What if an applicant refuses to sign?

If an applicant refuses to sign the separate authorization, you cannot lawfully obtain a consumer report. Document refusal and consider alternate hiring steps consistent with non-discrimination policies.

Is eSignature legally valid for the authorization?

Electronic signatures generally satisfy ESIGN (15 U.S.C. ch. 96) and UETA standards for consent and attribution. Ensure intent, consent, attribution, and record retention elements are captured.

Do I need a notary or witnesses?

Notarization is not typically required for routine background authorizations. Check state-specific rules for affidavits or other sworn statements that sometimes accompany screening documents.

How long must I keep signed authorizations?

Retain authorizations to support any adverse-action decision and to meet applicable federal or state retention rules; commonly retain for at least 3 years post-termination.

What if the background report contains errors?

Follow FCRA dispute and reinvestigation procedures with the consumer reporting agency, record the steps taken, and delay adverse action until the process is complete or you have documented rationale.

Can I use a basic email link for signing?

Email link signing is acceptable when it captures intent and produces an auditable trail, but consider stronger authentication (SMS, KBA, MFA) for higher-risk positions or state-required verification.

Electronic Signature
Templates
HR
HR BGC Document

HR BGC Document

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

HR BGC DOCUMENT

Personal Information

Full Legal Name All Other Names Used (aliases, maiden names) Date of Birth Social Security Number Current Address

Primary Phone

Email Address

Driver's License Number and State

Position Information

Position Title Department

Reporting Manager

Proposed Start Date

Offered Salary or Rate Employment Status (select applicable)

Full-time Part-time Contractor Temporary

Background Check Authorization

I hereby authorize the employer, its representatives, agents and contractors to obtain background information about me for employment purposes. This authorization includes, without limitation, consumer reports, investigative consumer reports, criminal history records, driving records, education verifications, employment verifications, credit history reports (where permitted by law), and drug and alcohol screening. I understand that such information may be obtained prior to and during the course of my employment as permitted by law.

Types of background checks authorized (check all that apply)

Criminal background check Employment verification Education verification Driving record (MVR) check Credit report (where lawful and job-related) Drug and alcohol screening Fingerprinting as required

I release and hold harmless the employer, its agents and any person or entity that provides information in accordance with this authorization from any and all liability arising from the request for or release of such information. I understand that a consumer report or investigative consumer report may be requested in connection with my application and that I have certain rights to be advised and to dispute the accuracy of the information where required by law.

If you have ever been convicted of a crime, provide details below. Convictions will not necessarily disqualify you from employment; each case is considered on its merits.

Employment History

Provide your last two employers. Include dates, duties, and reason for leaving.

Employer 1 — Company Name

Title

Start Date

End Date

Primary Responsibilities Reason for Leaving Employer 2 — Company Name

Title

Start Date

End Date

Primary Responsibilities Reason for Leaving

Education

Highest Degree or Credential Institution Graduation Date

Professional References

Provide three professional references who can speak to your qualifications and work history.

Reference 1 — Name

Phone

Email

Relationship Reference 2 — Name

Phone

Email

Relationship Reference 3 — Name

Phone

Email

Relationship

Legal Disclosures

At-Will Employment: I understand that if I am hired, my employment is at-will, meaning either I or the employer may terminate the employment relationship at any time, with or without cause or notice, unless a separate written agreement signed by an authorized representative of the employer states otherwise.

Equal Opportunity: The employer is an equal opportunity employer and makes employment decisions without regard to protected characteristics. The employer complies with applicable local, state and federal law regarding nondiscrimination.

Applicant Certification and Authorization

I certify that all information I have provided on this form is true, complete and correct to the best of my knowledge. I understand that any falsification, misrepresentation, or omission of information may result in rejection of my application or, if employed, discipline up to and including termination. I authorize the employer, its agents and assigned background screening providers to verify all information provided and to obtain the background checks indicated above.

I further authorize all individuals, schools, employers, courts, motor vehicle agencies, and other entities to provide the employer or its agents any information they may have regarding me. I release those parties and the employer from liability for furnishing such information.

