How Long Does a Background Check Take?

Conducting criminal background checks on prospective employees is a crucial part of the hiring process, helping employers build workforce trust. Speed provides a competitive advantage in the search for top talent, with 34% of hiring managers listing it as their top priority when it comes to background screening. However, while most employers want the quickest possible turnaround, it’s also important that the screening to be thorough and consistent to help mitigate risk later.

Turnaround times from start to finish vary significantly by the type of searches needed, the provider you choose, and the speed at which the candidate provides the required information. Read on to learn more about employment background check timelines, the different factors that can influence or delay the process, and how organizations can accelerate hiring without compromising trust.

Understanding common background check durations

To understand turnaround time, it’s important to recognize that pre-employment screening involves multiple elements. Depending on the organization and its preferences and policies, as well as the industry and job responsibilities, background screening programs may be comprised of these common services:

• Identity verification
• Criminal background checks
• Reference checks
• Employment, education, and credential verifications
• Motor vehicle record searches
• Drug screening

Here is a quick overview of the average turnaround times for each of these background screening checks. (These estimates are provided based on internal First Advantage data and are not guarantees.)

While these services may be conducted concurrently, they are independent of each other. When a single search is delayed, it can delay the entire candidate file, thereby pushing back the hiring and onboarding date.

Turnaround times can also vary from one industry to another. In sectors that hire large volumes of entry-level positions, such as retail, background checks are typically completed quickly, whereas regulated industries, such as healthcare and finance, may require more in-depth checks that often extend the screening process.

Background check delays and their causes

When it comes to U.S. criminal background checks, the best practice is to research the county courts where an individual has resided throughout their adult life. There are over 3,240 counties and county equivalents in the U.S. There is no reliable centralized database of county criminal records, so county court records must be searched individually.

Most courts allow digital searches, which accelerates the criminal check process. However, in some counties, access to digital records is not permitted, and a visit to the court is required. Courts can require their own clerks to do the research, limiting availability and further increasing turnaround time. Additionally, when a criminal record is found, it may require further research. Court backlogs, system maintenance, and public holidays are among other factors that can prolong county-level criminal processing.

For education and employment verifications, results are typically returned within one to three days. However, unavoidable delays can occur. Verifications often rely on the availability and willingness of the verification source to respond quickly. If a past employer doesn’t respond to a request in a timely matter, employment verification and reference check results will take longer. Education verifications, especially for high schools, can be delayed during summer months or holidays, or when the school verification processes require the use of mail.

Companies that hire an international workforce may encounter additional delays when conducting criminal record checks, verifications, and other searches in other countries, due to time-consuming requirements, time zone differences, or intermittent unavailability of certain services.

Speeding up background checks for faster hiring

Background screening turnaround times can be affected by factors beyond employers’ control. However, organizations can implement practical strategies to identify red flags in advance and mitigate avoidable delays.

Providing clear candidate instructions

Inaccurate and incomplete candidate information is a common reason for delayed screening. Employment gaps, missing documentation, and manual entry errors can halt searches and trigger time-consuming back-and-forth. Mistakes are more likely when candidates are unclear about what is expected from them or when the data collection process is needlessly complicated or relies on outdated technology.

Employers should stress with candidates the importance of providing complete and accurate information. To facilitate faster responses, candidates should also be prompted to notify their references that they will be contacted and to obtain their permission in advance.

It’s important to remember that even candidates with nothing to hide can become anxious about the background screening process, especially when delays occur. Being transparent with candidates is essential. Employers should not only communicate their expectations, but also what candidates can expect regarding turnaround times and possible outcomes.

Candidates can complete their portion of the background check easily and quickly within First Advantage’s candidate experience. The intuitive, mobile-first design gives candidates on-the-go access from any device, anywhere, anytime, helping to minimize time spent on the screening process. Our user-friendly background screening platform provides clear instructions and step-by-step guides to help minimize mistakes and oversights.

Adopting an identity-first approach

Conducting identity verification check before a background check begins is an important first step in the hiring process. Identity verification can facilitate faster, more thorough screening than in-person identity verification. By pre-populating identity data into the background check, digital identity verification reduces delays caused by incorrect or incomplete information. It gives employers the confidence that the correct information about the person they are about to screen is used in the background check in addition to checking if they are who they say they are.

Leveraging innovative technology

Partnering with an experienced background screening provider who uses technology-enabled tools can help employers reduce their reliance on manual processes and automate tasks for faster turnaround. Automation technology, such as standardized data collection, prefill tools, and tech-enabled contact research, helps eliminate preventable delays. Through digital access to U.S. court records and in-house court researchers, organizations can get criminal search results quickly, often within the same day orders are submitted.

Tracking file statuses

Solving issues is difficult when you don’t even know they occurred in the first place. Proactively tracking background screening results helps employers stay up –to date on potential delays and address roadblocks. If a search is taking longer than expected, employers may need to ask:

• Are there any current service advisories that might be affecting the search?
• Is there missing information or documentation?
• If an employer, institution, or reference is unresponsive, are there alternative ways to complete the verification?

It’s also worth noting that, as the employer, you can and should expect assistance from your background screening provider. Your provider should be communicating delays to you in a timely manner, letting you know the nature of the delay, how to minimize the occurrence of delays while maintaining accuracy and speed, when you can expect to see the results, and ultimately, how to create a positive experience for the candidate. If you suspect the delays are due to your provider, ask for complete logs that detail a timeline of all actions taken to complete the search.

At First Advantage, we strive to provide our customers with transparent and user-friendly monitoring tools to facilitate file tracking, notify customers of delays, and help organizations proactively address resolvable issues, such as incomplete information or missing documentation.

Preparing for post-screening decision-making

Hiring doesn’t end with the background check. Once the results are in, employers still need to evaluate the screening report, assess risk factors, and confirm a candidate’s qualifications to make an informed hiring decision. Organizations should work with their qualified legal and compliance advisors to implement documented policies that provide hiring managers with clear guidance on the adjudication process.

Before a decision is made based on the background check results, hiring managers will need to communicate the outcome to candidates, through a pre-adverse action notice providing a copy of the report. Anticipating common questions and formulating instructions for the next steps in advance can help prevent additional delays and facilitate a smooth onboarding for all parties involved.

Background checks are an important part of employers’ responsibilities. When they are done right, they help you to know your people and build workforce trust. Understanding average turnaround times, identifying and mitigating common delays, and communicating clearly with both your candidates and your background screening provider can help you navigate hiring timelines with confidence.

Interested in our background screening solutions? Contact us to learn more.

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