Background Check Authorization Form
Download REI Grove's background check authorization form template to collect applicant consent before running credit reports, criminal background checks, eviction history searches, and other tenant screening reports.
Key Takeaways
- A background check authorization form gives a landlord or property manager written permission to run tenant screening reports.
- REI Grove's template includes landlord details, rental property details, applicant information, consent language, and more.
- Written authorization helps protect applicant privacy and creates a clear record before screening begins.
- Landlords should use background check authorization forms consistently and follow federal, state, and local screening laws.
In this article
- Learn what a background check authorization form is
- Understand why written consent matters
- Review what the form should include
- Learn how to use a background check authorization form template
- Download a free background check authorization form
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.
Background Check Authorization Form at a Glance
| Form Section | What It Covers | Why It Matters |
|---|---|---|
| Section 1: Landlord & Property | Landlord name, landlord address, and rental property address. | Identifies who is requesting the screening and which property the application concerns. |
| Section 2: Applicant Information | Applicant name, current address, date of birth, Social Security number, and phone number. | Helps confirm the applicant's identity before screening. |
| Section 3: Consent & Disclosure | Authorization to obtain credit, criminal, eviction, and other reports. | Documents the applicant's written consent. |
| Section 4: Applicant Rights | Dispute rights and adverse action notice information. | Informs applicants about important rights connected to screening reports. |
| Section 5: Signatures | Applicant signature, landlord or agent signature, and dates. | Confirms that the parties completed and acknowledged the form. |
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, and to ensure the process is transparent, ethical, and legal.
Why is Getting an Authorization for a Background Check Important?
Securing written authorization as a landlord before conducting a background check on a tenant is not just best practice—it's required by law. Under the Fair Credit Reporting Act, employers and landlords are required to provide a clear background check disclosure and authorization form to applicants and must obtain written consent before accessing any consumer report. Landlords should also follow all applicable federal, state, and local rules when screening rental applicants.
Here's why this step matters:
Protects Applicant Privacy
The form ensures that personal data like criminal records, credit history, or eviction history is only accessed with informed consent.
Ensures Legal Compliance
Laws like the FCRA may require notice and permission before conducting certain background checks. Some states and municipalities also have additional requirements that landlords must follow.
Reduces Legal Risk
Failing to obtain proper authorization can lead to disputes, fines, lawsuits, or regulatory issues. A signed form serves as documentation that the applicant gave consent.
Promotes Transparency
The form helps applicants understand what information may be collected, how it will be used, and who may access it. This can reduce confusion and build trust during the rental application process. It can also signal to applicants that you're serious about screening.
What Does the Background Check Authorization Form Cover?
REI Grove's background check authorization form is designed to help landlords collect written applicant consent before running tenant screening reports. The form includes sections for landlord information, rental property information, applicant identity details, consent and disclosure language, applicant rights, adverse action information, and signatures.
This form includes:
- Landlord name
- Landlord address
- Rental property address
- Applicant name
- Current applicant address
- And much more!
Section 1: Landlord and Property Information
The first section identifies the landlord and rental property connected to the screening request. This helps make the form specific to the tenancy application rather than a general authorization.
This section includes:
- Landlord name
- Landlord address
- Rental property address
Section 2: Applicant Information
The applicant information section collects identifying details that may be needed to run accurate tenant screening reports.
This section includes:
- Applicant name
- Current address
- Date of birth
- Social Security number
- Phone number
Because this section collects sensitive information, landlords should store completed forms securely and limit access to people who need the information for screening purposes.
Section 3: Consent and Disclosure
The consent and disclosure section authorizes the landlord or designated agent to obtain screening reports. In the template, these reports may include a consumer credit report, criminal background check, eviction history, and other information deemed necessary to evaluate the tenancy application.