Additional Applicant Statement (optional)

Applicant Printed Name:

Signature:

Date:

What the HR BGC Document Is and when it’s used

The HR BGC Document is the standardized background check authorization and disclosure package used by employers to obtain consumer background reports for hiring, promotion, or continued employment. It typically includes a clear disclosure that a consumer report may be obtained, a separate written authorization signed by the applicant or employee, identity and demographic fields, and any state-specific notices or consent language required by law. Properly completed, the document creates a record that supports compliance with the Fair Credit Reporting Act and related state statutes while documenting applicant consent for screening.

Why a correct HR BGC Document matters for employers

A complete and accurate HR BGC Document establishes lawful consent, reduces legal risk under the FCRA, and documents the chain of custody for background reports. Employers rely on it to show compliance in audits, defend adverse-action decisions, and maintain consistent hiring practices across jurisdictions.

Who prepares and signs this document in HR workflows

The HR BGC Document is prepared by HR, talent acquisition, or hiring managers and signed by applicants or employees. Use consistent templates to reduce errors and ensure required notices are included before obtaining a consumer report.

HR teams and recruiters who need lawful consent before ordering a consumer report for hiring or promotion decisions.
Applicants and employees who must provide identifying information and explicit written authorization for screening.
Legal or compliance teams that review templates to align language with FCRA and state-specific notice requirements.

Maintain a single source of truth for the template and track versions to ensure state notice updates and legal reviews are applied uniformly across hires.

Core components to include in a professional HR BGC Document

A compliant HR BGC Document combines disclosure language, a clear authorization, identity fields, and space for ancillary notices. Each element should be explicit to support intent and attribution for e-signatures.

Disclosure

A standalone clear disclosure that a consumer report may be obtained, written in plain language and placed before the authorization to demonstrate informed consent and compliance with FCRA procedures.

Authorization

A separate signed authorization that names the consumer reporting agency, specifies permissible uses, and indicates the applicant's voluntary consent for the employer to obtain the report.

Identity Data

Fields for full legal name, maiden/other names, date of birth, social security number or TIN where permitted, and current address to ensure accurate matching of background records.

State Notices

Space for state-specific disclosures or consent language (for example, California, Washington, or Minnesota notices) inserted automatically when the applicant’s address indicates a covered jurisdiction.

Adverse-Action Fields

Placeholders to record pre-adverse and adverse-action notices, dates provided, and the consumer reporting agency contact information to document compliance steps if adverse action follows.

Retention Metadata

Version, preparer, and date fields to track when the form was issued and to support record retention, audits, and reconstruction of the hiring decision timeline.

Security and privacy details to capture or enforce

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

HIPAA: BAA required for PHI handling

Audit Trail: Timestamped signature history

Access Control: Role-based permissions

Certification: SOC 2 Type II available

Accessibility: WCAG 2.0 Level AA support

Principal penalties and compliance risks to understand

FCRA Liability: Civil damages possible

Regulatory Fines: State or federal penalties

Adverse-Action Errors: Invalid notices risk lawsuits

Data Breach: Privacy enforcement exposure

Retention Violations: Recordkeeping noncompliance

Disparate Impact: EEOC scrutiny risk

Common mistakes when preparing HR background check forms

Failing to present the disclosure and authorization as separate documents or sections, which can undermine proof of informed consent and create FCRA compliance gaps.
Collecting incomplete identity information or using inconsistent name formats, which increases matching errors and increases the likelihood of reporting incorrect records.
Not tailoring state-specific notice language to employees’ residences, resulting in missing required disclosures for jurisdictions with additional consent rules.
Omitting a documented pre-adverse-action step or copy of the consumer report, which can invalidate a subsequent adverse-action decision and lead to statutory liability.

Step-by-step: completing the HR BGC Document accurately

Follow these sequential actions to collect valid consent and minimize screening errors in hiring workflows.

01

Prepare the template: Use a standard template with disclosure and authorization separated.
02

Collect identity: Enter full legal name, DOB, and SSN as applicable.
03

Obtain consent: Secure a dated signature before ordering the report.
04

Record actions: Log the report request, delivery, and any notices sent.

Where the HR BGC Document moves during an HR background check

The document flows from recruiter to applicant to vendor and back, capturing authorization and proof of delivery at each step.

