What is a background check?

A background check is a process where an employer investigates and verifies the information provided by a job candidate. The primary purpose is to ensure that the candidate’s qualifications, experiences, and personal history align with what they have presented during the hiring process. Here are some key elements typically covered in a background check:

Employment history: Verification of the candidate’s work history, including job titles, dates of employment, and responsibilities.

Education verification: Confirming the educational qualifications claimed by the candidate, such as degrees, diplomas, or certifications.

Criminal history: Checking if the candidate has a criminal record. This is usually relevant for positions that involve a high level of trust or security.

Credit history: Some positions, especially those in finance or requiring financial responsibility, may involve a credit check.

Reference checks: Contacting previous employers or professional references to gather insights into the candidate’s work ethic, skills, and overall suitability for the job. Doing this yourself is different from buying it: 41 of the 51 US jurisdictions protect a former employer who gives a good faith reference, and our guide to reference checks has the state by state position and the questions worth asking.

Social media screening: Checking the candidate’s online presence on platforms like LinkedIn, Facebook, or Twitter to ensure their public image aligns with the company’s values.

Drug screening: In some industries, candidates may be required to undergo drug testing as part of the background check.

Background checks belong after the application, not in it; our frontline hiring benchmarks show how document requests cut completions.

Background check definition

A background check is a comprehensive review and verification process that employers undertake to assess the accuracy of information provided by a job candidate. The goal is to confirm the candidate’s qualifications, employment history, education, and other relevant details. This process helps employers make informed hiring decisions, ensure the integrity of their workforce, and mitigate potential risks associated with a candidate’s background.

Key components of a background check may include checking employment history, verifying educational credentials, investigating criminal records, assessing credit history (in certain cases), contacting professional references, and examining the candidate’s online presence through social media. The extent and nature of background checks can vary depending on the industry, the specific requirements of the job, and legal regulations.

It’s important to note that conducting background checks requires the candidate’s consent, and the process should adhere to privacy and anti-discrimination laws. Employers typically use third-party services or agencies to perform background checks, and the results contribute to the overall assessment of a candidate’s suitability for a particular role within the organization.

Background screening definition

Background screening refers to the process of investigating and verifying a person’s background, typically conducted by employers during the hiring process. The aim of background screening is to confirm the accuracy of information provided by job candidates and to assess their suitability for employment based on various criteria, including their criminal history, employment history, educational qualifications, and other relevant factors.

Background checks vs. background screening

The terms “background check” and “background screening” are often used interchangeably, but they differ subtly in scope and depth. A background check typically refers to a specific investigation or verification of a candidate’s background information, such as criminal history, employment history, or education verification. It may involve one or more aspects of a candidate’s background and is commonly conducted as part of the hiring process to verify the accuracy of information provided by candidates and assess their suitability for employment. On the other hand, background screening is a broader and more comprehensive process that encompasses multiple aspects of a candidate’s background, including criminal history, employment history, education verification, reference checks, and other relevant factors. It aims to provide a comprehensive assessment of a candidate’s background, character, and suitability for employment, emphasizing a systematic and structured approach to evaluating candidates’ qualifications and credentials.

When to do a background check?

A background check is typically conducted during the later stages of the hiring process after a candidate has gone through initial interviews and has been selected as a potential hire. The exact timing can vary depending on the company’s policies, industry practices, and the specific job role. Common points in the hiring process when background checks are performed include the conditional job offer, pre-employment screening, and before the start date.

When to do a background screening?

The timing of when to conduct a background screening can vary depending on factors such as organizational policies, legal requirements, and the nature of the position. However, it is generally advisable to conduct background screening after the initial stages of the hiring process, such as after the candidate has undergone interviews and received a conditional job offer.

How long does a background check take?

The duration of a background check can vary based on several factors, including the complexity of the check, the information being verified, the responsiveness of third-party agencies, and the specific requirements of the employer. On average, a background check typically takes anywhere from a few days to a few weeks.

How long does a background screening take?

The duration of a background screening can vary depending on several factors, including the complexity of the check, the availability of information, and the responsiveness of third-party verification sources. In general, background screenings can take anywhere from a few days to several weeks to complete.

While employers aim to complete background checks efficiently, it’s crucial to balance speed with accuracy. Rushing the process can lead to oversights and errors. Clear communication with the candidate about the expected timeline helps manage expectations and ensures a smooth and transparent hiring process. Employers should also be aware that unforeseen challenges or delays may occur, and building some flexibility into the timeline can be beneficial.

FCRA compliance: the sequence that decides whether you did it properly

If a third party produces the report, the Fair Credit Reporting Act governs it, and the failures we see are almost always sequencing rather than substance. Three steps, in order.

Before you order the report. Under 15 U.S.C. 1681b(b)(2)(A) you need a clear and conspicuous written disclosure that a consumer report may be obtained for employment purposes, made in a document that consists solely of the disclosure, plus the candidate written authorisation. The standalone requirement is the one that catches employers out: a disclosure buried in an application form or combined with a liability waiver does not satisfy it.

Before you take adverse action. This is the step most often collapsed into the rejection. Section 1681b(b)(3)(A) says that before taking any adverse action based in whole or in part on the report, you must give the candidate a copy of the report and a written description of their rights under the Act, the summary the Consumer Financial Protection Bureau prescribes. The statute sets no waiting period; the customary five business days is practice rather than law. The purpose is to give the person an interval to see the report and dispute it before the decision is final.

