What they are

• A background check is a review of an individual’s criminal, financial, employment, education, and identity records to verify history and assess risk.

• Common types include criminal background checks, employment verification, education verification, motor vehicle records (MVR), credit checks, tenant screening, and professional license verification.

When they’re used

• Employment hiring and pre-employment screening

• Volunteer and childcare placements

• Tenant screening for landlords

• Firearm purchases and certain licensing

• Financial services, lending, and security-sensitive roles

• Volunteer organizations and schools

• Volunteer drivers and contractors with access to vulnerable populations

Components commonly included

• Identity verification: confirms name, date of birth, and Social Security number.

• National and state criminal records: felony and misdemeanor convictions, arrests (where legally reportable).

• Sex offender registry checks.

• County courthouse searches for local criminal and civil records.

• Motor vehicle records (MVR): driving history and license status.

• Credit report: for positions involving financial responsibility (with applicant consent).

• Employment and education verification: confirms past jobs, dates of employment, degrees, and credentials.

• Reference checks: direct conversations with previous employers or listed references.

• Professional license verification and disciplinary actions.

• Civil litigation and bankruptcies: where relevant to the position or transaction.

Legal considerations and compliance

• Obtain written consent when required (for credit checks and many background checks under federal and state law).

• Adhere to the Fair Credit Reporting Act (FCRA) for consumer reports used in employment decisions — provide required notices, obtain authorization, and follow adverse action procedures if you deny employment based on a report.

• Follow state and local laws that limit how far back an employer can consider criminal history or require individualized assessments for certain offenses.

• Comply with privacy laws and limit access to background check information to authorized personnel.

• Use background checks for a legitimate, job-related purpose and apply policies consistently to avoid discrimination claims.

Accuracy and limitations

• Records can be incomplete, outdated, or contain errors. Validate disputed information directly with the source.

• Arrests alone do not equal conviction; evaluate convictions in context and in accordance with law.

• Commercial databases may combine public records imperfectly — courthouse checks are typically more accurate for local records.

Best practices for employers and organizations

• Create a written background check policy describing which checks are used for which positions, how information is evaluated, and how long records are retained.

• Get clear, written authorization from applicants before running checks.

• Use role-based screens: match the scope of the check to the job’s responsibilities.

• Provide applicants with a copy of the report and an opportunity to dispute inaccuracies before taking adverse action.

• Train HR and hiring managers on legal requirements and non-discriminatory use of background information.

• Re-check records only when necessary (e.g., periodic checks for sensitive positions) and inform employees in advance if ongoing screening is part of employment.

How we can help (TTaylor Notary Pro)

• Identity verification and document authentication to support background screening processes.

• Notarial services for consent forms, authorization letters, and affidavits.

• Apostille and authentication for international background check documents.

• Remote online notarizations for convenience and faster turnaround.

• Guidance on obtaining certified copies and properly notarized documents for court or agency use.

If you need a background check tailored to a specific purpose (employment, tenant screening, licensing, or international use), describe the purpose and any jurisdictional requirements, and we can outline the steps and documents you’ll need.