When you are hiring, you want more than a polished resume and a good interview. A background check gives you an extra layer of assurance by helping verify that a candidate is who they say they are, with the qualifications and history your business needs.
But how exactly does a background check work? Here is a straightforward look at the typical steps involved, so you can see what happens behind the scenes.
Getting Candidate Consent
Before anything else, the law requires that you get the candidate’s written permission. Under the Fair Credit Reporting Act (FCRA), you must:
- Provide a clear, stand-alone disclosure that a background check will be conducted
- Get signed authorization from the applicant
- Give them a copy of “A Summary of Your Rights Under the FCRA”
At Swailes Backgrounds, we make this step simple by using electronic consent forms that save time and reduce paperwork.
Collecting the Right Information
Next, you gather the details needed to run a thorough search. Typically this includes the candidate’s full legal name, any previous names used, date of birth, Social Security number, current and past addresses, and driver’s license number if a motor vehicle report is required. Having accurate information upfront helps avoid delays or missed records.
Running the Searches
This is where the real work happens. Depending on your needs and the role, a background check might include:
- Criminal records searches at the county, state, and national level to look for convictions or sometimes pending cases
- Employment and education verifications by contacting previous employers and schools to confirm dates, titles, degrees, or licenses
- Credit history checks for roles that involve financial responsibility
- Driving records, which are especially important if the job involves operating a vehicle
- Checks of watchlists and sanction databases, which are critical in industries like healthcare and finance
Reviewing and Compiling the Report
Once all searches are complete, the results are compiled into a clear, easy-to-read report. At Swailes Backgrounds, we focus on concise summaries that help you quickly identify any criminal history relevant to the job, discrepancies in employment or education, or issues in driving or credit reports when applicable. This report is delivered securely to your team.
Following the FCRA Adverse Action Process if Needed
If the background check reveals something that could impact your hiring decision, the FCRA outlines a process that protects both you and the candidate. This includes providing a pre-adverse action notice that informs the candidate you are considering not moving forward based on the report and supplying a copy of the report itself. You then allow time, typically about five days, for the candidate to respond or dispute inaccuracies. If you decide to proceed with not hiring, a final adverse action notice is sent.
Why Work with a Professional Screening Partner
Background checks might seem straightforward, but they can become complex, especially when multi-state searches, tight hiring deadlines, and legal requirements are involved. A professional consumer reporting agency like Swailes Backgrounds manages the paperwork and compliance steps, knows how to navigate county and state records efficiently, helps tailor checks to your industry, and keeps sensitive data secure.
Need Help with Background Checks or Compliance?
Whether you’re hiring new talent or updating your screening processes, the Swailes Background Check team is here to help. From criminal background checks and FCRA compliance to drug testing, employment and education verifications, MVR reports, credit history reviews, and Social Security number validation, we provide fast enrollment and expert support every step of the way.
Contact us today to streamline your screening process with confidence.