Is an electronic signature legally valid?

Yes. Electronic signatures meet legal requirements under the federal ESIGN Act (15 U.S.C. §7001) and UETA in most states when intent, consent, attribution, and record retention are satisfied.

Do I need a special disclosure for consumer-facing checks?

For consumer screenings covered by FCRA, provide required disclosures and obtain written authorization before ordering a report; preserve the signed authorization as part of the record.

What level of signer authentication should I require?

Use at minimum email verification or SMS code. For sensitive checks, consider multi-factor authentication or identity verification tools to strengthen attribution.

How should we store signed authorizations securely?

Store signed forms in a restricted HR repository with encryption at rest, access controls, and an immutable audit trail to meet privacy and audit requirements.

Can I rescind or revoke consent after signing?

Revocation may be possible depending on vendor policy and timing; maintain a clear internal revocation process and document any withdrawal and its effective date.

What if the vendor rejects the request?

If rejected, review missing fields or identity mismatches, obtain corrected details from the applicant, and resubmit. Track rejections to reduce repeat errors.

Electronic Signature
Templates
HR
HR Check Request Form

HR Check Request Form

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

HR Check Request Form

Requestor Information

Requestor Name Requestor Title Department Office Phone / Email Date of Request

Candidate Personal Information

Full Legal Name Other Names / Aliases Used Current Address

Phone

Email

Date of Birth

Social Security Number

Position & Screening Details

Position Title Department

Hiring Manager / Supervisor

Proposed Start Date

Compensation (Rate or Salary) Work Location

Checks Requested (select all that apply)

National criminal background search
State criminal history search
County criminal and court records search
Sex offender registry search
Motor vehicle record (MVR) check
Credit/background financial check
Employment verification (dates, title, eligibility)
Education verification
Professional license or certification verification
Reference checks (professional)
Pre-employment drug screening
International background checks

Scope, Authorization & Notices

By submitting this form, the Requestor certifies that the checks requested are job-related and consistent with business necessity. Candidate authorization below constitutes the candidate's informed consent for the employer and third-party screening providers to obtain consumer reports, investigative consumer reports, and other records for employment purposes in accordance with federal and state law. A consumer report may include information about the candidate's credit history, criminal history, driving record, education, employment history, licenses, and references.

Candidate acknowledges that this information is required for consideration for employment and that adverse determinations based on such reports may be subject to pre-adverse and adverse action notices as required by law. The employer will comply with applicable notice and disclosure requirements prior to taking any adverse employment action based in whole or in part on information obtained from a consumer reporting agency.

Release of Liability: Candidate releases previous employers, educational institutions, references, and other entities from liability for providing truthful information to the employer or authorized screening providers. Candidate also releases the employer and authorized screening providers from liability for relying on such information to make employment decisions consistent with law.

Authorization to Obtain Information (Candidate)

I certify that the information provided on this form is true and complete. I authorize the employer, its agents, and designated screening providers to obtain consumer reports and investigative consumer reports about me for employment purposes. I further authorize all persons, schools, current and former employers, law enforcement agencies, courts, and other entities to disclose to the employer and its agents any information relevant to the checks requested. I understand that any false statements or omissions may be grounds for withdrawal of an offer or termination of employment.

Candidate Initials (type initials)

Employment History (most recent first)

Employer 1 — Company Name Title / Position

Supervisor Name & Phone Primary Duties & Reason for Leaving

Employer 2 — Company Name Title / Position

Supervisor Name & Phone Primary Duties & Reason for Leaving

Education

Highest Degree Institution Graduation Date

Professional References

Reference 1 — Name

Reference 2 — Name

Reference 3 — Name

Legal Disclosures

At-Will Employment: Nothing in this form guarantees employment. Employment with the employer, if any, is at-will unless otherwise agreed in a signed written agreement. Equal Opportunity: The employer is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, or any other protected characteristic in accordance with applicable law.

