Background Check Form – Washington State

Jurisdiction: Country: United States | Province or State: Washington

What is a Background Check Form – Washington State?

A background check form is a written authorization and information sheet. It allows a business, landlord, or organization to screen your history. It explains what they will check and why. It collects the data needed to confirm your identity. It also records your consent. The form can cover criminal history, housing history, driving records, employment, education, and more. It can also cover credit, when allowed.

You use this form when you need to run a lawful background screen. It helps you follow federal and state rules. It sets expectations and limits. It also protects privacy rights. The form is not the report itself. It is the permission and instructions to get the report.

Many users rely on this form. Employers use it to screen job candidates or promotions. Landlords and property managers use it to screen tenants or co-signers. Volunteer groups use it to screen coaches, mentors, and board members. Licensing bodies use it for regulated professions. Care providers use it for roles with children or vulnerable adults. Contractors and vendors use it when staff will work on client sites. Schools and clinical programs use it for placements.

You may need this form for several reasons. You may be an applicant asked to authorize a check. You may be an employer or landlord who must screen. You may need to meet client or insurer demands. You may handle money, data, keys, or homes. You may work with at-risk people. You may need a license, badge, or facility access. In each case, the form enables a lawful and focused review.

Typical use scenarios

• A retailer issues a conditional job offer. Then it sends the form for consent.
• A landlord shares rental criteria. Then it requests consent to screen credit and evictions.
• A school asks its volunteers to consent to criminal checks.
• A home care agency requests fingerprinting for a new caregiver.
• A bank screens a senior finance hire with credit and employment checks.
• A construction firm screens workers for a secure site.

Each use follows clear rules on timing, scope, and notice.

The form aligns everyone on process. It names the parties. It describes the screening purpose. It lists the checks requested. It includes state notices. It asks for your signature and date. It may include a separate disclosure page. It may attach specific criteria or policies. It often includes a space to request a copy of the report. It may allow ongoing checks with continued employment or tenancy. It may allow revocation, with limits.

When Would You Use a Background Check Form – Washington State?

Use this form when you need consent and data to run a background screen in Washington. Timing matters. For employment, state rules limit when you can ask about criminal history. Do not ask too early. Wait until after an initial screen or a conditional offer. You can ask for consent at that stage. You can ask for other screens that fit the role. This can include driving, education, or employment history.

For housing, you use the form before you decide on a lease. Provide written rental criteria first. Explain what you will check. Explain any screening fee. Then request consent. You can order the report after you have consent. You can use the results to approve or deny the application. If you deny, you must give written reasons tied to your criteria.

Volunteer and nonprofit settings often screen all volunteers. Use the form when people apply to serve. If volunteers work with children or vulnerable adults, add required checks. This can include fingerprinting. Some checks are statewide. Others may be national. Always inform the volunteer of the scope.

Licensing and credentialing bodies often ask for this form. They may check criminal history, discipline records, and identity. They may also request fingerprints. Use the form when you apply or renew. Some boards require checks at set intervals.

Vendors and contractors use the form for staff who work on client sites. Clients may require checks as part of a contract. The scope may be limited to identity, criminal, and eligibility. Use the form to capture consent and set that scope. Keep the records to show contract compliance.

Driving roles often require motor vehicle records. Use the form for commercial drivers, delivery roles, or staff who drive for work. Some insurance carriers require annual rechecks. Keep valid consent if you plan to do recurring checks.

Credit checks are limited for employment in Washington. Only request credit when it is relevant and allowed. Use the form to explain why the check is needed. Examples include roles with access to large funds or sensitive financial data.

Education placements often require checks before internships. Hospitals and clinics also screen students and residents. Use the form when a program asks for proof of a clear check. Include any immunization or identity verifications if requested.

Legal Characteristics of the Background Check Form – Washington State

This form is legally binding in several ways. It is a written authorization. It gives permission to collect and use your personal data for screening. It sets the scope of that permission. It also documents that you received required disclosures. Courts and regulators expect clear, written consent. A signed form meets that test when done correctly.