Create: HR prepares and versions the disclosure and authorization.
Send: Applicant receives and signs the form electronically or on paper.
Order: Employer transmits required data to the consumer reporting agency.
Document: Audit trail, report copy, and notices are stored for retention.

Configuring an online workflow for HR background screening

Set up the digital workflow to collect consent, authenticate the signer, and route the completed form to the screening vendor and records archive.

Field	Configuration
Authentication	Email link, SMS code, or stronger MFA
Field types	Text, date (MM/DD/YYYY), SSN masked input
Conditional logic	Show state notices based on applicant address
File formats	PDF/A or DOCX for archival

Digital signing and platform requirements

Ensure your eSignature platform supports secure capture, audit trails, and necessary integrations before operating at scale.

Integrations: Salesforce, Workday, or ATS connectors
Formats: PDF, DOCX, and HTML supported
Authentication: Email, SMS, KBA, or SSO options

Verify privacy controls, BAA availability for HIPAA data, and export options for long-term retention and audits.

Key timing and processing expectations for HR background checks

Certain actions must occur at defined points in the screening lifecycle to satisfy FCRA procedures and to document fair process.

Consent before report:

Obtain written authorization before ordering a consumer report.

Pre-adverse notice:

Provide a copy of the report and summary of rights before final adverse action.

Adverse-action notice:

Send final adverse-action notice with CRA contact details after decision.

Retention start date:

Record retention begins on the document creation or signature date.

Record updates:

Update notices and authorizations promptly when information changes.

Milestones in the HR background check lifecycle

Track these numbered stages to ensure actions are performed in order and documented for compliance and audit purposes.

01

Stage One — Request Authorization

Prepare and deliver the separate disclosure and obtain written consent before obtaining any consumer report.

02

Stage Two — Order Report

Transmit applicant identifiers to the consumer reporting agency with documented request details and timestamp.

03

Stage Three — Review Results

Evaluate the report, check for identity matches, and consider reinvestigation if errors are suspected.

04

Stage Four — Provide Notices

Issue pre-adverse and adverse-action notices as required and retain copies in the personnel file.

Real-world examples of HR background check workflows

These condensed customer stories show practical uses of digital consent and eSignature in hiring workflows.

Optica Ventures — Brian Fitzgibbons

The interface is simple and easy to use for our team.

Implementation was quick and consistent across hires.
The streamlined online consent process reduced turnaround time and improved candidate experience while preserving documented legal consent and audit trails for every background report.

Fertility Centers — John Butler

The API integration worked well with our systems.

We automated distribution of signed forms.
Built-in security and responsive support helped us centralize signed authorizations and maintain complete audit records for compliance and patient confidentiality requirements.

eSignature pricing and capability comparison relevant to HR BGC Document workflows

Comparing starting prices and core capabilities can help estimate costs for signing and distributing 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	Trial available	Trial available	Trial available	Trial available
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions and troubleshooting for the HR BGC Document

Answers address frequent implementation and compliance questions encountered during digital background check workflows.

Need help? Contact support

What if an applicant refuses to sign?
If an applicant refuses to sign the separate authorization, you cannot lawfully obtain a consumer report. Document refusal and consider alternate hiring steps consistent with non-discrimination policies.
Is eSignature legally valid for the authorization?
Electronic signatures generally satisfy ESIGN (15 U.S.C. ch. 96) and UETA standards for consent and attribution. Ensure intent, consent, attribution, and record retention elements are captured.
Do I need a notary or witnesses?
Notarization is not typically required for routine background authorizations. Check state-specific rules for affidavits or other sworn statements that sometimes accompany screening documents.
How long must I keep signed authorizations?
Retain authorizations to support any adverse-action decision and to meet applicable federal or state retention rules; commonly retain for at least 3 years post-termination.
What if the background report contains errors?
Follow FCRA dispute and reinvestigation procedures with the consumer reporting agency, record the steps taken, and delay adverse action until the process is complete or you have documented rationale.
Can I use a basic email link for signing?
Email link signing is acceptable when it captures intent and produces an auditable trail, but consider stronger authentication (SMS, KBA, MFA) for higher-risk positions or state-required verification.

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