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

Audit Trail: Timestamps, IP, action log retained

HIPAA Support: BAA required for PHI handling

ESIGN / UETA: Electronic signatures legally recognized

SOC 2: SOC 2 Type II compliance available

21 CFR: 21 CFR Part 11 support for regulated workflows

Key Legal Risks and Consequences

FCRA Violations: Civil liability, statutory damages

Privacy Breach: State fines and remediation costs

Disparate Impact: EEOC scrutiny for biased policies

Incorrect Adverse Action: Liability for failing to follow FCRA steps

Retention Violations: Regulatory penalties for improper storage

Identity Errors: Incorrect matches can cause legal claims

Common Pitfalls to Avoid

Missing candidate consent before ordering a consumer report, which violates the FCRA and can expose the employer to statutory claims and corrective notice requirements.
Providing unclear scope or job relevance, leading to overbroad checks that increase legal risk and potential EEOC concerns about disparate impact.
Entering incorrect identity data (name, DOB, SSN) that produces false positives or negatives and delays hiring decisions while requiring manual verification.
Failing to document adverse-action steps and retention decisions, which undermines the employer's ability to demonstrate compliance during audits or disputes.

Typical eSubmission Workflow for Background Requests

A secure electronic workflow reduces manual steps while preserving consent, authentication, and a complete audit trail for each request.

Upload form: Attach completed request and job info.
Place fields: Map signature and data fields for signer.
Authenticate signer: Use email, SMS code, or stronger methods.
Capture audit trail: Store timestamp, IP, and actions automatically.

Recommended Digital Workflow Settings

Configure the digital workflow to balance signer convenience with authentication and retention requirements.

Field	Configuration
Authentication	Email plus optional SMS code
Signature Type	ESIGN-compliant electronic signature
Retention Format	PDF/A with audit trail
Notifications	Email alerts to HR and vendor

Technical Requirements and Integrations

Ensure your signing platform supports secure transmission, audit trails, and the integrations you need for HR systems.

Integrations: Salesforce, NetSuite, Google Workspace, HRIS
File formats: PDF, DOCX, Excel supported
Authentication: Email, SMS, KBA where required

Timing and Legal Deadlines to Observe

Certain steps must occur before or after screening; follow FCRA timing for disclosures, consent, and adverse-action notices to maintain compliance.

Consent before report:

FCRA requires written disclosure and consent before obtaining a consumer report (15 U.S.C. §1681b(b)(2)).

Pre-adverse action:

Provide copy of report and summary of rights before taking adverse action.

Adverse action notice:

Send final notice after decision including CRA details and dispute rights.

Retention requirement:

Retain records per company policy and federal standards for auditing.

Data minimization:

Only request information relevant to the position to limit exposure.

Key Processing Milestones

Track these sequential milestones to ensure timely checks and lawful decision-making from request to hiring outcome.

01

Submit Request

HR completes and transmits the request to the screening vendor.

02

Obtain Consent

Candidate signs required FCRA disclosure and authorization.

03

Receive Report

Vendor returns report and investigator notes to HR.

04

Decision & Notices

HR reviews results and issues pre-adverse/adverse notices if applicable.

eSignature Pricing Snapshot for Background Requests

Comparing common eSignature providers can help assess ongoing costs and compliance features needed to collect and store signed background investigation requests.

	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

Frequently Asked Questions About HR Background Investigation Requests

Answers to common implementation, legal, and technical questions to help HR teams avoid delays and remain compliant when running background checks.

Need help? Contact support

When must I get consent?
Obtain written disclosure and authorization before ordering a consumer report under the FCRA. Capture consent on the form and retain a copy as evidence of compliance.
Can the request be e-signed?
Yes. Electronic signatures meeting ESIGN and UETA requirements are valid for most requests; ensure the platform provides an auditable trail and, where applicable, consumer-facing disclosures.
What if the candidate refuses to sign?
If a candidate refuses, you cannot obtain consumer reports. Treat refusal as a neutral decision point and document refusal handling per company policy to avoid discriminatory treatment.
How do I handle adverse action?
Follow FCRA pre-adverse action procedures: provide the report and summary of rights, allow opportunity to dispute, then send a final adverse action notice if you proceed.
How long should I keep records?
Retain completed requests and reports per retention policy, generally at least 3 years; healthcare records require 6 years under HIPAA (45 CFR §164.530(j)).
Who may sign the request?
The candidate or employee must sign authorization. An authorized HR representative may sign employer-side sections; document signatory authority and role in the file.

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