When you take it. Section 1681m(a) then requires notice of the adverse action; the name, address and telephone number of the agency that supplied the report; a statement that the agency did not make the decision and cannot explain it; and notice of the right to a free copy of the report within sixty days and to dispute its accuracy. There is one narrow exception at 1681b(b)(3)(B) for certain remote transportation-sector applications, which collapses the two notices into a single one within three business days.

Credit checks: eleven states and the District of Columbia restrict them

A credit report is a different question from a criminal record check and is separately regulated. Read at each state code on 3 September 2026, general restrictions on employer use of credit history exist in California (Lab. Code 1024.5), Colorado (C.R.S. 8-2-126), Connecticut (Conn. Gen. Stat. 31-51tt), Illinois (820 ILCS 70), Maryland (Lab. and Empl. 3-711), Nevada (NRS 613.570), Oregon (ORS 659A.320), Vermont (21 V.S.A. 495i), Washington (RCW 19.182.020) and the District of Columbia (D.C. Code 2-1402.11). Hawaii is generally listed as an eleventh and its statute is cited as HRS 378-2.7, but the state code server refused every request we made, so we have not confirmed it and are saying so rather than repeating it. Delaware belongs in a tier of its own: 19 Del. C. 711(h) binds public employers only, and only until the first interview is complete.

Three of them are worth knowing individually. Washington is the strictest in structure, because it grants no categorical exemption for banks, law enforcement or fiduciary roles: every employer must show the information is substantially job related and disclose the reasons in writing, or point to a legal requirement. Vermont adds that even an exempt employer may not use credit history as the sole factor, must obtain written consent each time, and must return or destroy the report if the person is not hired. And in the District of Columbia credit information is a protected trait under the Human Rights Act, sitting alongside race and sex rather than in a separate employment statute.

Frequently asked questions

What is background screening?

Background screening is the process of investigating and verifying the background of a person, typically carried out by an employer during hiring. Its purpose is to confirm that the information a candidate has provided is accurate and to assess suitability for the role against criteria such as criminal history, employment history and educational qualifications. It is usually broader than a single background check and can combine several verifications into one process.

What is a background check?

A background check is a review and verification process an employer uses to confirm that the information a job candidate provided is accurate. It commonly covers employment history, education, criminal records and other details relevant to the role. The purpose is to support an informed hiring decision and to reduce the risk of hiring someone whose stated history does not hold up.

What does background screening mean for an employer?

For an employer it means running a defined set of verifications before someone starts, rather than relying on what the application says. In practice it means deciding which checks the role actually requires, running them consistently for every candidate at the same stage, and applying the results the same way each time. Consistency matters as much as the checks themselves.

What is the difference between a background check and background screening?

The two terms are often used interchangeably and the difference is one of scope. A background check usually refers to a specific verification, such as confirming criminal history, employment history or education. Background screening is the broader and more comprehensive process, which can combine several of those individual checks into one assessment of a candidate.

How does a background check work?

The employer identifies which verifications the role requires, obtains the consent the law requires from the candidate, and then submits the request, usually through a third party that specializes in screening. That provider verifies each element against its sources and returns a report. The employer reviews the report against the standard it set for the role before confirming or withdrawing the offer.

What does a background check include?

It depends on the role, and the components are chosen rather than fixed. Common elements are employment history, verification of educational credentials, criminal records, credit history where the role justifies it, and a motor vehicle record for roles that involve driving. A role that involves driving or handling money typically calls for more than one that does not.

When should an employer run a background check?

Usually in the later stages of hiring, after interviews and once a candidate has been selected. The most common point is at the conditional offer, so the check confirms a decision that has already been made rather than screening the whole applicant pool. Exact timing varies with company policy, industry practice and the requirements of the role.

How long does a background check take?

Typically a few days to a few weeks. The range depends on how many elements are being verified, how quickly third party sources respond, and what the employer requires. Speed is worth balancing against accuracy, because a rushed check is where oversights happen. Telling the candidate the expected timeline up front avoids the silence being read as a rejection.

Is FCRA compliance required for background checks?

Yes, whenever a third party produces the report. The Act sets a sequence. Before you order it you need a clear and conspicuous written disclosure in a document that consists solely of the disclosure, under 15 U.S.C. 1681b(b)(2)(A), plus written authorisation. Before you take adverse action you must give the candidate a copy of the report and the written summary of rights the Consumer Financial Protection Bureau prescribes, under 1681b(b)(3)(A). When you take the action, 1681m(a) requires the notice, the agency contact details, a statement that the agency did not make the decision, and notice of the right to a free copy within sixty days and to dispute it. The statute sets no waiting period between the second and third steps.

Can employers run a credit check?

In most of the country yes, subject to the Fair Credit Reporting Act. Eleven states and the District of Columbia restrict it: California, Colorado, Connecticut, Illinois, Maryland, Nevada, Oregon, Vermont, Washington and the District of Columbia have general restrictions, Hawaii is generally listed as another though we could not confirm its statute at the state code, and Delaware restricts public employers only and only until the first interview. Most of these permit credit checks for positions with fiduciary responsibility, access to significant cash or financial information, or where another law requires the check. Washington grants no categorical exemptions at all.