So, you’re starting a new job, or maybe you’re an HR person wanting to make sure you’re hiring the right people. A crucial step in that process is often a background check. This is where a Background Check Request Email Sample comes in handy! This email is a polite and professional way to ask a potential employee for the information needed to run a background check. This guide will help you understand what to include and provide different examples tailored to various situations.
The Importance of a Well-Crafted Background Check Request
Sending a clear and professional background check request email is super important. It sets the tone for your relationship with the candidate. It also ensures you get the information you need to make an informed hiring decision. A poorly written email can lead to delays, misunderstandings, and potentially, incomplete background checks.
Here’s why a good email matters:
- Clarity: A clear email minimizes confusion about what information is required.
- Professionalism: Shows you respect the candidate’s time and privacy.
- Compliance: Helps you adhere to legal requirements regarding background checks.
A well-structured email can also speed up the background check process, allowing you to move forward with the hiring process quickly.
Here’s what a good background check request email often includes:
- A clear subject line.
- A friendly greeting.
- The purpose of the email (a background check).
- A list of required information or documents.
- Information about how the information will be used and kept safe.
- A deadline for response.
- Contact information for questions.
- A professional closing.
You might also want to include a quick table summarizing the required documents:
| Document | Purpose |
|---|---|
| Social Security Card | Identity verification |
| Driver’s License | Identity verification |
| Previous Employment Information | Employment verification |
Initial Background Check Request - Standard Email
Subject: Background Check Request – [Job Title] Application – [Your Company Name]
Dear [Candidate Name],
Thank you again for your interest in the [Job Title] position at [Your Company Name]. We are excited about the prospect of you joining our team!
As part of our hiring process, we require a background check to be completed. This is to ensure the safety and security of our workplace and to comply with legal requirements. This background check will include verification of your identity, employment history, and criminal history (if applicable and permitted by law).
To proceed, please provide the following information by [Date]:
- Your full legal name.
- Date of birth.
- Social Security Number.
- Current address and any previous addresses in the last [Number] years.
- Information for your previous employers (company name, dates of employment, supervisor contact information).
Please be assured that all information provided will be kept confidential and used only for the purpose of the background check. Your personal information will be handled in accordance with our privacy policy, which can be found at [Link to Privacy Policy].
Please reply to this email with the requested information. If you have any questions or concerns, please do not hesitate to contact me at [Your Email Address] or [Your Phone Number].
Thank you for your cooperation.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Background Check Request – Using a Third-Party Service
Subject: Background Check Request – [Job Title] Application – [Your Company Name]
Dear [Candidate Name],
Thank you again for your interest in the [Job Title] position at [Your Company Name]. We are excited about the prospect of you joining our team!
As part of our hiring process, we require a background check to be completed. We have partnered with [Name of Background Check Company] to securely conduct this check.
You will receive a separate email from [Name of Background Check Company] ([Sender’s Email Address]) within [Timeframe, e.g., 24-48 hours]. This email will contain a link to the background check portal where you will be asked to provide the necessary information and give consent for the check. Please review the information and complete the process as soon as possible.
The background check will include verification of your identity, employment history, and criminal history (if applicable and permitted by law).
Please be assured that all information provided will be kept confidential by [Name of Background Check Company] and used only for the purpose of the background check. [Name of Background Check Company] adheres to strict privacy regulations. You can find more information about their privacy practices at [Link to Background Check Company’s Privacy Policy].
If you have any questions, please contact me directly at [Your Email Address] or [Your Phone Number], or you can contact [Name of Background Check Company] at [Contact Information for Background Check Company].
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Background Check Request – After a Conditional Job Offer
Subject: Conditional Job Offer – [Job Title] – Background Check Required
Dear [Candidate Name],
We are pleased to offer you the position of [Job Title] at [Your Company Name], contingent upon the successful completion of a background check. Your start date will be [Start Date], pending the results of the background check.
As part of our standard hiring process, we require a background check to be completed. This will verify your identity, employment history, and criminal history (if applicable and permitted by law).
Please provide the following information by [Date]:
- Full legal name.
- Date of birth.
- Social Security Number.
- Current address and any previous addresses in the last [Number] years.
- Information for your previous employers (company name, dates of employment, supervisor contact information).
We will use this information to initiate the background check through [Name of Background Check Company/or “our internal processes”]. You will be notified separately by [Name of Background Check Company] with instructions on how to provide consent and any further required information.
