Navigating the world of background checks can be a stressful experience, especially when you’re anxiously awaiting the results. Whether you’re applying for a job, renting an apartment, or undergoing screening for volunteer work, understanding the process and knowing how to follow up effectively is crucial. This comprehensive guide will provide you with the knowledge and tools you need to confidently track the progress of your background check and address any potential issues that may arise.
Understanding the Background Check Process
Before delving into follow-up strategies, it’s essential to grasp the fundamentals of the background check process. This includes knowing what information is being checked, who is conducting the check, and what your rights are.
Types of Background Checks
The scope of a background check can vary significantly depending on the purpose and the organization requesting it. Common types include:
- Criminal History Checks: These searches delve into local, state, and federal records to uncover any past convictions, arrests, or pending criminal charges.
- Employment Verification: This process confirms your previous employment history, including dates of employment, job titles, and responsibilities.
- Education Verification: This verifies the degrees, diplomas, and certifications you’ve claimed to have earned.
- Credit Checks: While less common for employment purposes than other checks, credit checks can be used to assess financial responsibility, especially in positions involving financial management. Landlords often utilize credit checks.
- Driving Record Checks: These searches reveal your driving history, including traffic violations, accidents, and license suspensions.
- Reference Checks: Employers may contact former supervisors and colleagues to gather insights into your work ethic, skills, and character.
- Social Media Checks: While controversial, some organizations may review your social media profiles to assess your online behavior and public image.
Who Conducts Background Checks?
Background checks are typically conducted by third-party screening companies hired by employers, landlords, or other organizations. These companies specialize in gathering and verifying information from various sources. Some organizations, especially larger corporations or government agencies, may have internal background check departments.
Your Rights and the Fair Credit Reporting Act (FCRA)
The Fair Credit Reporting Act (FCRA) is a federal law that protects your privacy and ensures the accuracy of information used in background checks. Under the FCRA, you have the right to:
- Be notified that a background check is being conducted. You must provide written consent before a background check can be performed.
- Receive a copy of the background check report. You have the right to request and receive a copy of the report, allowing you to review its contents and identify any errors.
- Dispute inaccurate information. If you find any inaccuracies in the report, you have the right to dispute the information with the screening company and the source of the information.
- Be notified if adverse action is taken based on the report. If an employer, landlord, or other organization decides to take adverse action (e.g., denying you a job or apartment) based on the background check report, they must notify you and provide you with a copy of the report and a summary of your rights under the FCRA.
Why Follow Up on Your Background Check?
Following up on your background check is essential for several reasons. It helps you:
- Stay informed about the progress of the check. Knowing the status of your background check can alleviate anxiety and allow you to plan accordingly.
- Identify and address any potential delays or issues. Proactive follow-up can help uncover any snags in the process and allow you to take corrective action.
- Ensure accuracy of the information being reported. Reviewing the report allows you to identify and dispute any errors that may negatively impact your application.
- Demonstrate your interest and proactive nature. Following up shows the employer or organization that you are genuinely interested and committed.
When to Follow Up
Determining the appropriate time to follow up on your background check requires balancing patience with proactivity. Avoid contacting the screening company or employer too soon, as it may come across as impatient or pushy.
Typical Processing Times
Background check processing times can vary widely depending on several factors, including the scope of the check, the availability of information, and the workload of the screening company. Generally, you can expect the following timelines:
- Basic Background Checks (e.g., criminal history): 1-3 business days.
- More Comprehensive Checks (e.g., employment and education verification): 3-7 business days.
- Checks Requiring Out-of-State Information: 7-14 business days or longer.
- International Background Checks: Several weeks or even months.
Recommended Follow-Up Schedule
As a general guideline, consider following up after these timeframes:
- Basic Background Checks: 5 business days.
- More Comprehensive Checks: 10 business days.
- Checks Requiring Out-of-State Information: 2 weeks.
- International Background Checks: 3-4 weeks.
Remember to adjust these timelines based on any specific instructions or information provided by the employer or screening company. If they explicitly state a longer processing time, adhere to their timeline.
How to Follow Up Effectively
Following up on your background check requires a strategic approach that is both professional and assertive.
Identifying the Right Contact Person
Before initiating contact, determine the appropriate person to reach out to. This is typically the HR representative, hiring manager, or the representative from the background check company who is managing your case. Review your initial communication and any documentation you received to identify the correct contact person.