Enforceability depends on clarity and process. The disclosure for employment must stand alone. It should be clear, simple, and free of extra text. It should explain that a background report may be obtained. It should not include unrelated waivers. The authorization should be separate or clearly marked. Your signature and date confirm informed consent.

Timing rules also affect legality. In Washington, employers cannot ask about criminal history too early. Do not include criminal questions on initial job forms. Wait until after you have screened qualifications. Many employers wait until a conditional offer. Using the form at the right time supports compliance.

Tenant screening also has unique rules. You must share written screening criteria before you charge any fee. You must state what you will check. You must disclose any consumer reporting firm you use. If you deny housing based on the report, you must give written reasons. You may also need to explain how to dispute errors. These steps support fairness and lawfulness.

Credit checks have added limits. For most jobs, you should not use credit history. Only use credit when the role justifies it. If you do, explain the link to job duties. Be ready to show why it is necessary.

Adverse action rules protect applicants and tenants. If you plan to deny or take negative action based on a report, follow a two-step process. First, send a pre-adverse notice. Include a copy of the report and a rights summary. Give time to respond. Then decide. If you finalize a denial, send a final notice. Include reasons, when required. Also include how to dispute the report. Keep records of these steps.

Privacy and data security are central. You must only collect what you need. You must protect sensitive data. Limit access to those with a need to know. Store records securely. Dispose of them safely when no longer needed. Washington has strong privacy expectations. Follow best practices.

Relevance matters. Screen only for items tied to the role or tenancy. Do not overreach. Consider the nature and age of any offense. Consider rehabilitation. Consider the duties of the job or tenancy. A tailored, individualized review reduces risk. It also supports fair decisions.

Accuracy is a legal concern. Reports can contain errors. Your process should allow for disputes. Pause final decisions while you review any dispute. If a correction changes the result, update your decision. Document each step.

Finally, do not retaliate for exercising rights. Applicants and tenants may request a copy of reports. They may dispute accuracy. They may ask about criteria. Respect these rights. Treat all applicants consistently.

How to Fill Out a Background Check Form – Washington State

Follow these steps to complete the form correctly and avoid delays.

1) Confirm the timing is allowed.

• Employment: Do not ask about criminal history too early. Use the form after an initial screen or a conditional offer.
• Housing: Provide written screening criteria first. Then collect consent and any screening fee.
• Volunteers and licenses: Request consent when the role or application requires screening.

2) Identify the parties clearly.

• Requester: Enter your full legal name and contact details. Include your business name and address. Add a phone and email for questions.
• Subject: Enter the applicant’s full legal name. Include any other names used. Add contact details.

3) State the screening purpose.

• Choose one: Employment, tenancy, volunteer, license, or contract access.
• Explain why the check is needed. Example: “Tenant screening for 12-month lease.” Or “Employment screening for finance role.”

4) Define the scope of the check.

• Select the types of checks you will order. Common options include:
• Identity verification.
• Criminal records (statewide and national).
• Sex offender registry check.
• Eviction or housing court records.
• Credit report (only when allowed and relevant).
• Driving record (for roles requiring driving).
• Employment verification.
• Education verification.
• Professional license verification.
• Civil court records (when relevant).
• Keep the scope tied to the purpose. Do not include unnecessary checks.

5) Provide applicant identity details.

• Full legal name (first, middle, last, suffix).
• Other names used (maiden, aliases).
• Date of birth.
• Social Security number (if needed for matching). Mark as optional if you can.
• Driver license or state ID number and state.
• Current address.
• Past addresses for the last seven years, if requested.
• Best phone number and email.

6) Add Washington-specific notices.

• For employment: State that you will not use the report until the proper stage. Confirm that credit will only be checked when allowed.
• For housing: Attach written rental criteria. List screening factors and minimum standards. Disclose any screening fee and what it covers.
• For all uses: Include a statement of privacy and data protection. Explain who will see the report and why.

7) Name any screening provider you will use.

• Provide the legal name and contact details of the provider. Include a mailing address, phone, and email if the form allows.
• State that the provider will not decide on eligibility. The requester will make the decision.

8) Insert the required disclosure for employment reports.

