Using a Background Check Authorization Form 

Before an employer or landlord can access someone’s personal history—such as their criminal record, credit score, or employment background, they must first obtain that person’s explicit consent. That’s where a background check authorization form comes into play. 

Whether you’re an employer, property manager, or simply seeking to understand the process better, we’ll walk you through everything you need to know about background check authorization, including its purpose, legal requirements, benefits, and how to use a background check disclosure and authorization form effectively. 

In this article, you’ll learn: 

• What a background check authorization form is and why it’s important 
• The key components included in the form 
• How to use a background check authorization form template to streamline the background check process 

What is a Background Check Authorization Form? 

A background check authorization form is a legal document that gives employers, landlords or organizations permission to run a background screening on an individual. This form is often used during job applications and tenant screenings to ensure the individual meets eligibility requirements. 

By signing this form, the individual consents to the collection of their personal data—including criminal history, credit reports, employment and education verification, and more—depending on the scope of the check. 

Organizations use these forms to remain compliant with federal and state laws, such as the Fair Credit Reporting Act (FCRA), and to ensure the process is transparent, ethical, and legal. 

Why is Getting an Authorization for Background Check Important? 

Securing written authorization before conducting is not just best practice—it’s the law in many jurisdictions. Under the Fair Credit Reporting Act, employers are required to provide a clear background check disclosure and authorization form and must obtain written consent before accessing any consumer report. 

Here’s why this step matters: 

Protects Candidate Privacy 

The form ensures that personal data like criminal records or financial history is only accessed with informed consent. 

Ensures Legal Compliance 

Laws like the FCRA make it mandatory to notify and obtain permission before conducting a background check. Some states also have additional requirements that must be followed. 

Reduces Legal Risk 

Failing to obtain proper authorization can lead to lawsuits, fines, and regulatory penalties. The signed form serves as documentation that protects you legally. 

Promotes Transparency 

It helps candidates understand what information will be collected, how it will be used, and who will access it—reducing confusion and building trust. 

Benefits of Using a Background Check Authorization Form 

Using a background check authorization form template benefits both landlords and tenants by ensuring clarity, consistency, and legal protection. 

For Landlords: 

• Legal Compliance: Ensures adherence to FCRA and state-specific laws, avoiding penalties or lawsuits. 
• Documentation: Keeps a written record of the applicant’s consent, useful in the event of disputes or audits. 
• Equal Treatment: Using a template promotes fairness by using the same form and standards for all applicants. 

For Tenants: 

• Informed Consent: Clearly outlines the scope of the background check and how the information will be used. 
• Privacy Protection: Ensures their personal data won’t be accessed without permission. 
• Right to Dispute: If the report contains inaccurate information, the tenant can dispute the findings and correct any inaccuracies. 

What Does the Background Check Authorization Form Include? 

Our background check authorization form contains several essential elements to ensure both legal compliance and transparency.

1. Personal Information

The form collects key identifying details such as full name, address, date of birth, and Social Security number of rental applicants to ensure the accuracy of the background check.

2. Scope of the Background Check

This section outlines what will be investigated, including: 

• Criminal History 
• Employment History 
• Credit Report 
• Eviction History 
• Driving Records, Drug Testing, or Social Media Checks (as needed) 

3. Authorization and Consent Statement

A statement clearly indicating that the individual consents to the background check and understands its purpose.

4. Disclosure of Third-Party Use

If a third-party screening agency is used, the form must disclose the name and contact details of that agency.

5. Candidate Rights Notification

The form should inform individuals of their rights under laws such as the FCRA, including their ability to review and dispute findings.

6. Acknowledgment of Fair Use and Legal Compliance

Candidates are asked to acknowledge that the screening will be conducted fairly and in accordance with applicable laws. 

Free Background Check Authorization Form Template: Step-by-Step Process Explained 

Here’s how to properly use and submit a background check authorization form, whether you’re screening a tenant or job applicant. 

Step 1: Provide the Authorization Form 

The employer or landlord provides the form—this can be a printed copy, PDF, or digital document through an online platform. 

Step 2: Candidate Completes the Form 

The individual fills out the required information, selects the types of checks they consent to, and reviews the details. 

Step 3: Review the Disclosure Statement 

The candidate must read and understand the disclosure regarding what information will be collected and how it will be used. 

Step 4: Sign and Submit 

The candidate signs and dates the form to confirm consent. The form is then submitted back to the organization through the designated method. 

Step 5: Process the Background Check 

Once authorization is received, the employer or screening agency conducts the background check according to the scope agreed upon. 

Step 6: Review the Background Check Results 

The issuer reviews the results and makes a decision based on the findings. If there are issues, the candidate has the right to dispute and provide clarification. 

Conclusion 

A background check authorization form plays a vital role in maintaining legal compliance, protecting privacy, and ensuring transparency throughout the background screening process. As a landlord, using a thorough background check disclosure and authorization benefits everyone involved. 

For organizations, it’s a safeguard against liability. For individuals, it’s a clear record of rights and protections. Always ensure the form is complete, legally compliant, and tailored to the type of background check being conducted. 

Start the screening process today and download our free background check authorization form. 

Background Check Authorization Form: FAQs 

Is a background check authorization form legally required?

Yes, under FCRA and many state laws, written consent is required before conducting a background check. 

Can I use a template for my background check authorization form?

Absolutely. A background check authorization form template ensures consistency and compliance, especially when screening multiple candidates. 

What happens if I don’t get authorization on a background check authorization form?

Conducting a background check without permission can result in legal penalties, including fines and lawsuits. 

Can a candidate refuse to sign a background check authorization form?

Yes—but refusing to authorize a background check may affect their ability for tenancy or employment. Many employers will cease the application process if a candidate declines to sign. 

Are background check authorization forms only for employment?

No. They’re also commonly used in tenant screening, volunteer onboarding, and other scenarios where personal eligibility is reviewed.