Crafting a Professional Email
Email is generally the most effective and preferred method for following up. Here’s how to craft a professional and effective email:
- Subject Line: Be clear and concise. Use a subject line such as “Follow Up on Background Check – [Your Name] – [Position/Application]”
- Greeting: Address the recipient respectfully using their name (e.g., “Dear Mr./Ms. [Last Name]”). If you’re unsure of their name, use a professional greeting such as “Dear Hiring Manager.”
- Introduction: Briefly reiterate your name, the position you’re applying for (if applicable), and the date you authorized the background check.
- Inquiry: Clearly state your purpose for writing – to inquire about the status of your background check. Express your understanding that these checks can take time, but that you are eager to move forward in the process.
- Offer Assistance: Express your willingness to provide any additional information or documentation that may be needed to expedite the process.
- Closing: Thank the recipient for their time and consideration. Use a professional closing such as “Sincerely,” or “Thank you,” followed by your full name.
Here is an example:
Subject: Follow Up on Background Check – John Doe – Marketing Manager Application
Dear Ms. Smith,
My name is John Doe, and I am following up on the background check I authorized on October 26, 2023, for the Marketing Manager position.
I understand that background checks can take some time to process, but I am eager to move forward in the application process. I would appreciate an update on the status of the check.
Please let me know if you require any additional information or documentation from my end.
Thank you for your time and consideration.
Sincerely,
John Doe
Following Up by Phone (Use Sparingly)
While email is often preferred, you may choose to follow up by phone if you haven’t received a response to your email after a reasonable amount of time (e.g., 2-3 business days). Be mindful of the recipient’s time and be prepared to speak concisely and professionally.
- Prepare a Script: Outline what you want to say beforehand to ensure you stay on track and avoid rambling.
- Be Polite and Respectful: Regardless of whether you reach the right person, maintain a courteous and respectful tone.
- Clearly State Your Purpose: Immediately state your name, the reason for your call, and the specific information you are seeking.
- Take Notes: Jot down the name of the person you spoke with, the date and time of the call, and any information they provided.
Addressing Potential Issues
If you encounter any issues during the follow-up process, such as delays or inaccuracies in the report, it’s important to address them promptly and professionally.
- Delays: If you learn that the background check is delayed, inquire about the reason for the delay and ask for an estimated completion date. Offer to provide any missing information or documentation.
- Inaccuracies: If you identify any inaccuracies in the background check report, immediately dispute the information with the screening company and the source of the information. Provide supporting documentation to substantiate your claim. The FCRA outlines specific procedures for disputing inaccurate information. You can often find forms for disputing the accuracy of your background check report online.
What to Do After Receiving the Background Check Report
Once you receive a copy of your background check report, carefully review it to ensure its accuracy. Take the time to understand the information presented and identify any potential issues.
Reviewing for Accuracy
Pay close attention to the following details:
- Personal Information: Verify that your name, date of birth, address, and other personal information are correct.
- Criminal Records: Ensure that any criminal records listed are accurate and complete. Verify the dates, charges, and dispositions of any reported offenses.
- Employment History: Confirm that your employment history is accurately reflected, including dates of employment, job titles, and responsibilities.
- Education History: Verify that your educational qualifications are accurately reported, including degrees, diplomas, and certifications.
Addressing Discrepancies
If you discover any errors or discrepancies in the report, take immediate action to correct them.
- Contact the Screening Company: Notify the screening company of the specific errors you have identified. Provide supporting documentation to support your claim.
- Contact the Source of the Information: Contact the source of the information (e.g., the court, the employer, the educational institution) to request that they correct their records.
- Follow Up: Continue to follow up with the screening company and the source of the information until the errors have been corrected.
Maintaining a Positive Attitude
Throughout the background check process, it’s important to maintain a positive attitude and remain proactive. Remember that background checks are a standard part of many application processes, and following up professionally can demonstrate your interest and commitment.
Conclusion
Successfully navigating the background check process involves understanding your rights, knowing when and how to follow up, and addressing any issues that may arise promptly and professionally. By following the guidelines outlined in this comprehensive guide, you can confidently track the progress of your background check and ensure that it is accurate and complete. This proactive approach will not only alleviate stress but also demonstrate your commitment and professionalism to potential employers or organizations.
What is the typical timeframe for a background check to be completed, and what factors can influence this timeline?
The typical timeframe for a background check can range from a few days to a few weeks, depending on the complexity of the search and the types of checks being conducted. Simple checks, such as verifying employment or education history, may only take a couple of days. However, more comprehensive checks involving criminal record searches across multiple jurisdictions or verification of professional licenses can take considerably longer.
