Background Check
RFP Template

The first step in choosing a background check provider is creating a background check RFP template for prospective service providers. This guide explains what a template is, provides tips on what to include, and introduces the types of background checks you may wish to perform as a part of your hiring process.

A request for proposal, or RFP, is a formal document issued by an organization to solicit bids from vendors for a specific project or service. The RFP details the project’s requirements, scope, goals, timeline, and evaluation criteria. It also identifies potential challenges that service providers may be required to solve or overcome. Vendors are invited to submit a proposal detailing how they would meet the organization’s needs.

Organizations create RFPs for many types of human resources projects. For example, they may produce an applicant tracking system RFP (ATS RFP) when looking for software to organize and evaluate candidates during the hiring process.

Human resources teams also commonly use an RFP when searching for background screening services. If you’re looking to partner with a background check provider, taking the time to draft a background check RFP template can enable you to obtain information to evaluate your options and select a screening provider that best aligns with your needs. To streamline the process, you may choose to create a template to create an effective and consistent RFP process.  

A background check RFP template is an editable document with a standardized structure and format to jumpstart the creation process with a uniform framework. Once you download a template, you simply fill in the necessary information. Other types of RFP templates can also be helpful, such as an applicant tracking system RFP template (ATS RFP template) when procuring a new ATS.

When creating an RFP for background screening services, you may consider including the following questions to ensure comprehensive and detailed responses from vendors:

In the United States, the Fair Credit Reporting Act (FCRA) requires employers who use a background check provider to notify candidates of your intent to perform a background check, obtain written consent from the candidates before conducting any checks, and follow the adverse action process if the results of a background check leads to disqualification from hiring, transferring, or promoting. 

Depending on your industry, location, and the types of background checks you perform, you may need to comply with additional federal, state, or local laws. A background check company should take steps to support your compliance with applicable regulations. At Checkr, we’ve built compliance workflows and features into our platform to help you make confident hiring decisions.

Integrating background checks into your ATS or HRIS systems can streamline the hiring process. Asking applicant tracking system RFP questions in your template will allow you to choose a provider that supports workflows within your existing tools. You may also want to customize your background check RFP for ATS compatibility if you intend to invest in an ATS in the future. Checkr offers integrations with 100+ HR systems for fast, efficient hiring. 

Filling open positions quickly is crucial for your bottom line, so you can’t afford to be slowed by technical glitches or candidate questions. Find out how easily you can contact prospective background check providers—and when they’re available—should you or your candidates need support. Checkr offers live support for both customers and candidates, along with a Help Center to address questions at any time.

Providing an exceptional candidate experience is vital for your recruiting efforts. A background check provider should consider candidate needs as much as yours, such as simple-to-use workflows and dedicated support for candidates who have questions about the background check process. At Checkr, we provide a mobile-optimized candidate portal built with jobseekers in mind, backed by integrated support features.

Many screening services rely on researchers to find, parse, and evaluate data, which is an error-prone process that can affect the speed and accuracy of background check results. Third-party providers should balance automation with human quality assurance to give you trustworthy reports in a timely manner. Checkr’s AI-powered platform and real-time data network bring greater speed, scale, and flexibility to your hiring workflow. In fact, 99% of background checks conducted with Checkr are automated after data retrieval while still incorporating human QA to support accuracy.

To help you draft your own version of a background check RFP, access our editable template to help you find the right background check provider:

This background check RFP template should be customized to your organization’s specific background check needs.

Once the template has been completed, it should be reviewed by the appropriate stakeholders, such as your human resources department or members of your procurement team.

• Criminal background checks may search national, federal, state, and county records to see if a candidate has a criminal history. Criminal records in the report generally include misdemeanor and felony convictions. If applicable laws allow, results may also show pending, acquitted, or dismissed charges. Criminal background checks may also reveal sex offender registry status or domestic or global watchlist status.
• Employment verification provides confirmation of a candidate’s employment history, such as their position or title, dates of employment, and employment status.
• Education verification provides confirmation about a candidate’s academic history, such as enrollment history, dates of attendance, degrees earned, and graduation dates, usually for the highest degree or credential earned.
• Driving record (MVR) checks use state motor vehicle records to report information about a candidate’s driver’s license class and status, and safety violations or restrictions. Depending on state law, MVRs may reveal convictions for DUIs and other criminal offenses.
• Credit checks provide a modified credit report, showing credit-to-debt ratio, public information such as tax liens, bankruptcies, and accounts in collections, and other insights into financial responsibility such as payment history.
• Drug testing screens for the presence of controlled substances or alcohol. Depending on the type of testing performed, it may detect alcohol, barbiturates, marijuana, opiates, and other illicit drugs.
• Health screenings are a type of specialized medical evaluation, which may include a physical exam, blood work, and drug testing to determine a candidate’s physical fitness and mental capabilities to perform job-related responsibilities.

When creating a background check RFP, consider what types of search will help you make the most informed hiring decisions and make specific mentions of those checks to ensure that vendors are able to offer those services. Checkr offers multiple screening options and customizable packages to meet the unique needs of your business.

Building an exceptional guest experience is a top priority for Kimpton Hotels, so ensuring their candidate experience also reflects that philosophy around hospitality is critical to their success. Kimpton relies on Checkr to support their 5,000 annual background checks and keep candidates engaged throughout the hiring process. Checkr provides the speed, constant communication, and mobile optimization that creates a positive experience for Kimpton’s candidates.

By partnering with Checkr for over 5,000 background checks, they reduced turnaround times by 86%—from an average of 7 days to less than one day—while providing a first-rate experience for candidates. 

A background check RFP template can enable you to acquire bids from background check service providers to make informed decisions to meet your business needs. Customizing your template with questions about compliance, integrations, support, and candidate experience can help you gather the information necessary to choose the right screening partner. 

Checkr’s modern platform makes background checks fast, smooth, and safe. We offer multiple screening options to meet the needs of your organization and industry, with flexible pricing to scale with business of all sizes. Plus, our built-in compliance workflows and seamless integrations with industry-leading HR systems help you eliminate bottlenecks for quick, confident hiring decisions. Get started with Checkr today.

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.