• Use a simple, standalone disclosure. Keep it on its own page if possible.
• Sample language:
• “We may obtain a background report for employment purposes. This report may include criminal history, employment, education, and other information relevant to the position.”
• Do not add release-of-liability language to this disclosure page.

9) Obtain written authorization.

• Use clear authorization language. Sample: “I authorize the requester and its agents to obtain background reports for the stated purpose. I understand the scope described above. This authorization remains valid for the duration stated below unless I revoke it in writing.”
• Decide if you need ongoing authorization. Example: annual rechecks for drivers. State the duration if you plan periodic checks.

10) Address fingerprinting, if required.

• If the role or license requires fingerprinting, include that notice.
• Ask the applicant to schedule an appointment where directed.
• Provide any reference numbers needed to match prints to your request.

11) Offer a choice to receive a copy.

• Include a checkbox for the applicant to receive a free copy of any report. Some settings require this. Offering it improves transparency.

12) Include an accuracy and dispute notice.

• Explain that the applicant may dispute inaccurate or incomplete information.
• Provide contact directions for disputes. Include your contact and the screening provider’s contact if applicable.

13) Add a certification section for the applicant.

• Include a statement that the information provided is true and correct.
• Warn that false statements may affect eligibility.
• Keep the language clear and neutral.

14) Capture signatures.

• Applicant signs and dates the authorization.
• Include printed name and, if applicable, the last four of SSN for match.
• The requester may also sign, acknowledging receipt and purpose.
• Allow electronic signatures if your process supports them.

15) Attach required documents.

• Attach a clear copy of a government-issued ID.
• Attach proof of current address if needed. A utility bill can work.
• For driving roles, attach a copy of the license.
• For education checks, attach degree copies if you plan to verify.

16) For tenant screening, handle fees correctly.

• If you charge a fee, provide a receipt.
• Use fees only for actual screening costs.
• If you do not run the screen, refund the fee promptly.

17) For employment, confirm role relevance.

• If you plan to check credit, confirm the job allows it.
• Document the business necessity. Keep this with the form.

18) Keep records and protect data.

• Store the form and reports securely.
• Limit access to those who need it.
• Set a retention schedule. Dispose of data safely when done.

19) If you consider taking adverse action, follow the two-step process.

• Pre-adverse notice: Send the notice, a copy of the report, and a rights summary. Allow time to respond. Five business days is a common window.
• Adverse notice: If you finalize a denial, send the final notice. Include reasons when required. Provide dispute contact details.

20) Communicate decisions clearly.

• For approvals, send a clear confirmation.
• For conditional approvals, state any conditions and deadlines.
• For denials, reference your criteria and process. Do not use vague reasons.

21) Calibrate your criteria to Washington standards.

• Avoid blanket bans that do not fit the role.
• Consider the nature of any offense, time passed, and duties involved.
• Document your individualized assessment when relevant.

22) Prepare for renewals or rechecks.

• Note when you plan periodic checks, if any.
• Track consent expiration if your policy requires new consent.

23) Audit your process periodically.

• Review forms for clarity and compliance.
• Confirm timing rules are followed.
• Update criteria to reflect current standards.

Practical tips to prevent delays

• Ensure names and dates match the ID exactly.
• Include prior addresses to improve record matching.
• Write legibly if you use paper. Double-check numbers.
• Do not leave required fields blank. Mark “N/A” if not applicable.
• Respond quickly to any request for more info.
• For fingerprinting, avoid smudges and follow the capture instructions.

Common mistakes to avoid

• Asking about criminal history too early in hiring.
• Requesting credit checks for roles that do not qualify.
• Charging screening fees without required rental disclosures.
• Using one form for all uses without tailoring the scope.
• Bundling unrelated waivers into the employment disclosure.
• Denying based on old or irrelevant records without review.
• Failing to send pre-adverse notices before a denial.

If you follow these steps, you will have a clear, lawful process. Your form will be easy to complete. Your decisions will be more consistent and defensible. You will respect applicant rights while protecting your organization.

