How To Run Employment Background Checks

An employment background check is a verification process that employers use to confirm a candidate's identity, credentials, and history. Checks can include records and verifications related to criminal history, driving, employment, education, licenses, and other job-related information.

Screening begins with identity details from the candidate (such as full name, date of birth, and SSN). An SSN trace can reveal prior addresses and known aliases, which helps select the right courts and jurisdictions to search.

Consumer reporting agencies (CRAs) and employers gather records from primary sources, such as:

Some records arrive through automated connections and databases, while many criminal background checks still involve in-person or clerk-assisted courthouse research.

The information reported in a background check will vary depending on the purpose of the screening, but can help you learn more about a candidate’s professional and personal history beyond their job application or resume. Conducting a background check for employment helps hiring teams evaluate a candidate’s qualifications, make more informed hiring decisions, and mitigate risk. When hiring for regulated positions, it may be necessary to conduct an employment background check to comply with federal, state, or local laws.

Employers run background checks to support workplace safety, comply with industry and regulatory requirements, protect their brand reputation, and reduce negligent hiring liability. Effective screening helps build trust with customers and teams and supports fair, informed hiring decisions. Conducting a pre-employment background check is often a standard part of the hiring process for both small businesses and large enterprises.

Legal and regulatory frameworks also drive background screening. Certain roles are subject to specific requirements, such as:

Information included in a background check depends upon the type of search conducted, the laws that regulate background checks, and the employer’s background screening policy.

Here are some common types of employment background checks and what may be reported:

Background check turnaround times vary by the type of check performed as well as the location. The following estimates are general average timelines in which you might receive results:

Delays may occur due to court backlogs, holidays, similar names, and verification response times. Third-party background check platforms, like Checkr, often accelerate results via automated courthouse access and smart routing.

Costs depend on package scope, pass-through court fees, turnaround needs, and background check volume (if you’re running multiple checks at the same time). Basic packages typically range from $30–$60, plus fees. Expanded criminal searches covering more counties and including federal searches may cost $60–$120 or more.

Employment verification and education checks typically cost $10–$20 per verification plus database fees. MVR checks range from $5–$20 plus state fees, while drug testing can cost $30–$80 per test.

Checkr offers transparent pricing starting at $29.99, with volume pricing available for larger organizations.

The process of conducting a background check generally includes the following steps:

1. Create a background check policy
2. Maintain legal compliance
3. Choose a background check company
4. Communicate candidate rights
5. Select screening reports
6. Make hiring decisions

Here’s a step-by-step guide on how to run a background check on someone for employment:

A background check policy provides a clear framework for searching a candidate’s background during the hiring process. It  helps ensure consistency and compliance with federal, state, and local laws. Your policy should clearly state the types of screenings conducted for each position, outline the proper procedures for performing them, and explain how the results will be used in making hiring decisions.

It’s best practice to implement background screenings across your entire organization. For example, employers shouldn’t choose a certain age group or ethnicity to undergo pre-employment background checks, since this could be considered discriminatory under Equal Employment Opportunity Commission (EEOC) guidelines. However, you can require specific screenings for all candidates being considered for certain roles, such as those who will drive a company vehicle or handle finances.

Federal, state, and local laws regulate employment background checks to ensure a fair hiring process for candidates. These background check laws can impact when and what screenings can be conducted and how the results may be used in hiring decisions. To help navigate compliance, employers often partner with employment background check companies, like Checkr. Regardless of how you choose to conduct background checks, employers are ultimately responsible for complying with all applicable laws.

Employers have many options to consider when selecting a background check company. The best background check service for your business typically depends on your needs, such as types of screening options, hiring volume, budget, and location. Additional considerations when comparing employee background check companies may include:

There are multiple types of background screenings that cover different facets of a candidate’s history. Based on your business needs and company background check policy, you’ll want to select the appropriate searches:

The FCRA provides protections for candidates that cover what kind of information may be collected and reported for an employment background check. The standard Summary of Rights document outlines other major rights under the FCRA, including the right to a copy of their background check results and the right to dispute inaccurate information.

If your business uses a background check provider to conduct searches, you’re required to disclose your intent to run an employment background check separate from the actual job application. You also must obtain written authorization from the candidate to run the background check and follow the adverse action process if the results of the report affects your hiring decision.

Once you have reviewed the results, you can make a hiring decision based on your company’s background check policy. If a search returns any information that may negatively impact your hiring decision, you must follow the adverse action process outlined in the FCRA. The process consists of three major steps:

Employers must follow federal FCRA rules and applicable state and local laws, including Ban the Box and fair chance ordinances, to maintain non-discriminatory, transparent screening practices.

You must send candidates a clear, standalone FCRA disclosure and receive written authorization from them before ordering a background check. Disclosures remain separate from the employment application materials, and it’s best to avoid extraneous language when writing them.

If an employer is considering a negative decision based on information in a background check, they must provide a pre-adverse action notice and the background report itself, along with the FCRA Summary of Rights. Give candidates a reasonable period to respond (often five business days), which allows them time to dispute inaccurate information or explain a situation before you issue a final adverse action notice.

Ban the Box and fair chance laws limit when and how employers may consider criminal history during hiring. Often, this looks like delaying criminal history inquiries until after the first interview or after making a conditional offer. Ban the Box laws may also recommend individualized assessment, which considers how a candidate’s background relates to the role at hand.

Major jurisdictions with Ban the Box laws include:

Re-screening refers to running background checks after hire to confirm that employees are still eligible for their roles. Common triggers include role changes; promotions to sensitive positions; transfers to new locations; or expanded access to money, data, vehicles, or vulnerable populations.

Specific industry rules may also determine background check intervals or re-screening requirements. Examples include:

Event-based re-screening often follows incidents such as vehicle crashes or policy violations.

Yes, but international background checks depend on country data sources, privacy laws such as the General Data Protection Regulation (GDPR), and reliable identity verification. Background check timelines are often longer, and candidates may need to provide additional documentation.

Many employers apply a seven-year lookback period for many roles to align with common state reporting limits. A lookback period is a timeframe in which certain convictions may be reported; if a background check is run past the lookback period for a conviction, reporting that conviction may violate the Fair Credit Reporting Act. Certain items, including some federal convictions or verifications, can extend beyond seven years where law permits.

Candidates can request copies from the screening provider and receive copies during the adverse action process. Some platforms offer portals that display status and results at the same time as employers or after completion, based on employer configuration and local law requirements.

Checkr's AI-powered platform produces employment background reports with automated compliance workflows and fair chance hiring features. The platform combines automated court retrieval, identity matching, and human review for quality and accuracy. APIs and HRIS integrations connect screening processes to your existing HR systems, while candidate workflows include mobile data entry and real-time status visibility.

Running employment background checks helps organizations make informed hiring decisions while maintaining compliance with federal, state, and local laws. From understanding different types of checks to following proper adverse action procedures, a structured approach supports both workplace safety and fair hiring practices. Whether you're a small business just starting with background screening or a larger organization looking to streamline your process, partnering with an experienced provider can help you navigate the complexities of background checks. Get started with Checkr today to begin running faster, more accurate background checks.

About the author

Hayley Harrison writes about a wide range of business topics and best practices, including background checks, candidate experience, and recruitment and retention. Her work includes educational articles, e-books, and blog posts.