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Background Check Authorization Form

HR Recruiting and Compliance Resource

Collect screening consent with a background check authorization form for HR and recruiting teams. Capture candidate identity, the types of checks requested, and a standalone written authorization after a clear disclosure—requirements that often apply when you use a consumer reporting agency under the Fair Credit Reporting Act. State and city laws may limit criminal-history inquiries or require extra notices. This is not legal advice; confirm current FCRA, state, and local rules and your CRA’s forms before running a check.

Background Check Authorization Form form template preview

Key Benefits

Separate disclosure from the authorization signature
Record which screening types were requested
Collect identity fields the CRA needs to run a report
Keep a signed authorization with the requisition
Flag state or local limits on criminal-history questions
Point to pre-adverse and adverse-action steps

Common Use Cases

Contingent job offers pending a background checkEmployment screening through a CRAVolunteer or contractor screening when you use a CRARe-screening current employees under policyMulti-state hiring with extra local noticesRoles that also require motor-vehicle records

Frequently Asked Questions

What does the FCRA require before a background check?
When you use a consumer reporting agency for employment purposes, you generally must give a clear, standalone written disclosure and obtain written authorization before procuring the report. Additional notices apply before and after taking adverse action. Confirm current FTC/CFPB guidance and your CRA’s packet.
Can we put the authorization inside the job application?
A buried authorization inside a long application is a common FCRA risk. Many employers use a standalone disclosure and a separate authorization. Follow current case law and counsel advice for your states.
Do state laws limit what we can ask?
Yes. Ban-the-box, credit-check, and criminal-history limits vary by state and city. Some jurisdictions restrict when you may inquire and what you may consider. This form does not authorize a check that local law forbids.
Is this legal advice?
No. Screening, adverse-action letters, and international checks are regulated. Use this as a document checklist and have counsel or your CRA supply the legally required notices for each location.

Checklist

Identity

Candidate legal name, aliases, date of birth, and current address
Required

SSN or other identifier only as the CRA and law allow.

FCRA

Standalone written disclosure that a consumer report may be obtained
Required

Keep a copy of the exact disclosure version given.

Signed authorization to procure the report
Required

Separate from the application when counsel advises standalone.

Scope

Check types requested: criminal, employment, education, MVR, credit
Required

Run only job-related checks permitted in that jurisdiction.

State

State or local notices required for the work location

Credit, criminal-history, or investigative-report extras.

CRA

CRA name and contact information provided to the candidate
Required

Required so the candidate can request a copy or dispute.

Hiring

Offer letter or requisition noting the check is a contingency

Keep with the recruiting file.

Adverse

Pre-adverse and adverse-action letter copies if the offer changes

Include the report and summary of rights when required.