Legal Terms You Might Encounter

• Authorization and consent. This is the permission you give to run the background check. On the form, you sign to allow the search and the release of records tied to your identity. Without this, the check cannot proceed.
• Scope of the background check. This explains what types of records will be searched. The form usually lists checks like criminal history, identity, driving, or professional licenses. Read it to confirm the search matches the role’s needs.
• Adverse action. This means a negative decision based on the background check. For example, a job offer is withdrawn. When you see this term on the form, it signals you have rights to review and respond before a final decision.
• Pre-adverse action. This is the notice you receive before any negative decision takes effect. It should include a copy of the report and how to dispute errors. The form may explain this process or ask where to send your copy.
• Consumer report. This is the report a screening provider compiles about you. It can include public records and verifications. The form’s consent section allows the provider to gather and share this report with the requestor.
• Investigative background check. This involves personal interviews about your character, reputation, or past work. If used, the form should say so and note your right to request more information about the scope.
• Non-conviction data. These are arrests, charges, or cases that did not result in a conviction. Access to these records is limited and context-sensitive. The form may describe whether non-conviction data will be included.
• Sealed or vacated records. These are records a court has limited or changed legally. Some systems may still show entries, but with restrictions on use. The form may ask you not to disclose sealed matters. Follow the instructions closely.
• Identity verification. This confirms you are who you say you are. The form gathers your name, other names used, birthdate, and ID numbers for accurate matching. Accuracy here prevents misidentification.
• Fingerprint-based check. This uses your fingerprints to search databases. It is more precise than name-only checks. If required, the form will say so and explain how to schedule or complete fingerprinting.

FAQs

Do you have to list every name you have used?

Yes. Include your current legal name and all prior names, nicknames, and married or maiden names. Background checks match records to names. Missing an alias can cause delays or incomplete results.

Do you need to provide your Social Security number?

Often, yes. It helps confirm identity and reduce false matches. If you are uncomfortable, ask if the last four digits are enough. Some checks require the full number. Leaving it blank may stall processing.

Do arrests show up if they were dismissed?

They can in some systems, especially if the case is recent. Many decisions focus on convictions, not dismissed cases. If a dismissed case appears, you can provide context or supporting documents if asked.

Do juvenile records appear?

That depends on record type and access rules. Many juvenile records are not publicly available. Some specialized checks may access them under limited conditions. If unsure, ask the requestor what level of search they will run.

Do you have a right to receive a copy of the report?

Yes. You can request a copy when you sign the form. If a negative decision is considered, you should receive the report and instructions to dispute errors before the decision becomes final.

Do you have to get fingerprinted?

Only if the form or requestor says so. Name-based checks are common. Fingerprints are used when higher accuracy is required. If fingerprints are needed, you will get instructions on where and how to complete them.

Do background checks include your credit report?

Only if the consent form allows it and the role requires it. Credit checks are usually limited to positions with financial duties or access to funds. If a credit check is listed, read the justification and ask questions if needed.

Can you refuse to consent?

Yes, you can. But the organization may not continue with your application or placement. If you decline, expect processing to stop. If you have concerns, ask about limiting the scope or providing additional context.

How long does a background check take?

A name-based check can return in hours to a few days. A fingerprint check can take several days or longer. Delays happen if information is incomplete, aliases are missing, or records need manual review.

What if a record is wrong or belongs to someone else?

Dispute it promptly. Use the contact details provided with your report or notice. Provide proof like court documents or ID. Ask the requestor to pause any decision while the dispute is reviewed.

Checklist: Before, During, and After

Before signing: Information and documents you will need

• Full legal name exactly as it appears on your ID.
• All prior names and spellings, including hyphenations.
• Date of birth.
• Current address and prior addresses for the past 7–10 years.
• Government-issued ID number and state of issuance.
• Social Security number or last four digits, if requested.
• Driver’s license information, if a driving record is required.
• Professional license numbers, if applicable.
• Work history dates and employer names, if verification is included.
• A copy of any court orders about sealed, vacated, or dismissed records, if you plan to provide context when asked.
• Contact details where you want to receive your report and notices.