Please be assured that all information will be kept confidential and used only for the purpose of the background check. Your personal information will be handled in accordance with our privacy policy, which can be found at [Link to Privacy Policy].
Your job offer is conditional upon the satisfactory completion of the background check. We will notify you of the results as soon as possible. If you have any questions, please do not hesitate to contact me at [Your Email Address] or [Your Phone Number].
Congratulations again, and we look forward to welcoming you to [Your Company Name]!
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Background Check Request – Including Information for International Candidates
Subject: Background Check Request – [Job Title] Application – [Your Company Name] – International Candidate
Dear [Candidate Name],
Thank you again for your interest in the [Job Title] position at [Your Company Name]. We are excited about the prospect of you joining our team!
As part of our hiring process, we require a background check to be completed. Because you are an international candidate, the background check may involve additional steps, such as verification of your work visa and other relevant documentation. This background check is to ensure the safety and security of our workplace and to comply with legal requirements.
To proceed, please provide the following information by [Date]:
- Your full legal name, including any middle names.
- Date of birth.
- Passport number and country of issue.
- Current visa status and expiration date.
- Current address and any previous addresses in the last [Number] years.
- Information for your previous employers (company name, dates of employment, supervisor contact information).
- Any other documents, such as a translated copy of your criminal record (if applicable in your country).
We may also require additional documentation depending on your country of origin. We will notify you if more information is needed.
Please be assured that all information provided will be kept confidential and used only for the purpose of the background check. Your personal information will be handled in accordance with our privacy policy, which can be found at [Link to Privacy Policy].
Please reply to this email with the requested information. If you have any questions or concerns, please do not hesitate to contact me at [Your Email Address] or [Your Phone Number].
Thank you for your cooperation.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Background Check Request – Addressing Potential Red Flags or Concerns
Subject: Background Check Request – [Job Title] Application – [Your Company Name]
Dear [Candidate Name],
Thank you again for your interest in the [Job Title] position at [Your Company Name]. We are excited about the prospect of you joining our team!
As part of our hiring process, we require a background check to be completed. We believe in transparency and want to address any potential concerns proactively.
To proceed with the background check, please provide the following information by [Date]:
- Your full legal name.
- Date of birth.
- Social Security Number.
- Current address and any previous addresses in the last [Number] years.
- Information for your previous employers (company name, dates of employment, supervisor contact information).
Additionally, if you are aware of any information that might appear on a background check that you’d like to discuss, please feel free to share it with me in confidence. We understand that everyone makes mistakes and are committed to a fair and objective review process. We value honesty and open communication.
Please be assured that all information provided will be kept confidential and used only for the purpose of the background check. Your personal information will be handled in accordance with our privacy policy, which can be found at [Link to Privacy Policy].
Please reply to this email with the requested information. If you have any questions or concerns, please do not hesitate to contact me at [Your Email Address] or [Your Phone Number].
Thank you for your cooperation.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Background Check Request – Following Up on a Delayed Response
Subject: Reminder: Background Check Request – [Job Title] Application – [Your Company Name]
Dear [Candidate Name],
I hope this email finds you well.
I am writing to follow up on my previous email regarding the background check for the [Job Title] position at [Your Company Name]. The information requested in that email is needed to continue the hiring process.
Please provide the requested information by [New Deadline]. If you have already sent the information, please disregard this email. If you have any questions or need assistance with the background check process, please do not hesitate to contact me.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Background Check Request – Rejection Based on Background Check Result
Subject: Regarding Your Application for [Job Title] at [Your Company Name]
Dear [Candidate Name],
Thank you again for your interest in the [Job Title] position at [Your Company Name]. We appreciate you taking the time to go through the hiring process.
We regret to inform you that we are unable to offer you the position at this time. This decision is based on the results of your background check.
[Optional: Briefly explain the reason, if legally permissible. Example: “The background check revealed information that is inconsistent with the requirements of the position.” Avoid getting into too much detail if not legally required.]
We understand that this may be disappointing, and we appreciate your understanding.
We wish you the best in your job search.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Writing these emails might seem a bit complicated, but by using these **Background Check Request Email Sample** as a guide, you can make sure you are asking the right questions, respecting the candidate’s privacy, and making the hiring process easier for everyone! Remember to always follow local and federal laws about background checks. Good luck!