Explore the causes of delays in background screening. Find out how to navigate extended turnaround times when vetting candidates.
Background check delays often stem from predictable causes. Turnaround times may vary due to a single complication or a combination of them, but employers can minimize slowdowns if they know what to look for. This article explains common triggers to background check delays, how to minimize them, and what to do when they happen.
Delays are often driven by external factors and misapplied internal processes.
Searching additional jurisdictions usually equates to longer turnaround times.
Standardizing screening procedures improves consistency and reduces confusion.
Most background checks are completed within a few business days, but some require additional time to gather and verify information. Background check delays are often caused by factors outside of the control of either the requesting organization or the consumer reporting agency.
Some of the most common causes include:
Court processing delays: Different variables can result in record processing delays, typically due to jurisdiction-specific legislation changes. This could include reduced availability of personal data, which may require additional record matching for quality assurance.
Professional verifications: Employers and schools establish their own response times.
Incomplete applicant information: Missing addresses, incorrect dates, or name discrepancies often require additional follow-up.
Multiple jurisdictions: Candidates who’ve lived or worked in several locations may require additional searches.
Manual record retrieval: Some county and state courts still require manual, in-person record retrieval or operate with limited staffing.
Although these situations can extend turnaround times, they help improve the completeness and accuracy of the final background report.
Many avoidable background check slowdowns can be minimized through preparation before screening begins. First, appropriately preparing candidates reduces confusion, encourages prompt responses, and minimizes the need for additional follow-up. Next, submitting orders early provides flexibility if external verification sources require additional time. Finally, using appropriate role-based searches avoids unnecessary increases in turnaround times by focusing on information relevant to job responsibilities.
For more information on role-based screening, read How to Set Up Background Check Packages for Multiple Roles >
Organizations often improve screening readiness by being proactive in their hiring processes before recruiting begins. Instead of behaving reactively, they establish consistent hiring procedures, prepare hiring managers and HR teams, and evaluate screening metrics.
Documenting what searches are included for each role, how reviews are performed, and the consequences of negative findings improves consistency. If adverse action is taken because of these discoveries, it must be applied without prejudice or bias as instructed by the Equal Employment Opportunity Commission (EEOC).
Hiring managers and HR teams should understand expected turnaround times and avoid scheduling start dates before required screenings are complete.
Periodic reviews of metrics like average turnaround times, candidate response rates, and repeat delays help identify trends and bottlenecks to improve future hiring efforts.
There are several steps employers can take to sustain momentum when background reports are delayed. In many cases, the report provider is waiting for information from record sources. Here are a few actions organizations can use to understand why:
Determine the reason. Understanding the root cause of the issue establishes realistic expectations for turnaround times.
Inform the candidate. Providing status updates helps maintain transparency and supports a positive hiring experience.
Wait for results. Basing employment decisions on incomplete, incorrect, or unverified information can land employers in hot water, as Genesis Healthcare LLC found out.
Similar background screening solutions may have different turnaround times because they rely on different record sources, search methods, and quality assurance processes. When screening applicants who’ve lived in different locations, jurisdictions can also affect return times for reports.
Records may be obtained from myriad sources, each with its own intricacies that affect turnaround times. County and federal courthouses, statewide repositories, and national databases each handle record requests differently. Other screenings, such as drug testing or occupational health services, rely on applicants to complete required testing within a specified window.
Some searches offer near-instant virtual data retrieval, while others still rely on manual research. As a result, in-person record retrieval or additional processing time can extend turnaround times.
Certain searches may require additional quality assurance before results are reported. Records with similar names or incomplete identifying information may require further verification to confirm that the record belongs to the correct individual.
Counties, states, and federal courts each maintain their own record systems, staff, and processing procedures.