During signing: Sections to review and verify

• Authorization and consent: Confirm the exact types of checks you allow.
• Scope and duration: Look for any language allowing ongoing or future checks and confirm the time limit.
• Identity details: Names, addresses, and ID numbers must be exact.
• Fingerprint requirement: Note if you must complete fingerprints and by when.
• Rights to a copy: Check the box to receive your report and summary of rights.
• Dispute process: Confirm how to contest errors and where to send documents.
• Adverse action notices: Verify how you will be notified before a final decision.
• Employer or organization contact: Confirm the official name and contact info.
• Signature and date: Use ink if on paper; match the date format requested.
• Delivery method: Verify where and how to submit the form.

After signing: Filing, notifying, and storing

• Submit the form as instructed. Keep proof of submission or a receipt.
• If fingerprints are required, schedule the appointment promptly.
• Track status. Note target dates and any promised turnaround times.
• Save a clean copy of everything you signed in a secure location.
• If you receive a report, review it line by line for accuracy.
• If something is wrong, start a dispute at once and notify the requestor.
• If you move or change contact details, update the requestor to avoid missed notices.
• Ask how long your consent stays valid and whether renewals are required.
• Confirm who will receive your results and whether you will get a final decision in writing.

Common Mistakes to Avoid

• Don’t forget aliases or prior names. Leaving them off can cause missed matches or false clears. That can delay placement or force a second check.
• Don’t skip prior addresses. Many searches index by location. Missing addresses can hide records or trigger extra verification, slowing results.
• Don’t sign a blanket release you do not understand. A broad consent can allow checks you did not expect. Read the scope, time period, and ongoing monitoring terms before you agree.
• Don’t ignore the right to a copy. If you do not request your report, you may lose time when correcting errors. Always check the box to receive a copy.
• Don’t delay fingerprinting when required. Missed appointments can reset the clock. Schedule early and bring current identification to avoid resubmission.
• Don’t rely on memory for dates. Wrong employment or address dates can cause verification issues. Use documents or records to confirm timelines.
• Don’t submit hard-to-read forms. Faint scans, smudges, or partial photos lead to rejection. Use clear, high-contrast scans and follow file rules if uploading.

What to Do After Filling Out the Form

1. Submit the form using the method provided. If you upload online, confirm the file was received. If you mail or hand-deliver, get a dated receipt.
2. Note the expected timeline. Put reminder dates on your calendar. Delays can occur if records require manual confirmation. If the timeline slips, ask for a status update.
3. Complete any fingerprint steps. Bring valid identification and follow the instructions exactly. If your fingerprints are rejected for quality, reschedule quickly to avoid gaps.
4. Review your report when you receive it. Check your name spellings, dates of birth, addresses, and every record entry. Compare each citation or case number with your own documents.
5. Dispute inaccuracies right away. Use the contact details provided with your report or notice. Explain the error, attach proof, and request a corrected report be sent to the requestor.
6. Provide context if asked. If a record appears that you can lawfully explain, request a brief opportunity to provide clarifying documents. Keep explanations factual and concise.
7. Confirm the final decision. Ask for written confirmation when the process is complete. If the decision is negative, you should receive notice and time to respond before it becomes final.
8. Control your copies. Store your signed form and any reports in a secure place. Do not email sensitive documents to personal accounts without encryption. Avoid sharing beyond those who need it.
9. Plan for renewals. Some roles require periodic rechecks. Ask how long your check remains valid and when you may need to submit a new form.
10. Update your information. If you change your name or address after submission, notify the requestor. Mismatched data can cause confusion if a recheck occurs.
11. If you withdraw. If you decide not to proceed, tell the requestor in writing. Ask how your data will be handled and whether it will be deleted or retained.
12. If you move to a new role. Confirm whether your previous consent covers the new role. You may need to authorize a new or expanded check. Read any new form carefully before signing.
13. If your record changes. If a record is vacated or corrected later, keep the court order and receipts. If a new background check occurs, you will be ready to show updated documents.
14. If timing is critical. Let the requestor know your deadline. Offer to provide any missing details, schedule fingerprints early, and check your inbox and voicemail daily for requests.
15. If you need accommodations. If you need help completing the form or accessing locations for fingerprints, ask for alternatives. Provide advance notice to avoid delays.