Background Check RFP Template

Simplify Vendor Selection with a Comprehensive Request for Proposal Template.

Partnering with a background check company can provide valuable hiring insights while streamlining your processes. The foundation for that success lies in selecting the perfect provider for your organization’s unique needs. A thorough background check request for proposal (RFP) helps you strategically evaluate options, ensuring you choose a partner that aligns with your compliance, technology, and service requirements.

What is a Background Check RFP?

An RFP is a formal document that organizations use to solicit bids from potential vendors for a specific project or service. While it might sound complex, an RFP is a great tool for finding the right partners. When it comes to background checks, an RFP is a structured way to tell potential background check companies exactly what your organization needs, from the types of screenings you require to your technical integration preferences and compliance requirements.

An RFP is much more than a questionnaire. When utilized efficiently, it's a strategic document that ensures clarity, promotes fair evaluation, and ultimately helps you choose the right partner for your background screening needs. Many organizations find a dedicated RFP template helpful in making this process efficient and consistent.

Background Check RFP Template

A background check RFP template is a customizable document with a ready-made framework and relevant questions to help get you started. Once you’ve accessed your template, you can easily fill in the necessary information and determine what else you need.

Regardless of your organization's size or industry, there are several key topics to address in your background check RFP, including:

Compliance

Background screening services are governed by the Fair Credit Reporting Act (FCRA), anti-discrimination requirements, and a patchwork of state and local laws. When building your background check RFP, ensuring your chosen provider offers robust, up-to-date compliance support is essential for mitigating legal risks and maintaining fair hiring practices.

Consider these questions to help assess vendors’ compliance frameworks and capabilities through your RFP:

How can the vendor support your compliance requirements?
What compliance tools and services does the vendor offer?
Has the vendor faced any negative legal suits in the last five years?

Service Offerings and Screening Capabilities

Beyond basic criminal checks, a comprehensive background check provider should offer diverse screening services tailored to your specific needs, including various roles and industries. In your background check RFP, it’s crucial to understand your chosen provider’s capacity to handle complex searches, specialized screenings (like drug testing or verifications), and overall flexibility in customization.

Consider these questions in your RFP to assess vendors’ service offerings and screening capabilities:

What is the vendor's full range of background screening services (e.g., criminal, drug testing, I-9 verification, social media, etc)?
What is the vendor's average turnaround time for verifications and other key background checks?
How easily can the vendor’s screening services scale to accommodate potential increases in your background check volume and organizational growth?

Technology and Integrations

The right technology can transform your background check process, making it faster, more accurate, and less burdensome. Your background check RFP should emphasize the need for an intuitive, secure, and robust system that seamlessly integrates with your existing HR tech stack. Advanced technology streamlines your workflow, enhances the candidate experience, and provides valuable insights for your screening program.

Consider these questions to help assess vendors’ technology offerings and integration capabilities within your RFP:

What are the vendor’s integration capabilities? Ask for a list of ATS / HRIS / HCM partners that the vendor’s background screening services integrate with.
Ask vendors to provide relevant patents and briefly explain the technology.
Are there any upcoming features or integrations on the vendor’s roadmap relevant to your needs?

Customer Service and Support

A smooth transition to a new provider and consistent, reliable ongoing support are critical for a successful, long-term partnership. In your background check RFP, you’ll want to understand their commitment to your success, their educational resources, and how they resolve issues to ensure your team is always well-supported.

Consider these questions to help assess vendors’ customer service and support offerings in your RFP:

What forms of client communication, including educational resources, does the vendor provide?
Does the vendor offer dedicated account management for background screening clients? What does that look like?
How does the vendor stand out from competitors in terms of customer support?

Ready to start drafting your own background check RFP? Access our editable template to help you find the right screening provider for your organization’s needs.

How to Use Your Background Check RFP Template

This background check RFP template should be customized to your organization’s specific screening needs and requirements. Our template is designed for immediate use, making your vendor selection process as straightforward as possible. Here’s how to quickly get started:

Download: Simply click the button below and fill out a short form to instantly download your ready-to-use RFP template.
Customize: Tailor the questions, sections, and requirements to match your specific organizational needs, industry requirements, and hiring priorities.
Review: Once completed, send the RFP to the appropriate stakeholders for review.
Distribute: Send the fully customized RFP to potential background check vendors you are considering for your partnership.
Evaluate: Use the structured format within the template to systematically compare responses, ensuring you make a confident, data-driven, and informed decision.

Disclaimer: This Background Check RFP Template and the information provided on this page are for educational and informational purposes only. They are not intended as legal advice. Organizations should always consult with their legal counsel to ensure their background screening processes and vendor selection align with all applicable federal, state, and local laws and regulations.