This section includes:
- Applicant authorization
- Consumer credit report consent
- Criminal background check consent
- Eviction history consent
- And more
Section 4: Applicant Rights and Adverse Action Information
The applicant rights section explains that the applicant has the right to dispute inaccurate information found in the reports. It also outlines notice information if the landlord takes an adverse action based on a report.
An adverse action may include:
- Denying the application
- Increasing the security deposit
- Requiring a co-signer
- Changing another rental term because of report information
The form also includes language explaining that if a credit score influenced the adverse action, the landlord may need to provide additional credit score information.
Section 5: Signatures
The signature section provides space for the applicant and landlord or agent to sign and date the form. These signatures document that the applicant authorized the screening and that the landlord or agent acknowledged the authorization.
This section includes:
- Applicant signature and date
- Landlord or agent signature and date
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: A written authorization form can help landlords follow FCRA and state-specific screening requirements.
- Documentation: The signed form creates a written record of the applicant's consent, which can be useful in the event of disputes, audits, or applicant questions.
- Equal treatment: Using the same template for every applicant promotes consistency and helps landlords apply the same screening process across applications.
For Tenants
- Informed consent: The form outlines the scope of the background check and how the information may be used.
- Privacy protection: The applicant's personal data should not be accessed without permission.
- Right to dispute: If the report contains inaccurate information, the applicant can dispute the findings and request corrections.
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 landlord or property manager provides the form. This can be a printed copy, PDF, or digital document through an online platform.
Step 2: Applicant Completes the Form
The applicant fills out the required information, reviews the types of reports that may be ordered, and confirms that the information is accurate.
Step 3: Review the Disclosure Statement
The applicant should read and understand the disclosure explaining what information may be collected and how it will be used.
Step 4: Sign and Submit
The applicant signs and dates the form to confirm consent. The form is then submitted back to the landlord, property manager, or screening provider through the designated method. Landlords should retain the form for their records in that applicant's file.
Step 5: Process the Background Check
Once authorization is received, the landlord, property manager, or screening agency conducts the background check according to the scope agreed upon.
Step 6: Review the Background Check Results
The landlord reviews the results and makes a decision based on lawful, consistent screening criteria. If the landlord takes adverse action based on report information, the applicant may have the right to receive required notices and dispute inaccurate information.
How Can a Background Check Authorization Form Benefit Landlords?
A background check authorization form gives landlords a structured way to document consent before screening rental applicants. Verbal permission or informal messages may or may not hold up in court if an applicant were to dispute your use of their personal information. Retaining a formal document granting you consent to view credit and criminal history files is the safest option.
As a bonus, providing this form to applicants can signal that your business is professional, takes screening seriously, and will be diligent in following up on credit and criminal information. It sets a good precedent for what that applicant can expect as a tenant renting your property.
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 by downloading REI Grove's background check authorization form.
Background Check Authorization Form: FAQs
Do landlords need permission to run a background check?
Yes. In many situations, landlords, employers, and organizations need written consent before running a background check or credit check.
What is a background check authorization form?
A background check authorization form is a document that gives someone written permission to run certain types of screening reports (like credit or criminal reports) on an applicant.
Can a landlord run a background check?
Most of the time, yes – Landlords can usually run a background check with proper authorization and lawful screening criteria. However, some states and localities limit how landlords can use criminal information, so be sure to check your local laws before requesting any consumer reports.
Can a landlord run a credit check?
Yes. A landlord can often run a credit check if the applicant gives written permission and the landlord follows applicable law.
What information is needed for a background check?
A form may ask for name, address, date of birth, Social Security number, phone number, and consent to run reports.
What shows up on a tenant background check?
A tenant background check may show credit history, criminal records, eviction history, identity information, and other screening details, depending on the service used.
What happens if a background check is wrong?
The applicant may have the right to dispute inaccurate information with the reporting agency or screening provider.
What is an adverse action notice?
An adverse action notice tells an applicant that a landlord took a negative action, such as denial, higher deposit, or co-signer requirement, based on the information they found in that applicant's credit or criminal history report.