Applicant Certification & Authorization

I certify that all information I have provided on this form is true and complete to the best of my knowledge. I authorize the employer, its agents, and authorized screening providers to obtain consumer reports and investigate any statements contained in this form, including but not limited to criminal history, credit history, driving records, education, employment history, and professional credentials. I authorize the release of information by former employers, educational institutions, licensing agencies, and references and release them from liability for providing such information. I understand that any offer of employment may be conditioned upon the results of the requested checks.

Candidate Signature (type full legal name)

Applicant:

Signature:

Date:

HR Use Only

Date Reports Ordered Screening Provider / Vendor Report Completion Date Completed By (HR) Disposition / Notes

What the HR Check Request Form Is and when it’s used

The HR Check Request Form is a standardized document HR teams use to request background, employment, education, or credential checks for job candidates and employees. It collects identifying data, authorizations, the scope of checks, and vendor routing instructions. The form documents candidate consent and captures signature and date fields for compliance with FCRA and other privacy rules where applicable. Organizations attach vendor instructions, proof of identity, and any legally required disclosures before sending to a screening provider or storing in the personnel file.

Why a consistent HR Check Request Form matters

A consistent form reduces errors, ensures candidate consent is documented, and creates an auditable record for personnel and compliance reviews. Properly completed requests speed vendor processing and reduce rework.

Who completes and reviews an HR Check Request Form

The form is typically prepared by HR or a hiring manager and reviewed by compliance or legal when sensitive checks are required.

HR manager: Prepares the request, selects checks, and retains signed authorization for the personnel file.
Hiring manager: Confirms role-specific scope and approves access to results for decision-making.
Background vendor: Receives the request and authorization, performs checks, and returns results to HR.

Copies are retained by HR and shared with background vendors, with signed authorizations stored in the employee record.

Core sections to include on a professional HR Check Request Form

A complete form is organized into discrete sections so each request is clear, auditable, and compliant with applicable laws and internal policies.

Applicant Info

Full legal name, other names used, date of birth, SSN (if required), current address, and contact information to uniquely identify the subject.

Authorization

Clear written consent language authorizing consumer or employment screening, signature block, and date; reference to consumer rights if applicable.

Scope of Checks

Specify which reports are requested (criminal, driving record, employment verification, education, credentialing, credit where permitted).

Vendor Instructions

Designate vendor name, contact or portal link, turnaround priority, and any candidate-specific notes or document attachments required.

Attachments

List and attach identity documents or supporting files (ID copy, release forms, job description) required by the screening vendor.

Certification

Signature line for the requester and an internal approval line; include an audit field for date, approver name, and method of submission.

Step-by-step: complete and send an HR Check Request

Follow these four steps to prepare, authorize, and deliver a screening request to a vendor while preserving an audit trail.

01

Prepare Request: Gather applicant identity details and select the exact checks required.
02

Obtain Consent: Have the applicant sign the authorization and provide any supporting ID documentation.
03

Send to Vendor: Upload the signed request and attachments to the vendor portal or secure email.
04

Record Results: Store the screening report and keep a copy of the signed authorization in the personnel file.

How to set up an online HR check request workflow

Configure form fields and routing in your e-sign or HRIS platform to automate approvals and vendor delivery.

Field	Configuration
Applicant Identity	Required fields; set Magic detection for name, DOB, address.
Authorization	Make signature and date required; attach consent text for ESIGN compliance.
Vendor Routing	Auto-route to vendor email or API endpoint after approval.
Retention	Set automatic save to HR folder with access controls.

Where to send the completed HR Check Request Form

Choose a destination that preserves security and creates an auditable handoff to the screening provider.

HRIS / HR Folder: Save a signed copy in the employee’s secure HR record for retention and audit.
Vendor Portal Upload: Preferred: use vendor portal or API for direct submission and immediate processing.
Secure Email or SFTP: When portal is unavailable, use encrypted email or SFTP per vendor requirements.
Applicant Copy: Provide the signer a copy of the signed authorization and vendor contact details.