Several factors can significantly influence the background check timeline. These include the responsiveness of employers or educational institutions, the accessibility of court records, and the volume of background checks being processed by the screening company. Delays can also occur if there are discrepancies in the information provided by the candidate, requiring further investigation to resolve any ambiguities.
When is it appropriate to follow up on a background check, and what is the best approach for doing so?
It is generally appropriate to follow up on a background check if you haven’t heard back from the employer or screening company within the timeframe they initially provided or after a reasonable period has passed. A reasonable period is usually considered to be one to two weeks beyond the initially estimated completion date. However, it’s crucial to avoid being overly aggressive or impatient, as this can be counterproductive.
The best approach for following up involves sending a polite and professional email to the HR representative or the point of contact at the screening company. In your email, reiterate your interest in the position, express your understanding that background checks take time, and inquire about the current status of your check. It’s also helpful to offer to provide any additional information they may need to expedite the process.
What information should I have readily available when following up on a background check?
When following up on a background check, it’s essential to have readily available any information that might help the employer or screening company locate your file quickly and efficiently. This includes your full name as it appears on your application, your date of birth, the position you applied for, and the date you submitted your application or background check authorization form. Having this information readily available will demonstrate your preparedness and willingness to cooperate.
Additionally, it’s beneficial to keep track of any communication you’ve had with the employer or screening company regarding the background check. This includes the dates of those communications, the names of the individuals you spoke with, and any specific information they requested from you. Having a record of these interactions will help you provide a clear and accurate update when you follow up.
What should I do if I identify an error or discrepancy on my background check report?
If you identify an error or discrepancy on your background check report, it’s crucial to address it promptly and professionally. Begin by carefully reviewing the report and documenting the specific inaccuracies you’ve found. Common errors include incorrect dates of employment, inaccurate educational qualifications, or mistakenly attributed criminal records.
Once you’ve documented the errors, contact the background check company immediately and inform them of the discrepancies. Provide them with clear and concise documentation supporting your claim, such as copies of your diploma, employment records, or court documents. The Fair Credit Reporting Act (FCRA) gives you the right to dispute inaccurate information on your background check and requires the screening company to investigate and correct any errors.
What are my rights under the Fair Credit Reporting Act (FCRA) in relation to background checks?
The Fair Credit Reporting Act (FCRA) is a federal law that protects consumers’ rights regarding the collection, use, and accuracy of their personal information, including information used in background checks. Under the FCRA, you have the right to be informed if information in your background check is being used against you, such as being denied a job. You also have the right to request a copy of your background check report and to dispute any inaccurate or incomplete information contained within it.
Furthermore, the FCRA mandates that background check companies must take reasonable steps to ensure the accuracy of the information they report. If you dispute information in your background check, the company must investigate your claim within a reasonable timeframe and correct any errors they find. You also have the right to add a statement to your background check report explaining your perspective on any disputed information that remains unresolved.
What are some common reasons why a background check might be delayed?
Several factors can contribute to delays in completing a background check. One common reason is difficulty in verifying employment or education history, especially if the employer or educational institution is slow to respond or no longer exists. Similarly, delays can occur when accessing criminal records, particularly if the records are stored in multiple jurisdictions or require manual retrieval.
Another frequent cause of delays is the presence of discrepancies in the information provided by the candidate. This could include inconsistencies in names, dates of birth, or addresses, requiring the background check company to conduct further investigation to resolve the ambiguities. High volumes of background checks being processed by the screening company can also contribute to longer turnaround times.
Is it possible for an employer to withdraw a job offer based on the results of a background check?
Yes, it is possible for an employer to withdraw a job offer based on the results of a background check, provided they comply with all applicable laws and regulations. Employers typically conduct background checks to assess a candidate’s suitability for a role and to mitigate potential risks. If the background check reveals information that the employer deems disqualifying, such as a criminal record directly related to the job duties or falsification of credentials, they may choose to rescind the offer.
However, the employer must follow specific procedures outlined in the Fair Credit Reporting Act (FCRA) before withdrawing a job offer based on background check results. They must provide the candidate with a copy of the background check report and a pre-adverse action notice, giving the candidate an opportunity to review the information and address any inaccuracies or concerns. The employer must also provide a final adverse action notice if they ultimately decide to withdraw the offer after considering the candidate’s response.