Digital signing and technical requirements for e-submission

Use platforms that retain a tamper-evident audit trail and support encryption in transit and at rest for personnel records.

File Formats: PDF, DOCX accepted; PDFs preserve original layout and signatures.
Authentication: Email verification or SMS code reduces repudiation risk.
Integrations: Connectors to HRIS or vendor APIs simplify routing and auditing.

Typical timelines and processing expectations

Turnaround and follow-up timelines vary by the type of check and vendor SLAs. Plan internal deadlines to meet hiring timelines and legal notification rules.

Vendor Turnaround Time:

1–10 business days depending on scope and jurisdictions involved.

Pre-Adverse Action Notice:

Provide notice and a copy of the report before taking adverse action when required by FCRA.

Adverse Action Window:

Allow candidates time to review and dispute findings per employer policy and law.

Record Retention Start:

Retention begins on the date of the signed authorization or report receipt.

Internal SLA:

Set an HR response SLA (e.g., 3 business days) to avoid hiring delays.

Key milestones in the HR check request lifecycle

Track major milestones so requests move from initiation to closure with clear responsible parties and timestamps.

01

Request Initiated

HR or hiring manager completes and signs the form.

02

Consent Obtained

Applicant signs the authorization and provides ID as required.

03

Vendor Processing

Vendor completes checks and returns results to HR.

04

Decision & Filing

HR records outcome, sends any required notices, and files the authorization.

Common mistakes that delay screening or create compliance gaps

Incomplete identity details: missing DOB or prior addresses often produce no-match results and require rework.
Unsigned or undated authorizations: vendors will reject unsigned forms, halting processing and extending hiring time.
Overbroad permissions: requesting checks not permitted by state or role can lead to legal risk and candidate disputes.
Unsecured transmission: sending unencrypted SSNs or reports by regular email can violate privacy policies and vendor agreements.

Risks and potential penalties for incorrect or missing information

FCRA Claims: Statutory damages, litigation, and corrective notices.

Privacy Breach: Regulatory fines and remediation costs.

Hiring Delay: Operational loss and candidate withdrawal risk.

Invalid Results: Mismatched searches produce inaccurate records.

Regulatory Audit: Increased scrutiny from labor or consumer protection agencies.

Reputational Harm: Negative candidate experience and employer branding impact.

eSignature platform comparison for HR Check Request Form workflows

The table compares common vendor capabilities and starting prices to help select an eSignature provider that supports secure HR check collection and routing.

	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, limited trial	Yes, limited trial	Yes, limited trial	Yes, limited trial
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes (BAA available)	Yes (BAA available)	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions about the HR Check Request Form

Answers to common operational and compliance questions about preparing, signing, and storing HR check requests.

Need help? Contact support

Is an electronic signature legally valid?
Yes. Electronic signatures meet legal requirements under the federal ESIGN Act (15 U.S.C. §7001) and UETA in most states when intent, consent, attribution, and record retention are satisfied.
Do I need a special disclosure for consumer-facing checks?
For consumer screenings covered by FCRA, provide required disclosures and obtain written authorization before ordering a report; preserve the signed authorization as part of the record.
What level of signer authentication should I require?
Use at minimum email verification or SMS code. For sensitive checks, consider multi-factor authentication or identity verification tools to strengthen attribution.
How should we store signed authorizations securely?
Store signed forms in a restricted HR repository with encryption at rest, access controls, and an immutable audit trail to meet privacy and audit requirements.
Can I rescind or revoke consent after signing?
Revocation may be possible depending on vendor policy and timing; maintain a clear internal revocation process and document any withdrawal and its effective date.
What if the vendor rejects the request?
If rejected, review missing fields or identity mismatches, obtain corrected details from the applicant, and resubmit. Track rejections to reduce repeat errors.

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